Various organizations use visitor management systems to counter the challenges of managing visitor information. In order to ensure proper security, organizations use visitor management software to screen and register visitors. Visitor management software can help in securing the workplace, streamlining the visitor check-in process, printing professional badges and tracking visitor information.

If you want to buy or update current visitor management system, you will need to understand various technical terms. This guide aims at familiarizing you with visitor management software key terms, such as visitor management systems, visitor badging systems, visitor tracking and access control.

Action Steps
The best contacts and resources to help you get it done

Visitor management systems

A visitor management system is an application that helps an organization keep track of visitors and maintaining a log for later reference. Visitor management software is an important component of a visitor management system.

I recommend: You can learn more about a visitor management system at HI Tech Accurate Communication Pvt. Ltd., a provider of business infrastructure. You can also get useful information at Systems Logistics Co. Ltd. (SLL), another provider of visitor management systems.

Visitor badging systems

Most visitor system management software consists of a badge printing feature or module. The software records visitor information and prints it on badges, which the visitor must wear into/on the premises.

I recommend: To learn more about visitor badges, read through information at Security Magazine, an online magazine that discusses security issues.

Visitor tracking

Using visitor management software, you can track the number of visitors, frequency of visits and length of stay, among other details. Tracking and retrieving is done using an information database in the software.

I recommend: You can find out more about visitor tracking at Cogent Innovations Private Ltd., a provider of telecommunications and business solutions.

Access control

Access control refers to restricting physical access to a certain place or section. Using visitor management software, you can control the accessibility of any place to the visitor or deny entrance if he/ she has a previous negative record in the database.

I recommend: To learn about access control systems, read through information at AuthenticationWorld.com, a useful resource on authentication systems.

Enterprise security management

Managing security of data and office personnel is only possible by keeping track of external visitors. Hence, visitor management software plays a crucial role in enterprise management systems.

I recommend: You can get more information about enterprise security management at the Carnegie Mellon Software Engineering Institute (SEI).

Online visitor registration

Registering online for events, expositions, conferences or seminars can save a lot of time for the organizers as well as visitors. Many event organizers offer online registration forms for prospective visitors.

I recommend: To learn more about the online visitor registration process, you can read through information at ExpoStudio, a developer of software applications.

If you own/operate a medical, educational, research or other business that requires close monitoring of visitors, purchase visitor management software. Trying to manually log, track and report visitor activity takes time and manpower, both of which you can save by streamlining your process with the right visitor management software provider.

Depending on the software you purchase, you'll gain the ability to efficiently and securely register, verify and provide ID badges to visitors and screen for unwanted guests. Consider the following benefits of electronic visitor management software:

1. Visitor management software keeps visitor names confidential rather than exposed to all in paper logs.

2. You can quickly analyze and report on visitor information with visitor management software.

3. Use visitor management software to more accurately and automatically collect detailed visitor information.

Action Steps
The best contacts and resources to help you get it done

Find visitor management software designed for schools

Visitor software lets schools speed up the check-in process and better control visitors on school grounds.

I recommend: Contact IDenticard Systems to learn more about the PassagePointEDU visitor management software solution. The software will help ensure the safety of you, your faculty, staff and students by helping with temporary visitor badges, substitutes, vendors or any other visitor to your facility. It lets you pre-print badges for groups or individuals, scan different forms of identification, identify locations authorized for individual visitors, receive instant notification of visitors listed on your watch list, gain quick access to custodial information and generate reports from built-in templates or customized reports. Try an online demonstration or free trial of Lobby Track from Jolly, a top-ranked international identification software company. With this software, you can pre-register visitors to your school or allow them to self-register at a kiosk. It lets you check all visitors against your established watch list, issue temporary or permanent ID passes, track visitor entry/exit, generate attendance and activity reports and centrally manage multiple locations and databases within a school district.

Look for all-in-one or customizable visitor management software

For your business, order software that does everything you need it to.

I recommend: Request a free demonstration of EasyLobby SVM software if you're interested in a complete software package. EasyLobby lets you scan and capture visitor information from ID cards, provide professional-looking badges using hundreds of built-in templates, completely automate your visitor pre-registration/registration process and easily network multiple locations to share a single visitor database. EasyLobby lets you build a comprehensive watch list, and it includes barcode functionality, programmable security alerts with Email/SMS notification, extensive support for multi-tenant building use, and a broad range of reports. Check out the visitor management software list of features that come with PassagePoint Professional. You can screen visitors against historical directories and watch lists, customize registrations for visits of differing lengths, produce professional-looking badges quickly, facilitate pre-registration and scan ID cards to collect visitor information.

Consider a web-based visitor management software solution for your business

Avoid the hassle of installing software by going with a web-based solution.

I recommend: Try ezbadge, a web-enabled system that lets you handle visitor registration and ID badges. You can input visitor data from any terminal, and the system also permits visitor pre-registration which will speed up the check-in process prior to meetings. Use any of the available report formats to analyze visitor information, and customize your badge system using any of the available templates. Contact Infrasafe for more information about their web-based iVisitor or iVisitor Enterprise system. The online, secure visitor management system offers a simple-to-use interface for your business. At a minimum, you'll receive 24/7 online service, visitor reporting, Email notifications upon arrival, self-serve visitor sign-in kiosk, business card scanning and real-time reception screen with badge printing and pre-printing.

Tips & Tactics

Helpful advice for making the most of this Guide

• •  While reviewing visitor management software information from different companies, check all hardware requirements for the features you'll use. You may need to acquire barcode scanners, digital signature pads, printers, scanner and cameras. Think about turnkey systems that already include the necessary hardware.

To find visitor management software that works for your facility, you'll need to review both technical and logistic concerns. Security personnel use this type of software to identify visitors, perhaps run a background check on them, and print ID cards that give them access to certain parts of the facility. You may need to set up multiple access points to effectively screen visitors, and make sure the screening system you have in place is effective.

Visitor management software is often closely related to, or a part of, identity management access control software that limits who has access to a building or electronic network. Therefore, you may need to think about how a program will integrate with any software system you currently have in place. When reading visitor management software advice and ratings, be on the lookout for:

1. Programs that provide accurate background checks — what databases, if any, do they access?

2. The benefits of software that requires a government issued ID to make a temporary pass, vs. having security personnel enter information into the system.

3. Visitor management software that is easy and quick to use, and still effective.

Action Steps
The best contacts and resources to help you get it done

Read security industry trade publications to get visitor management software information

Perhaps the most in-depth visitor management software advice and ratings come from independent trade publications geared to the security industry. With the many, many types of security software on the market, these reviews are a good starting point as you determine the types of features available and which are necessary to manage access to your facility.

I recommend: SC Magazine, a resource for security professionals, publishes in-depth reviews of many access control and ID management software programs. Security Management has reviews of new access control and visitor management programs, and runs articles that feature security visitor management success stories and best practices.

Review articles that discuss visitor management software features and best practices

Reading about visitor management software can give you a lot of background information. You'll discover who is implementing these programs and why. You'll also discover the pitfalls of bad access control systems and the features that made other systems successful. Often, the advice you'll find is as much about implementation and security practices as it is choosing the right software.

I recommend: Security Magazine has a great article on implementing a comprehensive visitor management system. Government Security, a magazine for security professionals who serve local, state and federal facilities, features many articles on visitor management, including this article on speedy ID registration.

Mine information from a visitor management software directory

To avoid being overwhelmed by the options, you should make a list of the features you need from a visitor management software. Must it integrate with your current access control software? Do you need a program that searches national databases? How about a software that lets visitors register appointments online? By knowing what you need, you can easily cut the time you spend browsing a visitor management software list.

I recommend: Forbes has an extensive list of companies that provide visitor management software. You can narrow the field by looking for programs with specific features, and submit information requests to multiple vendors. SecurityInfoWatch.com also has contact information for many companies that provide identity management software. NexTag lets you compare prices between products and vendors.