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How to Create a User-Friendly Visitor Management System

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Businesses today often require visitors to sign one or more forms when they check-in, usually for compliance purposes. These can include non-disclosure agreements (NDAs), waivers, or agreements relevant to accessibility throughout a facility.

Compliance and Data Collection

Visitor management systems now make it easy to collect visitor signatures directly on an iPad, avoiding the hassles of dealing with hard copies. Meeting compliance regulations (like ITAR, PCI, and others) is now a breeze because exporting visitor data can be accomplished with just a few keystrokes. A quality system can enhance the visitor sign-in process and increase compliance effectiveness.

A custom visitor management system also allows you to determine how your organization’s data is accessed, used, and shared throughout the company, while maintaining a level of security to protect the business. You are able to automatically send agreements to your legal team via email, upload it directly to a cloud storage database, and access it from the visitor management system’s secure cloud.

Keep It User-Friendly

Some visitor management projects are unsuccessful because implementation does not consider how the user interfaces with the system and related hardware, among other reasons. Here are a few reasons a visitor management project may fail:

Language Requirements

Especially for enterprises with worldwide locations, rolling out a new visitor management system that doesn’t conform to various language needs is an exercise in futility.

Audits and Compliance Requirements

Whether you are already aware of regulatory requirements or new rules have been added, your visitor management system should be able to automatically satisfy compliance regulations in any district.

This means:

  • ID badges need to print according to the host’s compliance regulations (i.e. timestamp, name of employee being visited, visitor photo, etc.).
  • The visitor management system must have the ability to produce a historical report of visitor check-ins, including the legal documents they have signed.
  • Any new legal documents that need to be signed for a specific visitor must be presented upon check-in.
  • Introduction of a new legal template must be made available to all locations globally where one generic document will not suffice.
  • For specific legal documents, the ability to send an email copy of the signed document to multiple recipients wherever necessary must be available.
  • The ability to counter-sign a legal document during check-in, in order to make it valid and legally binding, is a necessity.

Functionality and Usability

Your visitor management provider should introduce the features and functionality that will make getting signatures on documents easy.

Experienced Professional

Finding an experienced provider who understands compliance issues and the importance of meeting these needs can save you time and money when developing your business’ custom visitor management system.

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