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 is a way that many Singapore companies have adopted to protect the security and privacy of their companies.

What is a Visitor Management System?

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

When a visitor arrives, the system streamlines the visitor check-in process, making for a great visitor experience on your premises. Compared to general visitor management, using a visitor management system optimizes the entire process and provides more security to your property management.

Moreover, lots of Singaporean companies are implementing visitor management systems because it can reduce manpower and human registration mistakes.

Let’s see what visitor management systems are suitable for Singapore companies.

List of best visitor management systems for Singapore

ONES All-in-one Smart Office System

ONES helps you to prepare for a hybrid working environment and adapt to the post-epidemic office changes early, which will be of great benefit to the competitiveness and image of your business. The VMS can increase your office security and protect your office privacy.

More detail: https://ones.software/bookings-one/visitor

The Key Features of Visitor Management System:

Greet your guests with the agile sign-in system on a tablet, and notify your employee of the visitor’s arrival. ONES VMS allows visitors to pre-register. When the visitors arrive, they can have a streamlined registration.

Also, ONES VMS allows visitors to finish the registration by themselves, which can help your company reduce the operation cost because using VMS only needs a little manpower, even a kiosk.

ONES VMS also supports the mobile pass, which is the key tool for your office to adapt to a hybrid workplace and delivers a seamless smart office experience for your employees and visitors.

Full feature list: https://ones.software/bookings-one/visitor-management/features

ONES VMS also integrates with other smart office features such as:

Conference room booking system: Integrate all your meeting room, and facility management into one user-friendly solution that gives users a better booking experience.

Hot desk booking system: Provide a more agile office by introducing a digital desk booking platform. Assist users to reserve a workspace easily via a few touches on the screen.

Support & service system: Provide full support and service for your office that gives everyone a great smart office experience.

Pros

• An all-in-one smart office system with all features a hybrid office will need.
• Fully integrated with Office 365, Outlook, Exchange, and Teams.
• Self-developed interactive floorplan for real-time office plan.
• Various hardware support for different office set-ups.
• Support cloud and on-premise installation.
• Detailed policy setting for office setting customization.
• Reduce the operation cost because only a few manpower.

Envoy

Envoy strives to make your office a smart office by providing various office management systems to help you manage your office. Moreover, Envoy focuses on the development of visitor systems.

Key Features:

Visitor Management: Customizable sign-in creates multiple sign-in flows that ask different questions based on the purpose of the guest’s visit;
Provides instant notifications, it will automatically notify employees when their guests arrive;
Also, the VMS provides analytics and reporting, it can help you to get insight into visitor volume, who hosts visitors, and more. Export data in a few clicks.

Meeting Room Booking System: The check-in and end meeting function can secure your room by checking in and then free up space for others by tapping end meeting; and;
Color-coded availability functions can help you easily find an available space with green, yellow, and red indicators in each room.

Desk Booking System: Hot desk booking gives employees the flexibility to choose where they sit to get the most out of the day; or
Permanent desk assignments give certain employees a permanent seat assignment to use each day they’re on-site.

Pros

• The system can free up unused space and makes it easy to find and book the right room for the task at hand and reserve a desk to collaborate on-site;
• Also, it can safeguard your workplace and supercharge your front desk.

Cons

• Need to pay more money to buy more features.
• The free features are not many and may not be suitable for companies with fewer resources, especially small and medium-sized enterprises.
• The system does not provide customized services, such as customized special room services

The Receptionist

The Receptionist is a visitor management system and does not provide other office management systems. It creates a personalized check-in experience that makes a great first impression.

Key Features:

Visitor Management System: Protect your business and your visitors through leveraging tools designed to strengthen security and compliance.

Pros

• Their VMS works in harmony with various platforms your business uses daily, including 4,000+ integrations through Zapier alone.
• Give your front desk staff the flexibility to do what humans do best. Their VMS can take care of repetitive tasks.

Cons

• It is not enough to make your office to be an intelligent office because The Receptionist only provides VMS.
• The price is higher and may not be suitable for companies with fewer resources, especially small and medium-sized enterprises.
• Not supporting different hardware, only focusing on supporting iPads.

Visiting management can help your office 

A visitor management system helps your office to manage visitors easily. 

If there’s no receptionist in the lobby, Visiting management system (VMS) still can help you make a great first impression on the visitors. Administrators can set advanced settings to restrict visitors from entering sensitive areas of your office.

Moreover, VMS helps you to reduce the operation cost because it just needs a lack of manpower.

VMS can help you to easily implement hybrid working by digitizing your office resource management and implementing a people-oriented workplace for your employees.

In the following years, digital visitor management systems will become the norm. Thus, the paper sign-in sheets will disappear from offices completely. 

For more information, please contact us: hello@ones.software, or visit ONES Software official website for more information: https://ones.software/sg/.

The post Visitor management system for Singapore now (2023 version) 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.

Business Type: Beverage manufacturer
Main users: Hundreds of employees
Function: Room reservation, visitor and equipment management system

Case Study:

The client is a famous beverage manufacturer in Hong Kong. In order to promote the digital transformation of its office in Quarry Bay, and to enhance the use of office resources, the company adopted the resource reservation system provided by Bookings ONE intelligent office platform with Qbic TD-1050 Pro to manage office resources such as rooms, equipment, room services, and visitor management.

Staff can use Bookings ONE reservation function through Bookings ONE’s web-based platform or directly in the Outlook interface to create reservations for various resources, encouraging staff to make the best use of limited office resources. Receptionists responsible for visitor management can also conduct the visitor arrival process on the same platform, eliminating the need to handle daily tasks through different platforms or software, reducing the time spent on learning the system operation and avoiding time-consuming and unnecessary operations.

The Qbic TD-1050 Pro at the front door not only helps users to understand the current room usage and reservation schedule, but also includes the NFC/RFID card reader to integrate the reservation process, which allows users to authenticate with their staff cards and quickly complete the reservation process without the need for additional accessories.

To find out more features and details of Bookings ONE, contact us:

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

The post Case Study: A Digital Transformation In The Beverage Industry first appeared on ONEs Blog.

Case Study:

The client is a major cultural district in Hong Kong. This cultural district includes several large venues and office buildings, and the estimated number of visitors to their venue is over 4.5 million per year. In order to enhance the visitor flow and analyze visitor data effectively, the client has adopted the visitor management features of ONES smart office platform to provide an efficient and stable visitor experience.

With ONES, the administrators can control the entire visitation process, from inviting visitors, setting up meetings, sending visitation emails, signing in and out upon arrival, and analyzing post-visit data, etc., all from our smart office platform. Users can also easily search in the ONES calendar for past and future invitations, as well as contact information for inviters and visitors, to help handle piles of visitor information.

Administrators are able to give their staff appropriate access to different areas of the district and their roles (e.g., receptionist, system administrator, etc.) so that staff in charge of different areas and functions can access only the part they are responsible for, avoiding unnecessary administrative confusion. Administrators are also able to set up approval procedures for some high-security areas to enhance security measures within the campus.

ONES also provide the receptionist with an accessory for the visitors. The receptionist can register visitors’ information upon arrival, fill out customized questionnaires, contact invitees, print out visitors’ ID labels, and export visitors’ records for storage and analysis, which greatly reduces the receptionist’s daily workload and helps to minimize the processing time and improve the visitors’ experience.

To find out more features and details of ONES, contact us:

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

The post ONES Smart Office System Case Study: Large-scale Cultural District first appeared on ONEs Blog.

『智能辦公室是一個以尖端的互聯網技術為基礎，透過收集數據，對企業中至為關鍵的操作系統和服務進行中央控制， 其一系列不同的協同工作得以創造一個更先進、以人為本的工作場所。而智能辦公室可以增強用戶體驗，有助於提高生產力，亦能吸引和留住企業人才，也可以更靈活、更有效地利用辦公室空間，降低企業成本，提升企業本身的品牌價值。』

比起房間預約，客戶首先接觸的就是訪客系統，而如何給予用戶最好的第一印象，至為重要。傳統的訪客管理，需要不少人手處理訪客到來以及其相關的文件，亦要透過電話聯絡員工以作客戶的招待。若要知道過往有多少訪客到訪、何時到訪、聯絡資料等，也要翻查大量的文件才能將資料整合。辦公室的安全，亦隨時因為訪客無意闖入一些高度機密、甚至危險的地方，而受到威脅。那智能訪客管理系統又如何能夠幫助企業？

訪客管理系統，是指能夠追蹤進入辦公室的訪客的系統，而這些訪客可以是客戶、速遞員、面試者、承包商等等。訪客管理系統採用一個更容易使用的電子平台，取代傳統的紙本訪客記錄，容許管理者能夠監控進入企業、校園或其他設施範圍內的訪客。因為訪客如果想進入某些地方，必須完成登記並使用相應的訪客證件。這種訪客管理步驟的電子化，能夠減少處理的人手、增強用戶體驗，更能保障訪客、公司的安全。

電子化訪客記錄

訪客登記系統最基本的目的，就是一個記錄系統。企業的管理者需要知道誰在設施範圍內，他們甚麼時候在哪裡，以及到訪的目的。而訪客管理系統中，最基本的功能就是登記處，所有的訪客登記都與此有關。

透過電子化登記系統，沒有人能夠在未登記的情況下，進入企業等設施範圍內。有些登記系統更能協助員工替訪客進行事前登記，就能從事前、到訪、到事後，進行一系列的自動記錄追蹤，方便員工管控每一位訪客的使用狀況。登記完之後，亦能即時通知接待的員工，或是在樓層顯示中顯示出引路的指示。事後亦能將訪客的資料，例如到訪時間、使用設施，或者問卷結果等等，輕易作出搜尋，並統合成分析報告，以作往後的資源配置以及生產力提升。

有效企業管控

訪客登記系統可以幫助企業有效地管控辦公室的環境。訪客在到訪時，系統能夠印刷證件予訪客，透過IoT的控制設備，能夠使訪客到達、使用預先允許利用的設施，並防止他們進入危險，或是高度機密的地方。這亦能進一步防止盜竊和故意破壞等行為，加強企業自身的安全。

通過訪客管理系統，企業管理者亦可以在手機、電腦上，隨時知道到誰在哪裡、何時進入和離開建築物。在發生災害等緊急情況下，管理者可以即時得知訪客的位置，有任何訪客被困的話，他們也可以有方法從訪問記錄知道其行蹤。

建立良好聲譽

訪客管理系統可以幫助組織建立一個更強大的企業聲譽，因為一個良好的管理系統，可以從清楚掌握訪客的到訪體驗，建立員工和訪客之間的相互信任。而一個嚴謹的安全系統，會給予初次到訪的訪客留下深刻的印象，這正正影響你的企業聲譽。因為他們知道您的企業對他們的安全管理非常重視，同樣企業管理亦是。

那麼，究竟一個訪客管理系統是怎樣運作？不妨看看我們ONEs Software 的Bookings ONE — 訪客管理功能 

欲免向隅，馬上聯繫我們: hello@ones.software ／ (+852) 5538 3410， 亦可到 ONEs Software 官網了解更多 ：https://ones.software 。

The post 智能辦公室的基本元素(II)：訪客管理系統 first appeared on ONEs Blog.