Reception of any organization is an important aspect of any business organization whether it is a large or a small organization. The reception desk is the most visible and prominent area of the organization. When a visitor enters the reception, he heads straight to the reception desk. There was a time when reception management was done in the log books by the receptionist manually. Entry and exits of the visitors was made on the books. It was a difficult task to maintain these visitor log books accurately, reliably and easily accessible. This work also takes much time and human efforts.
Now is the time when technology has started offering countless opportunities to maximize efficiency within your business operations and organization’s visitor management and therefore, you can save time and human efforts. Technology can do anything for your business. You just need to implement technological solutions to make your organization’s reception more efficient.
Manual Visitor Sign-in Books Replaced by Visitor Tracking Software
Manual visitor sign-in books have now been replaced by visitor tracking system. Electronic visitor tracking system is used to sign in and track visitors of the organization’s facility. Visitor tracking software helps to improve the flow of visitors within your organization and also reduces the administrative burden and increases security. Visitor management software allows faster processing of visitor real time information and easier retrieval of visitor information. When visitor information data is maintained manually in sign in books, it can be time consuming and full of human errors, but when this visitor tracking software system technology is used for making visitor data, mistakes are reduced or eliminated.
4 Benefit of Visitor Tracking Software
Accuracy: Visitor tracking software or system records visitor information and important data more uniformly and accurately. All visitor information is tracked and saved accurately in the electronic visitor management system. This visitor management system is an accurate record of who is in your organization facility and office at all times. In case of an emergency requiring an evacuation, an accurate visitor log helps you ensure that who is accounted for.
Easy Accessibility: Visitor information is store into the database. This keeps information up to date. It helps! Instead of searching through a room of file cabinets and trying to guess how information was stored in order to update or retrieve a visitor’s address, a few clicks of the mouse can pull up a visitors file from a database. What used to take minutes to an hour can now be done instantly.
Reporting: Visitors tracking software tracks activities of visitor who come to visit a facility in real time. This information can instantly be updated on a database. : Visitor tracking software allows the ability to search, sort, analyse, and retrieve visitor data for any given time frame. These reports can be used to inform how many times a visitor signed-in, signed-out, who they were there to see, etc.. That information is significant during security investigations. This information also can be useful to audit billings of vendors and contractors. In the case of an evacuation, the reports can tell you accurately which visitor was present at the time of the emergency.
Security: Visitor tracking system is a security essential. This brings a sense of security for the organization. With the help of cctv footage it gives visual record of everyone who visited your office. In the case of emergency and doubt on a visitor security Department can be alerted instantly. Ultimately visitor tracking system reduces administrative burden and increase security.