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.