How to Make Sure You are Using the Best Visitor Management System

How to Make Sure You are Using the Best Visitor Management System


Businesses everywhere measure their success in the productivity of their employees, which in turn, is a result of their happiness. If we take into account that happy workers are 13% more productive, as this study from the University of Oxford reveals, then it makes sense that you want to keep your employees as happy as possible.

Besides financial remuneration, good health and physical safety are two factors that determine the happiness of employees everywhere. To make sure that you provide these benefits for your workers, you need to put into effect the best Visitor Management System (VMS) you can find. After all, a healthy worker is a happy worker, and a happy employee is an essential, productive asset for your business.

What is a Visitor Management System (VMS)?

A visitor management system allows you to track, monitor, and manage who is in your facility at all times. It involves specific measures of control that prevent health risk factors from ever entering in contact with your employees.

The best VMS will keep track of all the visitors arriving at your facility, including distributors, contractors, customers, and even your employees. It is also a tool that instructs your staff on how to act in the event of a fire drill or an evacuation during hazard occurrences.

How to choose a VMS?

Whether you are upgrading your current VMS or installing one for the first time, it is a good idea to list all the necessary features that your business requires from a VMS solution.

Depending on your business activity, and the roadmap that you have drawn for the future of your organization, you can determine what type of VMS to choose. Some of its traits should include scalability, compliance, and development options. Also, you will need to take into consideration the particular needs of specific departments like HR, IT, or the legal team in your company.

Our iLobby Visitor Management System provides solutions on a large scale that can apply to any type of business, regardless of its size.

Visitor Management System Features

Regardless of the impact that you want the VMS solution to have on your organization’s workflow, here are some of its must-have features:

  • Visitor and Guest Experience
  • The option to pre-register with electronic invites
  • Secure sign-in and legal document upload
  • Safe storage for visitor data
  • Digital check-in forms
  • Safety videos
  • Customizable ID badge printing with visitor image
  • Several language options
  • The option to check-in with QR-Code applications
  • Temporary Wi-Fi login credentials
  • Central administration system
  • Arrival and reminder alert notification scheduling
  • Flagged visitor classification options
  • Customizable notifications
  • Visual identification and matching
  • Guest lists
  • Easy to search and download visitor history records
  • Software Integrations
  • Emergency guest checklists
  • Future implementation considerations

When you use the iLobby Visitor Management System, you can discover how to use all these features in such a way that they optimize the control over visitors in your organization.


VMS Compliance Features

The best Visitor Management System should comply with all the industry regulations, such as PCI DSS, GMP, ITAR, GDPR, FSMA, and others. It should be audit-ready and provide crucial information on demand with optimal time sensitivity.

Additionally, the VMS you use for your organization should ensure maximum firewall protection against potential hacks. It should have a cost-effective implementation and ensure low maintenance at an affordable price.

VMS System Integrations

To keep your workers healthy, happy, and productive, you must implement the best possible solutions in your organization. When it comes to top-quality visitor management systems, you cannot settle for a VMS that does not support interoperability with other software applications.

The VMS solution that you choose for your organization should easily connect with other software programs, such as:

  • Salesforce
  • Google Drive
  • DocuSign.
  • Eventbrite
  • Slack
  • Visual Compliance
  • ITA
  • Contractor Compliance
  • FinScan

VMS Branding and Customizations

An effective VMS will improve the image of your brand for both your employees and all possible collaborators. The system will be the first interaction that customers, job applicants, distributors, and investors may have with your organization. So, your VMS must be entirely aligned with your company’s creed, vision, and modus operandi.

In your next VMS, you should look for customizable features that enable you to develop a user-friendly communication interface, which will welcome everyone who interacts with your company. A VMS that lets you configure messages in multiple languages and which lets you create guest invitations, registration forms, and messaging cards should be an optimal solution for your organization. 

Additionally, your VMS should be scalable and easy to configure if you ever decide to upgrade or overhaul your brand. At that point, you should be able to change it accordingly without having to spend money on another visitor management system.

Check our offer of iLobby Visitor Management Systems to identify the best VMS for your company. Do not deprive your organization of this essential communication solution that does not only improve the awareness of your brand, but which keeps your employees safe, healthy, and happy enough to increase productivity.

Leave a Reply

Your email address will not be published. Required fields are marked *