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Security features that visitor management apps should have

Security features that visitor management apps should have
Needless to say, visitor management plays a key role in keeping end user entities secure and safe. Getting a visitor management software (VMS) product with advanced security features has thus become important for users.
More and more, end user organizations are demanding VMS, which keeps electronic visitor records that in many ways are better than conventional paper logs. In fact, growth potential is huge for VMS, which is expected to grow to US$6.3 billion by 2025, at a compound annual growth rate of 15 percent, according to a recent study by Research and Markets.
According to a recent blogpost by Teamgo, one of the most popular ways of implementing a visitor management solution is by using an iPad or any other tablet devices. And since VMS plays a key role in securing premises, the post said that an iPad-based visitor management solution should have the following security features to ensure the safety of staff and visitors.

Visitor screening

According to the post, visitor screening is an important security feature which keeps track of all the incoming visitors and sends any alerts based on the security settings. “For instance, if you have had a bad experience with a visitor who has violated the law or performed an illegal act, then you can block them from entering the premise or keep them on your watch list. Hence, when that visitor visits your workplace, you are immediately alerted and the person is not allowed to enter,” it said.

Taking a photo of a visitor

Gathering important information about visitors is important to ensure not just for their safety but also for the safety of the workplace, the post said. “In addition to information like name, phone numbers and address, it is important to have a feature that can quickly take a photo of your visitors,” it said. “When a photo of a visitor is stored in the system, it allows security personals to easily identify them and share the information with the security personnel in case of emergency or threats.”

Electronic documents

According to the post, it is important to keep visitors aware of workplace ethics and security rules before they enter, and as such it is crucial for them to abide by the rules and agree to follow them.
“For this to happen, you need visitors to sign a contractual document before they enter the workplace,” it said. “This process can be cumbersome, if not set up properly. Your iPad visitor management system should have an easy way to access those non-disclosure documents and sign them digitally without any hassle. Failing to provide such a system and ease of use can put your workplace at risk.”

Visitor tracking and reporting

Needless to say, it is the end user entity’s responsibility to make sure visitors are safe and do not pose any threat to the staff throughout their visit. “In order to ensure this, a visitor management application should be able to keep track of all the locations visited by your visitors and their respective date and time,” the post said. “It is important for a visitor management solution to have a full dashboard and reporting capability that can show all the relevant details about your visitor’s movements in your workplace.”

Sending emergency alerts

Lastly, it is important to have a way for the user to communicate with their visitors in case of an emergency, the post said. “For instance, in case of fire, the system administrator should be able to send an emergency alert via email, SMS or in-app notification, so that visitors are quickly guided to the route to safety,” it said.

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