HomeProductsVisitor ManagementThe Importance of Digitizing Visitor Management in the New Normal

The Importance of Digitizing Visitor Management in the New Normal

The news about gradual office re-opening after the circuit breaker looks daunting. Although the jargon says “Safe Work”, the fear of getting infected by COVID-19 persists. At the same time, organizations should be proactive in providing a safe workplace amid the health crisis. It encompasses stricter visitor management regulations.

The new normal has revealed the importance of digitizing visitor management. What I mean with digitizing is not merely replacing your guest books with computers and Excell. You need software that processes the guest data and automates administrative tasks. It is known as Visitor Management Software. 

What are the roles of Visitor Management Software in this health crisis?

Related Articles: What Is a Visitor Management System and Why Do You Need One?

Deliver health digital screening through questionnaires

At this moment, there should be a screening protocol in offices that ensures all employees and visitors are healthy. Therefore, the management will be needing questionnaires addressed to them. It should contain questions about visiting worst-hit areas, contact with someone who is positive with COVID-19, and other related questions. 

Manual visitor management is very ineffective in handling this health crisis. Through the conventional way, visitors must fill out paper-based forms. The receptionist will go through the paper page by page and store those forms at a random corner of the office. Moreover, this outdated method will create unnecessary crowds or queues. 

Visitor Management Software, however, enables you to list the guests much more easily. If there is a visitor coming, the receptionist will input their data into the system. Then, ask the visitor to fill out the questionnaire that has been integrated into the system through a tablet or a display at the front desk. 

If your software supports the self-service registration kiosk, you can ask your guests to fill out the screening questions by themselves. Or, it can be as simple as sending the link of the questionnaire to their emails so they can fill it out in their own phone. 

Store key information of every visitors

The software generates ID cards with barcodes and it is printable. If you scan the barcode, the system will display the information of the guest, their picture, past visits, and their health condition during the visits. 

These ID cards will make the next visit registration easier because your office has stored their data. It simplifies the receptionist’s work. Moreover, the questionnaire will enable medical workers to do the contact tracing if one of your visitors is in fact infected with COVID-19.

Tracing the number of visitors in the office

During this new phase, office capacity is limited. The Safe Management Measure emphasizes working virtually to the maximum extent. However, in certain urgent situations, your clients or anyone has no option but to meet you in person. This is where visitor management plays its role. 

Firstly, you should determine the safe number of people who can roam in your office space. It should allow people to disperse and maintain physical distancing. Once you set the maximum number, stick with it. So, if there is a guest with no reservation before, make sure that the receptionist checks the system. 

In the system, the number of visitors inside your building can be tracked in real-time. If your office is “packed” when the guest wishes to enter, the receptionist can ask them to wait in the lobby or make a reservation to visit the next day. 

Simplify visiting reservation

Employees who have set a schedule to meet their clients or other people from elsewhere can make a visit reservation. If the Visitor Software is integrated with other business operation software, they can mark the date in the system. They can fill out the guest data, the number of people who are coming, and their purpose. They can send the link of the questionnaires to their guests prior to the visit.  

Once the guests arrive, they don’t have to run registration processes as their data has been registered before. Even if there are some data that they need to complete, it won’t take long.

Alert the host if the guest has arrived

The conventional visitor management does not have the capability to notify the host if their guest has arrived in the lobby. However, with a system, the guest can inform the receptionist about their reservation or they can confirm their arrival through the self-service kiosk. 

The system will process that information and send a notification automatically to the host through emails, SMS, WhatsApp, or alert in their own system. This notification is very useful for the host to greet their guests, prepare the meeting room, or end another meeting with other people. 


Complying with the new normal regulation is a vital action. Companies should be able to create a safe environment for everyone and minimize infection risks. One of the strategies that companies can undergo is adapting Visitor Management Software to manage the guests in the office. 

Note that investing in a Visitor Management Software is very beneficial as it works impressively in any situation. It should fit your business operations, visitor management, and health crisis regulations. Find the right Visitor Management Software for your company here

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Rachel Panjaitan
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