Managing Visitors

What is Visitor Management?

Visitor management is the process of tracking and managing visitors who enter a specific location, such as an office building, school, hospital, or any other facility. The main goal of visitor management is to improve security, streamline the check-in and check-out process, and keep a record of the people who enter and exit your premises. Depending on your location’s size and complexity, this process can be manual or automated.

Why is Visitor Management Important?

Visitor management is important in facilities management for several reasons. It boosts security by tracking and monitoring people entering and exiting your premises, reducing the risk of unauthorised access. Visitor management also allows for quick identification and response in case of emergencies and assists you in maintaining regulatory compliance.

Here are the reasons why visitor management is important to your commercial property: Security and Safety, Compliance, Reducing Liability, Record Keeping and Auditing. Visitor management is crucial for commercial properties due to its impact on security, safety, and overall operational efficiency. It helps track and control access, reduces unauthorised entry, and mitigates the risks of theft or vandalism. It also helps you identify and respond to safety hazards and emergencies promptly.

Contractor management is another important aspect, providing entry and exit records for incident investigations and insurance claims. Visitor management ensures compliance with industry regulations related to premises access and facilitates the efficient use of resources such as parking spaces and work areas. The system tracks contractor arrivals and departures, improving project management, scheduling, and coordination. Additionally, it enhances communication during emergencies or plan changes and supports accurate record-keeping, audits, and compliance checks.

What are the Benefits of Visitor Management Software and Visitor Management Solutions?

Implementing visitor management software further adds to these benefits. The software enhances security through access control and real-time monitoring, ensuring only authorised personnel enter your premises. It contributes to improved safety with efficient emergency response procedures and compliance with industry regulations. The system promotes efficiency and time savings by automating check-in/check-out processes and allowing pre-registration.

Helping your business to maintain a professional image, the visitor and contractor management software creates a positive visitor experience with efficient check-in processes and customisable badges. It also enhances data accuracy and analytics, reducing errors in visitor information and providing insights into visitor data trends. In addition, the system keeps historical logs that are useful for audits, investigations, and tracking visitor behaviour, with automatic notifications for specific visitor arrivals.

The software securely manages visitor data to comply with privacy regulations like GDPR. Integration with other systems, such as access control and scheduling, ensures consistent access permissions and automates the visitor management process. The paperless system also reduces administrative burdens and brings cost savings associated with printing and storage.

The scalability of visitor management software makes it suitable for businesses of varying sizes, accommodating growth.

How Accessly Can Help You with Your Visitor Management

Accessly is transforming access management solutions, offering a specialised suite of tools to meet small-to-mid-sized commercial property and asset managers' unique needs.

Our Solution

Central to our access management solutions is a robust visitor management system that goes beyond traditional sign-in sheets or digital forms. We enable you to create a secure and welcoming environment by allowing for the pre-registration of visitors, streamlining the check-in process, and providing real-time tracking of visitor movements. This enhances and contributes to a more efficient and organised reception process.

Accessly's access management solutions provide contractors with a centralised platform to manage and monitor their activities on your premises. From insurance and licencing verification to real-time reporting, our tools offer unmatched visibility into contractor and guest movements, ensuring compliance with security protocols and project-specific requirements. In addition, the seamless integration with our smart Keysafe technology adds even more security for your keys and documents.

Our visitor management product has built-in workflows specifically for emergency services to gain access when required. This product has a streamlined two-factor authentication feature that ensures you’re notified when emergency services arrive and can grant access to them instantly. This lets you experience contactless check-in with our innovative QR code check-in feature.

Simple Access Management

At the core of Accessly's access management solution is the simplicity and advanced capability of our visitor management product, Accessly Visitor. You can efficiently manage multiple sites through our centralised online portal, creating unlimited custom workflows for different visitor types. Our user-friendly, contactless check-in platform prioritises functionality, ensuring your team can navigate and utilise the system effortlessly.

Visibility and Control

Accessly’s facility management software thoroughly examines visitor activity across your properties. This approach coordinates access procedures and delivers up-to-the-minute insights into the movements of authorised visitors and contractors throughout all your sites. As a result, you can operate confidently, knowing that access is granted exclusively to those with proper authorisation, enhancing overall security and efficiency.

Completely Customisable

At Accessly, we understand that different organisations have unique requirements. Our platform lets you tailor the user experience extensively through customisable content options. You have complete control over the onboarding journey, from incorporating your brand elements to defining specific registration fields and integrating essential health and safety messaging. We also enable you to create unlimited workflows through a user-friendly self-setup feature. This means you can design a bespoke onboarding process for each visitor type.

Minimum Effort, Maximum Usability

Accessly's facilities management solutions are committed to simplifying facilities management and compliance through effective design and efficient automation. Our user-friendly interface, intuitive controls, and reliable support make it easy for your team to comprehend substantial amounts of information at a simple glance.

With Accessly, you can make data-driven decisions to optimise your workspace, reduce costs, and create a more productive and collaborative environment for your team. Whether you're a small startup or a large enterprise, Accessly is designed to adapt to your unique needs, offering a scalable and customisable solution to meet the demands of your evolving workplace.

Choose Accessly as your Access Management partner – where innovation, reliability, and affordability meet to revamp your operational efficiency.