Similarly, the requirements for offline office security have gradually increased. Many enterprises have adopted various high technologies to improve security and work efficiency and to establish their own smart offices.

The visitor management system provides significant benefits to the enterprise, which is an important component of the smart office. 

What is the significance of a visitor management system? 

A visitor management system is essential because it not only improves efficiency but also provides direct business benefits. The advantages are as follows: 

• Ease of use: To register visitors, all that is required is a smartphone. 
• Timesaving: Visitors can save time by pre-registering through a mobile app or online. When you arrive at the office, you will no longer have to wait to register. 
• Reduce cost: Visitors can register by themselves, and misinformation caused by third-party registration and the need for additional staff to review information can be reduced. 
• Enhanced security: Visitors are granted access to specific areas depending on the purpose of their visit. 
• Impress your visitors: A short registration time and a quick procedure can provide visitors with a pleasant visit. 

More details 

Which are the best visitor management systems? 

ONES:

ONES all-in-one smart office system provides a comprehensive set of visitor management tools, including 3D floor plans and hardware configurations.

Basic visitor management features include cross-day access, pre-registration, visitor data analysis, and visit status tracking. ONEs also provide a wide range of solutions at varying prices to meet the needs of various businesses. 

These companies have unique features, especially ONES. We offers Mobile Pass, which utilizes the latest NFC technology and allows you to log in and out with just a tap of your phone, further achieving a cardless and intelligent office working environment. 

Robin

Offers all the basic visitor management features, such as custom permissions and floor plans. A free trial is available, but some features are restricted. 

Envoy

A company dedicated to optimizing visitor management systems, including visitor badges, visitor registration and arrival notifications, and shared space reservations. The initial activation plan is free, but it has some restrictions. 

Condeco

Provides a variety of visitor management features, including automated check-in, health checks, and access control. Condeco’s services differ from the first two and can be chosen at various prices depending on the needs of the office. 

Contact us: hello@ones.software, or visit ONEs Software official website for more information: https://ones.software/ 
 

The post List of Famous Visitor Management Systems in 2023 first appeared on ONEs Blog.

A visitor management system (VMS) simplifies the visitor registration process, protects visitor privacy, and is easy to use, leaving a positive impression on potential guests.

The conflict between security and privacy  

According to the latest report of the Office of the Privacy Commissioner for Personal Data in Hong Kong, more than 700 complaints were received in the past five years regarding property management.

The reason for this is that employees of companies require visitors to show their ID cards for registration and even fill out a bunch of registration documents.

This often leads to improper collection, retention, and use of personal data of property owners and visitors, in violation of The Personal Data (Privacy) Ordinance.  

Nowadays, the impact of the complaint mechanism is very great, and if it is not handled properly, the incident will be posted on the Internet and subjected to public scrutiny, which can damage the reputation of the company and even affect its performance and stock price.

Therefore, the visitor registration process should not be ignored. However, it is not an easy task to deal with the problem.  

The trilemma of 3 parties’ needs 

The security of office buildings is often conflicting, considering the interests of several parties:  

1. To protect the security of the building, the property management company will establish policies such as multiple registration procedures to help record visitor records for future reference.

2. Visitors want easy and fast visitor registration, and to ensure personal privacy with as few restrictions as possible for their access to the various venues.

3. Office or building owners want security companies to improve the quality of efficient security while providing friendly visitor service to their guests.  

Therefore, it is difficult to balance the needs of different parties without the help of tools. For example, a complicated check-in process can improve security, but guests are likely to be unhappy with the complexities of the visitor process, or guests must wait for a long time.  

However, if there is a lack of strict security procedures, the security guard company will be blamed for security problems such as theft. Therefore, security guards will do more of the security procedures under pressure. As in the case of the first article, visitors will feel inconvenienced or even offended.  

More importantly, there is the issue of trust. Once visitors’ personal information is recorded, without proper data management, there is a risk of disclosure and leakage, and if the data is used maliciously by a third party, the company may face legal action. Therefore, visitor security is very important.  

How to properly handle security issues  

After understanding the needs of these three parties, we will try to analyze the reasons behind and find out the common points of the three parties, and then prescribe the right remedy.  

1. Security guards set up multiple registration procedures to record guest information for future reference.

2. Some visitors need to register quickly because they might be delivery people and have a tight delivery schedule, so the long registration time hinders the work of delivery and receipt, which is a loss to both parties.  

3. Property owners want to maintain the quality of service, protect the safety of customers and at the same time, give a positive image to attract more new customers to cooperate with them.  

In summary, the answer is to need a simple procedure, easy-to-access records, and an easy-to-manage system, that balances the needs of all parties.  

The Smart Registration Method — Visitor Management System  

Many buildings have adopted the visitor management system because it is easy to operate, convenient to manage, and solves the disadvantages brought by the traditional registration method:  

1. Lack of clarity of information:

Some offices need the guests to fill in their names by themselves, but it is difficult to ensure that the information is correct, and then the role of registration is often virtually useless.  

2. Insufficient accuracy:

If the office receptionist fills out the form, there is still a chance of human error, such as filling in the wrong name. 

3. Insufficient privacy:

Sometimes the visitors are required to speak out or write down their personal information, which may lead to leakage of personal information. 

4. Conservative impression:

Lobby services represent the impression of the company to a certain extent; the traditional registration gives people a conservative feeling and it is difficult to attract new customers. Imagine what people think of you if you still use an old-style mobile phone. The same situation is for the office.  

5. Data processing is complicated:

Customer data needs to be kept for a period, which means it takes up space to store. Moreover, when the data needs to be destroyed, special handling is required to ensure that the data will not be leaked, which often results in additional expenses.  

Why don’t make an appointment with a traditional document software such as Excel?  

You may wonder why you need to spend resources on a visitor management system when a simple appointment can be made using traditional clerical software.  

The reason is that there are still a lot of things that can’t be handled properly if you only use this software to make appointments.  

For example, visitors may have to call for confirmation information, including the date and time of their visit, before arriving at your office to meet with management; and upon arrival, they still need to register their information.

Compared to the traditional approach, the process is only to be electronic and just made easier to operate on a physical basis, it has not made the registration further simplified. 

Your first-choice visitor management system – ONES 

The visitor management system can solve all the above-mentioned problems by providing a streamlined visitor experience and simplifying the registration process.

The visitor management system provides the basic information needed to set up an appointment, including date, time, and location, also can send a survey to ask about the needs of visitors, and provides a pre-registration service.  

When visitors arrive at the front desk, they only confirm some of their information and complete the registration process with one button. Then receive their mobile pass and follow the floor plan to their destination very easily. The entire process is self-service, and no one needs to follow the guest for help, avoiding the previous situation where lobby service required staff.  

The visitor management system can also accurately record guest information, such as time of attendance, purpose, and special notes. There is no need to take up space for data storage and the system ensures data security, so there is no need to worry about improper disposal of large amounts of personal data.

If you have regular visitors, such as partners, the system will automatically fill in the relevant records when they come. The smart office system can give a good impression to your good partners.  

Contact us: hello@ones.software, or visit ONEs Software official website for more information: https://ones.software/. 

The post How visitor management system (VMS) protects your company’s privacy? first appeared on ONEs Blog.

It is the first thing that customers contact, and it is important to make the best first impression before booking a room.

Traditional visitor management goes wrong…

Traditional visitor management requires a lot of manpower to handle visitors and their related documents and to contact the staff by phone as well.

To find out how many visitors have visited the office in the past, when they visited, and their contact information, you would have to go through a lot of documents to consolidate the data.

The security of the office can be threatened at any time by visitors who unwittingly break into highly confidential or even dangerous areas. So how can an intelligent visitor management system help your business?

The system is designed to provide an easy-to-use platform that replaces traditional paper-based visitor records. The guest management system replaces traditional paper-based visitor records with an easier-to-use electronic platform that allows administrators to monitor Visitors who enter the premises of a business, campus, or another facility.

This is because visitors who wish to enter certain areas must register and use the appropriate visitor badge. This electronic visitor management process will reduce the number of personnel involved, enhance the user experience, and ensure the safety of the visitor and the company.

Electronic Visitor Record

The most basic purpose of a visitor registration system is a system of record. The management of a business needs to know who is within the boundaries of the facility, where they are when, and the purpose of their visit.

The most basic function of a guest management system is the registry, to which all guest registrations are related.

With an electronic registration system, no one can enter a facility, such as a business, without registering. Some registration systems can even help staff to register visitors before they arrive so that a series of automated processes can be carried out before, during, and after the visit.

Log tracking allows staff to control each visitor’s usage. After registering, they can notify the receptionist immediately, or show directions on the floor display. It is also possible to search for information about the visitor, such as time of arrival, facilities used, or questionnaire results, and to consolidate them into a single record. Analysis report for future resource allocation and productivity improvement.

Effective corporate governance

A visitor registration system can help businesses to control their office environment effectively. The system is able to print documents for visitors when they visit the office, and through the IoT control system, visitors can arrive and use the system in advance.

It also allows the use of facilities and prevents them from entering dangerous, or highly confidential, areas. This further prevents theft and vandalism and enhances the security of the business itself.

Through the visitor management system, business managers can also know who is where, and when to enter and leave at any time on their mobile phones and computers. buildings. In the event of an emergency, such as a disaster, administrators can know the location of visitors instantly, and if any visitors are trapped, they can also have The methodology based on interview records.

Building a Good Reputation

A visitor management system can help an organization build a stronger corporate reputation because a good management system can be developed from a clear Mastering of the visitor’s experience and builds trust between employees and visitors.

A high-security system that impresses first-time visitors is exactly what your business’ reputation is all about. They know that your business takes its security management seriously, and so does business management.

If you would like to learn more about how to implement a visitor management system, feel free to contact us: hello@ones.software, or visit ONES Software’s official website for more information: https://ones.software/.  

Website: https://ones.software/
Email: hello@ones.software
Tel: (+852) 5538 3410

The post Visitor Management System: Why It Works for You first appeared on ONEs Blog.

Impress your visitors by providing a fast and simple way for them check-in via a self service kiosk, while you can focus on giving them a warm greeting.

Bookings ONE

• People would like to enjoy a service quality more than services
• A streamlined visitor experience can increase your business income

Common problems encountered in visitor service 

No matter what type of business you are in, customer service is an important part of your company. If you are trying hard to improve this issue, are you facing the following problems:

•  Have you ever had a problem with improving your visitor service?   
• Do you invest a lot of resources to improve visitor service?  
• Do you buy different equipment to improve the quality of service?  
• Or even just hire a lot of staff for lobby service?     

Why are you still not improving this issue?   The truth is that you provide too many unnecessary services, which may give a negative impression and show customers you don’t understand their needs. If you want to change this situation, you must read the following about the benefits of the visitor management system. 

5 benefits of using a visitor management system to improve visitor service 

 1. Improve the speed and efficiency of visitor registration to leave a good impression on guests 

There’s a lot that reception must do, such as visitor registration, paperwork and arranging the appointment, etc… And most of the receptions have only a few people working. Sometimes if there are too many visitors coming, manpower is a problem, and the working speed will reduce and affect the work’s efficiency. Using the visitor management system (VMS) can serve the customers at the same time, providing a streamlined visitor experience to the visitors. 

The visitor management system will record the guest information, such as the purpose of the visit, and automatically fill in the information next time. Visitors can also register themselves without lining up to waste time. The system also provides the pre-registration function, then people only check whether the information is correct or not when they arrive.   

2. Safe and hygienic visitor registration without touching  

Security

Security is also an important part of an office. Setting the multi-step visitor check-in process is designed to enhance company security but also increases operating costs. Using a visitor management system can increase security without increasing staffing levels.

The visitor management system gives appropriate permissions according to the purpose of the visit and provides a floor plan to guide the guest to the destination. It avoids embarrassing situations such as visitors entering the wrong place or restricted areas.

Moreover, the system can quickly check the details of the guest according to the blacklist and prohibit someone from entering, protecting the other guests from unnecessary nuisance. The system will record guest information but never disclosed it to the public to avoid data leakage.   

Hygienic  

With different outbreaks around the world, people have become more aware of health issues, especially the 2019 coronavirus (COVID-19). Many countries and companies need visitors to show documentation of proof of COVID-19 vaccination, complicating the registration process.

Traditional front desk services involve indirect physical contact with visitors through documentation, which is very dangerous for visitors and staff. The visitor management system eliminates unnecessary physical contact and allows visitors to check-in themselves by using an electronic self-service machine or cell phone.   

Bookings ONE offers a unique visitor registration function—–Mobile Pass. The feature is easy to use, only tap on the sensor with your cell phone. Compared with the QR code, it’s more advanced and intelligent. 

Mobile pass support iOS and Android digital wallet via using iPhone NFC and Google Pay’s Smart Tap, you can easily use our booking service in your mobile device.

Bookings ONE

3. Intelligent technology brings positive effects to a company 

An intelligent registration system can present different positive images for companies:  

• Customer-oriented: Using technology for serving customers gives people a sense of high class. A user-friendly system can also show how careful of guests the company is. If you show an image of being customer-oriented, it can leave a great brand image for customers. 

• Professionalism: Systematic visitor registration service can complete the work accurately and avoid the chance of making mistakes, which will not bring unnecessary trouble to the guests, delaying their time and damaging the impression of your company.  

• Distinctive lobby design: The typical image of a lobby is that it has a large service desk or lots of service desks. However, not all the lobbies have a large area, and sometimes there is a lack of chairs and desks for people sitting. Thus, it’s difficult to give people a comfortable feeling, otherwise, it needs to spend lots of money on the design and decoration. 

By using the visitor management system, you can reduce the size or number of service counters, and then you can re-design the vacant space, and the cost-saving can be used to buy different furniture with wireless charging devices to facilitate guests’ work. 

A visitor registration system can make your company look professional and different from traditional customer service. 

4. Check-out experience is important as a part of visitors’ experience  

One of the important issues is the need to return the visitor’s name tag upon departure, it is necessary but not friendly to the guest. The best visitor experience also includes how to convenient the leaving of visitor, not only the beginnings and the process.

Bookings ONE’s visitor management system has an excellent check-out system. If a visitor does not check out within a certain period after leaving the office, the system will automatically do so for the visitor. 

5. Offer a five-star service by reallocating resources 

Sometimes, visitors may choose to arrive early to see how the business works. As mentioned above, when the staff and resources are reallocated, then the staff can focus more on serving customers on behalf of the company, for example by providing one-on-one visitor service or standby near the customers.

You can also provide more considerate service, such as providing a Wi-Fi password or a glass of water immediately when a guest enters the building. Sometimes to chat with the guest to learn more about their needs. Moreover, your company can set up a snack bar and reading area by using the reallocated resource, then visitors can find them through the floor plan in the system. Thus, your company provides a five-star visitor service experience.    

As you can see, the benefits of using a visitor management system are numerous and can immediately improve the visitor experience for your business, so there is no need to invest resources in improving the quality of service. In addition to giving visitors a different experience, Bookings ONE’s visitor management system offers a new management experience for business system administrators.  

New management experience by using Bookings ONE visitor management system 

Bookings ONE, one of the best visitor management systems, not only facilitates visitors but also provides different functions for administrators, taking into account their needs.  

• Data Analysis: The system saves different information such as visitors’ purpose, the total number of visitors or the no-shows’ visitors, and the data shown on charts. Managers can analyze the data to understand more about the needs of the guests so that they can decide on table plans to provide different services to the guests.   
  
• Alert function: When the guest has finished checking in, the system will send a message to remind the manager that the guest has arrived, so as not to leave a negative impression by treating the guest late. In addition, when you send the invitation email to the guest, you can also set up a questionnaire in the email to ask about the visitor’s needs, to prepare for the visitors’ arrival in advance.  

• Report issue’s function: You can record what equipment or room is under maintenance in the system, and all managers can check the information through the system and solve the problem before the visitor arrives. The administrator can also remove the usage permission of the equipment or room to avoid the embarrassment of visitors not being able to use it.   
  
• Multi-channel visitor invitation: Bookings ONE’s visitor management system allows you to send invitations to guests via email, SMS or WhatsApp.  

As you can see, Bookings ONE’s visitor management system is a user-friendly system, considering the needs of both visitors and administrators. If you want to improve your visitor experience, contact us now.   

ONEs Software now has a dedicated page to introduce a series of smart office measures to help you solve problems. You may wish to go to https://ones.software/hybrid-workspace/ for further reference. 

Website: https://ones.software/ 
Email: hello@ones.software 
Tel: (+852) 5538 3410 

The post How To Improve The Visitor Experience Now?   first appeared on ONEs Blog.