Managing visitor access is challenging for organizations of every size. In addition to recording guests’ names when they enter the building, you also need to ensure you’re maintaining a safe environment and making the best possible use of your resources, both in terms of staffing and finances. A visitor management app allows organizational leaders and security personnel to streamline their front-desk processes, improve security, and enhance the visitor experience.
This guide explains what visitor management apps are and what advantages a mobile application offers versus a paper logbook or other manual system. You’ll also learn what to look for when researching different visitor management applications.
What is a visitor management app? #
A visitor management app is a digital tool used to track temporary guests who enter a building or property. It’s one piece of a broader visitor management system, supporting multiple aspects of the visitor experience, including registration, check-in, and check-out.
The role of apps in visitor management #
Visitor management apps can play a central role in monitoring and analyzing visitor traffic. The design of your system determines who uses the app and why.
For most organizations, one of the primary purposes of this type of app is to simplify visitor management from an operational perspective. When a visitor wants to pre-register or check-in for a visit, they can enter their information using an online dashboard or visitor management kiosk. Additionally, they might receive a QR code, email link, or other credential to unlock the needed doors. Some systems also allow guests to download and use a visitor app to enter their information and check-in.
Managers or supervisors within the organization can review this information from a mobile app. You can open the app to review recent visitor logs, view host notifications, and see exactly who is on the property at any given time.
Core app functionalities #
A high-quality visitor sign-in system can do much more than just record a guest’s name and phone number. These are some of the key capabilities of the most effective apps available on the market:
- Contactless check-ins: Visitors can use the app to enter their information and sign in without having to fill out a physical log or use a shared device. This is not only convenient but can also help promote better community health and safety.
- Notifications: Many visitor management system apps can send automated notifications to hosts so they can expect and quickly welcome their guests. These apps can also often notify security or management if an unauthorized visitor is trying to enter or if their identification doesn’t match the name they’ve provided.
- Access control: Modern visitor management apps enable admins to share access with authorized visitors. They can simply send a QR code or an access link that visitors can press to unlock only the doors they need during their visiting hours.
- Badge generation: Organizations may require visitors to wear badges with their names, titles, and photos. This type of app can connect to a badge printer that instantly produces a custom badge for the visitor to wear throughout their stay.
- Real-time visitor logs: Knowing what visitors are on-site is crucial when organizations need to respond to an emergency incident. A visitor management app can provide accurate, updated information about who is present, when they entered, and who they’re visiting.
Remember that visitor management apps aren’t necessarily limited to these functionalities. They may have advanced features and integrations, and some use new technologies, such as artificial intelligence (AI) and machine learning, to provide deeper insights into visitor traffic.
Visitor management that fits your needs
Enhance visitor experience, maintain a secure environment, and ensure compliance with seamless visitor management.
Comparing app-based and traditional methods #
Paper sign-in sheets and log books were long the standard approach to visitor management, but many organizations now prefer digital options. Although both solutions collect the same core data points, they differ in many ways.
Remote access #
One of the greatest drawbacks of a hard-copy sign-in system, such as a logbook, is that you have to be physically present on-site to review it. For example, if you’re traveling but need to confirm when a recent visitor was on the property, you would either have to ask another employee to relay the information to you or wait until you’re able to return to the office. A mobile app makes this process much simpler, allowing you to look up information about visitor activity at any time.
Security #
A mobile app is significantly more secure than traditional systems. A paper sign-in sheet or log book is easily accessible by other visitors and employees within the organization. Guests can also see another person’s name when adding their own, potentially exposing contact information and other private details.
Mobile apps make it much more difficult—if not impossible—for someone to access another person’s sign-in data. When a guest uses the app to sign in, or a manager uses the app to examine visitor details, the information is held securely in the cloud. The only people who can access it are individuals with the proper authorization.
Efficiency #
When you use a traditional sign-in system, every visitor generally has to stop at the front desk, speak to a receptionist or security guard, and write down their name and contact information. While this process is relatively straightforward, it can become time-consuming and create a bottleneck, particularly if you have high visitor volume.
A mobile app allows visitors to check in without standing in line or talking to an employee. They can also use the app to pre-register and record the necessary details about their visit in advance, which enables them to sign in rapidly when they arrive at the property.
Data management #
Overflowing filing cabinets filled with old sign-in sheets and logs take up space and make it difficult to retrieve information when you need it. This approach to visitor management also doesn’t allow for automated data analysis, which can help you think more strategically about staffing and operating hours.
If you use a visitor management app, this information is stored digitally in the cloud. As a result, you can find the data you need in a matter of moments. A well-designed app can also produce reports and highlight trends in your visitor traffic.
Cost #
Some organizations are reluctant to switch from traditional visitor management methods to more modern systems because of the financial investment required. However, a deeper look at the expense of both types of systems reveals that a visitor management app can ultimately save money.
For instance, organizations that use paper log books typically have staff on-site to oversee visitor sign-ins. In cases with large visitor numbers, this employee may have to focus much of their time and energy on handling visitor entries and exits.While a visitor management solution with an app requires an initial purchase or subscription fee, it limits or eliminates the need for this expensive level of staffing.
Some visitor management apps, such as Kisi’s, offer digital visitor logs as part of their free visitor management plan, providing extra security at no additional cost.
Visitor experience #
As the world has become increasingly digital, visitors have come to expect more seamless entry experiences. An app enables you to offer reduced wait times and greater convenience when signing in, both of which can help the visitor feel more confident in your organization. For instance, guests don’t have to wait for an employee to print a badge or contact the visit host so they can escort them to a particular office.
Choosing the right visitor management application #
The popularity of digital visitor management has led to substantial growth in the number of solutions available. Narrowing down those options can be challenging, particularly if your organization is more comfortable with manual tools.
Understanding what to look for can help simplify your search. When you’re shopping for a visitor management system and app, take a close look at these aspects of each one:
- User experience: A visitor management app should be easy to navigate and use. Along with a pleasing aesthetic, the app should have clear controls, labels, and menus so visitors and management can use it seamlessly and with little to no instruction.
- Data analytics: Evaluate what kind of information the app provides in terms of visitor activity. An effective system can run reports, give you real-time information, and alert you to patterns in who has been visiting your organization and why.
- Integrations: An ideal visitor management app allows you to control additional elements of your building security, such as video surveillance and access control. For example, with an integrated app, you can review visitor records, issue visitor access credentials, and review recorded videos of on-site visitor activity.
- Customization: Building a visitor management app from the ground up is cost prohibitive for many organizations, but creating a unique app isn’t usually necessary. Some visitor management software providers offer customization options, so you can tailor the app to your organization.
As you examine different visitor management solutions, remember that your specific needs depend on the size and type of your organization. For instance, an app for school visitor management may need additional features, such as identity verification, to ensure unsafe individuals don’t enter the school property.
Explore visitor management apps with Kisi #
Visitor management has evolved dramatically over the past decade, enabling organizations to have a better understanding of who is entering their property and the purpose of their visits. When transitioning to a visitor management app, selecting the right tool is critical to your organization’s success.
Kisi’s visitor management system web and mobile app allows you to manage both planned and unplanned visits with ease. You can monitor guest activity, print visitor badges, and send immediate notifications to create the ideal experience for your guests. Reach out to the Kisi team to learn more about what you can achieve with better visitor management or take advantage of our free plan or free trial.