A visitor signs in with a paper sign in book

Picture this. Your VIP guest arrives onsite to find a reception area full of other visitors and only one receptionist. The phones are ringing and the receptionist is pacing up and down the office trying to juggle other tasks within the office as well sign in visitors, staff and contractors.

10 minutes have gone by now and you visitor is still waiting to sign in. As time passes your visitor finally gets their turn to sign in. They approach a paper book. They start to slowly flick through the book, looking at everyone else that has signed in. They finally stumble across an empty page and begins to write down their initials. Your visitor then starts to scan the room looking for a clock to write the accurate time.

Your visitor is then waiting for your receptionist to assign them with an ID badge and inform you that your visitor has arrived. With all the other visitors and tasks your receptionist has to complete it takes time for you to be informed that your visitor has arrived. Once you are informed, you run down to the reception area to find your visitor agitated, as they have been kept waiting for a long period of time.

A visitor signs in with a digital visitor management system

Now imagine this, your VIP guest arrives onsite, the reception area is slightly busy but as soon as someone signs in their host arrives in the reception area in a matter of minutes. Your guest approaches your visitor sign in system. Because the electronic sign in system is extremely user friendly, your visitors can instantly start to sign in without needing assistance from the receptionist. Your visitor begins to sign in with a tap on the sleek, modern screen.

At the start of your sign in process your visitor is greeted with a GDPR and health and safety message. Once your visitor has read and agreed to the information, they are then taken to the data capture form. This is where they enter key details such as their first name, last name, and who they are visiting.

Once this is completed a photo is taken, which is then automatically printed on a self-adhesive ID badge. Once your visitor has completed their sign in process on the digital signing in system, an email notification is sent to yourself to inform you that your visitor has arrived.

What are the negatives of a paper sign in book?

  • With a paper sign in book your visitor is kept waiting for a large period of time.
  • Your visitor signs in without reading and agreeing to any GDPR and health and safety documents.
  • Your receptionist has to juggle multiple tasks in the office as well as assist your visitors with signing in, assigning a visitor badge and inform the host of the visitor’s arrival.

How a visitor management system can solve these issues?

  • Your visitors do not need any assistance signing in.
  • Your visitor is presented with a digital GDPR and health and safety document. Your visitor has to read and agree to the message before they are able to enter onsite. Ensuring that your business is always compliant.
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