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How to Get the Most Out of Your Visitor Management System

Visitor management systems come in many forms, from affordable paper-based logbooks to sophisticated software-based solutions. Each one offers different levels of features, convenience and security, but they are all designed to serve two important functions: to give you a sense of who's in the building and to control visitor access.

Regardless of the kind of system you have, it’s important that you get the most out of your chosen solution. After all, it’s an important tool to help ensure the safety of your employees, customers, visitors, and assets.

To effectively use your existing visitor management system, here are some simple steps you can take.

Identify and verify

Make it a policy for all visitors to present a valid form of identification such as a driver’s license or another form of government-issued ID upon check in. This way, you can verify their identity as well as keep accurate records of all visitors for future reference. If you have an optical scanner or a photocopier, be sure to make reference copies of their credentials for record keeping.

Collect additional relevant information

It’s crucial that you collect other information about the visit as well. You should be sure to collect information such as the purpose of the visit; the time and date; name of the person the visitor is seeing; and whether the visitor is a contractor, volunteer, customer, or any other type of visitor.

Issue visitors’ badges

Always issue customized visitor badges to your visitors to make it easier for everyone in your premises to identify anyone. Information on the visitor badge should include the visitor’s full name, time and date of visit, as well as access clearance level, among others. For better security, we strongly recommend the use of self-expiring badges to reduce the risk of the badges being stolen or being reused fraudulently. Self-expiring visitor badges are available for both logbook-based and software-based systems.

Review and analyze visitor traffic

As you collect visitor data over time, it’s important to analyze the information you have collected to identify areas that may need to be improved, or to find potential loopholes in the way you manage visitors. Most software-based visitor management systems have tools that let users generate detailed reports about visitor traffic and trends. Paper-based logbooks, on the other hand, retain duplicate copies of every check-in, which can also prove useful.

Visitor management systems are essential tools to help keep your school, organization, or business secure. When they are used properly and effectively, they can also protect you from legal liability if a visit goes awry.


To learn more about different visitor management solutions, and how your organization can benefit from them, speak with our visitor management experts at 1-800-667-1772 today. You can also get in touch via e-mail.

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