What is a visitor management system?

A short, high-level explanation of what a visitor management system is and what it does

cartoon style drawing of a reception desk


High Level Explanation

The Apps

Visitor Sign In App

Visitor sign in iPad app from Welcm Visitor Management
Visitor sign in from Welcm Visitor Management
  • Name
  • Company
  • Email Address
  • Vehicle reg
  • Agreement to policy documents (e.g. Health & Safety notice)
  • Host selection (i.e. who the visitor has come to see)

Beyond collecting the information above, this app is also likely to be able to take a photo of the visitor and print a visitor badge. Generally this app is customisable, allowing businesses to select what information is collected and add their company branding to the app (e.g. their company logo).


Visitor management system dashboard from Welcm Visitor Management
Visitor management system dashboard from Welcm Visitor Management

The visitor management dashboard is the main part of the overall system. It has a number of purposes. If the system is supporting an existing reception team, the receptionists will use the dashboard extensively. It can be used to sign in and sign out visitors, register deliveries, manage staff lists and send notifications to members of staff regarding their visitors.

System administrators will use the dashboard to set up the visitor sign in app. It will allow them to select which pieces of information are requested. It will also allow them to add policy documents that visitors need to read when they sign in. They will also be able to add company logos, custom wallpapers and messaging to the visitor sign in app.

The dashboard will hold all collected data. For example, the visitor list. The visitor list is like a digital equivalent of a traditional paper visitor sign in book. It displays the name, all collected information and a time / date stamp for each visitor that comes to site.

Companion App

Visitor management system iphone companion app from Welcm Visitor Management
Visitor management system companion app from Welcm Visitor Management

This is not part of all visitor management systems but is provided by enough of them that it is definitely worth talking about. A companion app in this sense is a phone app that supports a core piece of software. What that means is that it is not required for the system to operate but provides some useful features to the user. In a visitor management sense the features offered might include the following

  • Push notifications to tell the user (a member of staff) that their visitor has signed in
  • Staff sign in to enable the user to register they are in the building
  • Pre-register a visitor

Why Use a Visitor Management System

  • A better visitor experience
  • Improved security (both physical security and data security)
  • Improved health & safety
  • Improved reporting
  • Improved staff efficiency
  • Ensure adherence to policies and regulations

Looking for a visitor management system? Welcm can help you improve your visitor management processes, help your staff and offer the tools needed to help you maintain safety, security and data privacy compliance. Start using it for free today… https://app.welcm.ly/register

Originally published at https://welcm.ly.



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We design, develop and support websites, apps and custom software. Find out more at https://welcm.uk. We also make Visitor Management Easy — https://welcm.ly