How to Know Which Features Are Needed for an Electronic Visitor Management System

Organizations increasingly turn to Electronic Visitor Management Systems (EVMS) to enhance their security protocols in today’s rapidly evolving security landscape. An EVMS helps streamline visitor check-in processes and plays a crucial role in safeguarding the premises and sensitive information. However, with many EVMS options available in the market, it can be challenging to determine which features are essential for your specific needs. 

Here’s how to identify the most important features when choosing an EVMS for your organization:

1. Visitor Registration and Check-In

One of the fundamental features of any EVMS is its ability to facilitate a smooth and efficient visitor registration and check-in process. Look for these key functionalities:

  • Streamlined Registration: The system should offer a straightforward registration process for visitors. This might include pre-registration options and web-based forms.
  • Self-Service Kiosks: Self-service kiosks with touch-screen interfaces can expedite the check-in process, reducing wait times and ensuring accuracy.
  • Information Capture: Your EVMS should capture essential visitor information such as name, contact details, purpose of the visit, and the person or department they are visiting.

2. Integration Capabilities

For many organizations, an EVMS is just one part of their security infrastructure. To ensure seamless operations, your EVMS should integrate with existing systems:

  • Access Control Integration: The EVMS should seamlessly integrate with your access control system to grant or deny access to visitors based on their credentials.
  • Badge Printing:  Ensure compatibility with ID badge printers to issue visitor badges easily.
  • Employee Databases: The ability to synchronize with your employee database ensures the system has up-to-date information about your staff.

3. Customization Options

Every organization has unique needs when it comes to visitor management. The ability to customize your EVMS is vital:

  • Branding:  Look for a system that allows you to tailor it to match your organization’s branding and aesthetics.
  • Workflow Configuration: Different types of visitors (contractors, vendors, clients) may require distinct check-in processes. Ensure the system can be configured to accommodate these differences.
  • Custom Data Fields: Some organizations might need specific data fields for compliance or reporting purposes. Verify that your EVMS can accommodate custom data requirements.

4. Visitor Tracking and Monitoring

To enhance security, an EVMS should provide robust tracking and monitoring features:

  • Real-Time Tracking: The system should allow for real-time tracking of visitors within your premises.
  • Watchlist and Blacklisting: Look for the capability to cross-reference visitor information against watchlists and instantly notify security personnel in case of a match.
  • Alerts: The system should provide alerts for any unauthorized access attempts or security breaches.

5. Reporting and Analytics

Data is invaluable in making informed decisions. Your EVMS should offer comprehensive reporting and analytics tools:

  • Visitor Data: Access to detailed visitor logs and historical data is essential for auditing and analysis.
  • Insights: The system should provide insights that help improve security and operational efficiency.

By carefully considering these key features, you can make an informed decision when selecting an Electronic Visitor Management System for your organization. Each of these features plays a vital role in enhancing security, efficiency, and compliance within your facility. Whether it’s streamlining the visitor registration process, integrating with existing systems, customizing workflows, ensuring data security, or tracking and analyzing visitor data, each aspect contributes to the overall effectiveness of your EVMS. Take the time to assess your specific needs and prioritize these features to choose a solution that aligns perfectly with your organization’s goals and priorities.

Threshold is a Connecticut-based developer of visitor management systems designed to support security protocols in hospitals, offices, factories, and schools.