Visitor managementVisitor management refers to a set of practices or hardware additions that administrators can use to monitor the usage of a building or site. By gathering this information, a visitor management system can record the usage of facilities by specific visitors and provide documentation of visitor's whereabouts.[1] Proponents of an information-rich visitor management system point to increased security, particularly in schools, as one benefit.[2] As more parents demand action from schools that will protect children from sexual predators, some school districts are turning to modern visitor management systems that not only track a visitor's stay, but also check the visitor's information against national and local criminal databases.[3] Visitor management technologiesComputer visitor management systemsBasic computer or electronic visitor management systems use a computer network to monitor and record visitor information and are commonly hosted on an iPad or a touchless kiosk. An electronic visitor management system improves upon most of the negative points of a pen and paper system.[4] Visitor ID can be checked against national and local databases, as well as in-house databases for potential security problems.[5][6] These systems in some cases scan the ID of the visitor (commonly a drivers license) and check the scan against criminal and sex offender databases.[7] Visitor management software as a serviceThe legacy on-site visitor management software is considered to be expensive and requires maintenance, having obstacles of the overlap of operations, facility management and IT, and difficulties in introducing a unified system to multiple company locations with different processes and requirements.[8][9] SaaS visitor management software for schools allows administrators to screen visitors upon entrance, often checking for sex offender status, and restricting access to unauthorized entrants.[10] SaaS visitor management software for the real estate industry allows landlords and managers to remotely control and monitor access rights without the need to pass physical keys and keycards to new tenants.[11] SaaS visitor management software for commercial offices allows facilities managers to automate their building's reception area with advocates of this type of system claiming a variety of benefits, including both security and privacy. Many modern SaaS visitor management systems are tablet-based apps, and are thin client solutions operating software as a service in the cloud. Visitor management systems on smartphonesSmart phone based visitor management system work similarly to a web-based system, but hosts can get real-time notifications or alerts on their device. Hosts can allow or deny visits to guests based on their interests or availability. Smartphone-based visitor management systems also enable features like automatic and touchless sign-in using technologies that include QR codes and geofencing. Integrations with other systemsCloud-based visitor management systems offer integration with other workplace management systems, such as communication apps, access control, data report, and Wi-Fi credentials. An integrated visitor management system organises, streamlines, and collects important data that facilities managers can use to understand their workplaces while offering a great experience for employees and visitors. Featuring an open API enables modern visitor management systems to integrate with any software and workflows without limitation. Data protectionVisitor management systems are subject to data protection and privacy regulations such as the General Data Protection Regulation (GDPR) in the European Union and the California Consumer Privacy Act (CCPA) in the United States. Because these systems collect personally identifiable information, including names, photographs, and government ID details, operators are required to obtain consent, provide information on data usage, and ensure secure storage and timely deletion of records. Non-compliance may result in legal penalties and financial liability.[12][13][14] Data and reporting functionsMany visitor management platforms provide reporting and analytics features in addition to basic check-in functions. These tools generate real-time visitor logs for use in emergencies and compliance audits, and they allow administrators to review historical data such as peak visitor hours or repeat visits. The collected information can be used to improve building operations, adjust staffing levels, and demonstrate compliance with workplace safety and security requirements.[15] Types of Visitor Management Systems
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