Articles

Why your Estate Need a Visitor Management System?
December 05, 2024
In today’s fast-paced and digital world, strata managing agents must prioritise security, efficiency and excellent customer service. One crucial way to achieve this is by implementing a Visitor Management System (VMS). An VMS provides a streamlined process for managing visitors, enhancing security and improving operational efficiency. As technology evolves, the role of visitor management has significantly changed, offering numerous advantages for strata developments of all sizes and types, especially in condominiums.
What is a Visitor Management System?
A Visitor Management System is a software-based solution designed to streamline the check-in process, track visitors and enhance the overall experience for both visitors and hosts. It offers an alternative to traditional visitor logs, replacing paper-based systems with digital solutions.
Changing Roles
The role of visitor management has dramatically evolved in recent years. While traditional methods mainly focused on checking in visitors and issuing visitor slips, modern VMS solutions go far beyond these basic functions. They offer enhanced security features, real-time communication and data analytics which help the managing agents, condo managers and security officers better manage their visitors and improve overall security.
Why Use a Visitor Management System?
There are numerous benefits in using a Visitor Management System. It enhances security, streamlines administrative tasks, and improves the visitor experience.
Checking in Visitors
Old Way:
The old way involved manually filling out a paper logbook upon arrival. Visitors had to write down personal details and wait for the security officer at the security post to process their check-in. This method was not only time-consuming but also prone to human error and lacked security.
New Way:
With a Visitor Management System, visitors check in through an automated and user-friendly digital portal or mobile app. The system can capture personal information, issue digital visitor slips and notify the host automatically, all in real-time. When information such as the licence plate number of a visitor is digitally matched by the VMS, the barrier gate will open automatically, allowing access. This ensures the process is faster, more secure and more efficient.
Managing Resources at Security Post
Old Way:
In traditional settings, security officers often had to juggle multiple tasks, including answering phone calls, checking in visitors manually and dealing with other administrative work. This approach was inefficient and could lead to a disorganised experience for visitors.
New Way:
An VMS helps to optimise resources at the security post by mitigating routine tasks like issuing paper visitor slips. The security officers can focus on providing quality customer service rather than spending time on administrative tasks.
Setting Visitor Expectations
Old Way:
Without a digital system, visitors often arrived with little knowledge of what to expect. They might have been unaware of security policies leading to confusion and delays.
New Way:
An VMS sets clear expectations by informing visitors in advance about the check-in process, security protocols and any necessary documentation they may need to provide. Automated pre-arrival notifications can set the tone for a smoother experience.
Creating ID Badges
Old Way:
In the past, ID badges were often printed manually or required a visit to the security post. This method was inefficient and could result in outdated or poorly designed badges.
New Way:
Modern VMS can instantly generate custom ID badges for visitors and contractors. The badges can include visitor names, photos, access restrictions, and expiration times, ensuring enhanced security and proper identification.
Features & Benefits of a Visitor Management System
Modern VMS solutions come with a variety of features designed to improve the visitor experience while enhancing security and operational efficiency. Some of the key features and benefits include:
- Customizable Check-In Process: Tailor the check-in process to the estate’s needs, including collecting specific information or implementing different security protocols.
- Two-Way Communication: Allows visitors to communicate directly with their hosts via email, SMS, or app notifications.
- Badge Printing: Automatically prints visitor badges that include relevant details, ensuring security and easy identification.
- Contactless Check-In: Visitors can check in using their smartphone or QR code, ensuring a safe and hygienic process.
- ID Capture: Capture and store identification details such as driver’s licences enhancing security and verifying visitor identities.
- Integrations: Integrate seamlessly with other systems, such as security or access control, to ensure a smooth flow of information.
- Multi-Channel Notifications: Notifications can be sent via email, SMS, or the app, ensuring that visitors and hosts are kept informed.
- Digital Visitor Log: Maintain a digital log of visitors for tracking and compliance purposes, making it easy to search and retrieve visitor records.
- Queued Visits: Manage high volumes of visitors by scheduling or queuing visits to avoid congestion and ensure a smooth flow.
- Safety Video: Provide visitors with safety videos or briefings during check-in, ensuring they are aware of emergency procedures or building protocols.
Safety & Security
A Visitor Management System plays a pivotal role in enhancing safety and security at strata developments such as a condominium. With real-time check-ins, instant ID verification, and automatic visitor tracking, VMS solutions ensure that unauthorised individuals do not gain access to restricted areas. Additionally, the digital log helps maintain accurate records, making it easier to respond to incidents quickly.
With the integration of systems such as access control and alarm systems, VMS can provide a multi-layered approach to safety and security. Whether it is verifying visitor identities or notifying unit owners in case of a security breach, an VMS enhances the safety and security of condo occupants of an estate.
Conclusion
A Visitor Management System is not just a tool for checking in visitors—it’s an essential solution for improving operational efficiency, enhancing security and providing a better experience for everyone involved. By replacing outdated paper-based methods with digital solutions, managing agents can streamline their visitor management processes while maintaining a high level of security and compliance. By embracing the latest in visitor management technology is key to staying ahead in today’s competitive and security-conscious world.