Visitor management systems play a key role in securing end user entities. More and more, visitor management systems are moving to the cloud. This article looks at cloud-based visitor management systems and the five major benefits they offer.
Visitor management systems play a key role in securing end user entities. More and more,
visitor management systems are moving to the cloud, catching up with the cloud migration trend that’s increasingly popular in security. This article looks at cloud-based visitor management systems and the five major benefits they offer.
Visitor management has long been an important operation at an end user entity. Visitor management has evolved over the years, transforming from paper logs to digitized solutions where visitor registration and check in can all be done electronically. Now, like video surveillance and access control, visitor management systems are increasingly moving toward cloud.
What is cloud-based visitor management system
A cloud-based visitor management system is hosted in the cloud and differs from on-premises visitor management solutions in many ways. “A cloud-based visitor management system is an online platform for managing visitor sign-ins, employee time and attendance, and contractor registration. Unlike on-premises systems, it's hosted on external servers and accessible via the internet, requiring less in-house IT infrastructure,” said Steve Barrett, Co-Founder of
Teamgo.
“A cloud-based visitor management system is a solution where the system server is located in the cloud and accessible by any authorized users via web browser. It's different from on-premises system which has a thick client on the local network that communicates with the onsite server through specified network ports,” said Debbie Pendleton, COO of STOPware.
What’s new with cloud-based visitor management systems
Cloud-based visitor management systems are not exactly new. But they have evolved over time and now includes various new features to facilitate users and enhance the visitor experience.
“Recent advancements in cloud-based visitor management systems include sophisticated AI-driven analytics, touchless check-ins, enhanced security integrations, and real-time notifications,” said Katherine Balabanova, CRO and Board Director of 3dEYE.
“Back when we started building SwipedOn, the functionality was fairly simple – tracking time in and time out of visitors and employees. Now we have built a lot more functionality around these core features which allow more of the visitor management process to be automated. Things like visitor pre-registration where the admin can request visitors to fill in their details before arriving to minimize the time spent doing so on site, visitor pre-boarding which is especially beneficial for contractors to review health and safety induction videos and any other important content to meet regulatory compliance, and even an entire app dedicated to employee so they can take ownership of their working day – invite visitors, approve visitors, sign in and out of work, book desks and other resources like car parks and laptops,” said Hadleigh Ford, Founder and CEO of SwipedOn.
.
Benefits of using a cloud-based visitor management system
Benefits offered by cloud-based visitor management systems are manifold. Below we take a closer look.
Remote management: Indeed, cloud-based visitor management systems can be accessed from anywhere with an Internet connect. This makes the job easier for administrators who can monitor and manage visitor data no matter where they are.
Scalability: Cloud-based visitor management systems can be easily scaled according to the size of the end user entity. Whether the user expands or reduces locations, the cloud system can scale accordingly without major infrastructure changes.
Cost efficiency: Cloud-based visitor management systems often have lower upfront costs since the cost for purchasing servers or storage solutions can be eliminated. Instead the user pays a subscription fee which also includes maintenance and upgrades of the system.
Enhanced security: Security is another benefit for using cloud-based visitor management systems. “Leveraging AWS provides superior data protection and cybersecurity measures, coupled with the ability to run advanced AI-powered video analytics at scale. These systems support real-time monitoring and reporting, making it easier for organizations to manage visitor flow, enhance security, and maintain compliance with regulatory standards,” Balabanova said.
Integration capabilities: Finally, cloud-based visitor management systems can easily
integrate with other cloud-based tools and services, such as HR systems, access control systems, and communication platforms, streamlining operations and improving efficiency.