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What is an electronic visitor management system and how does it work?

by Paul Kazlauskas

What is an electronic visitor management system?
Electronic visitor management systems are used to sign-in and track visitors who come to visit a facility. These types of systems are becoming more and more popular with schools, healthcare facilities, and businesses of all kinds. Electronic visitor management systems are an electronic version of the visitor sign-in sheet or visitor log book used in buildings for years. While more expensive than a traditional log book, the electronic visitor management system offers a more efficient and full-proof sign-in process. It is the most secure way to sign-in visitors.

Most electronic visitor management systems consist of the software, a printer (mostly direct thermal, but inkjet could be used), and visitor badges. In addition to those basic components, there are many optional pieces of equipment. Cameras are a very popular extra component used by facilities who wish to add a visitor picture to the badge. Card scanners allow the information on a visitor’s driver’s license or business card to be scanned directly into the system. This increases the accuracy of the information entered and saves the receptionist from hand-typing. Barcode scanners can be used when a barcode is printed on the visitor badge. By scanning the printed barcode, visitors can be quickly signed out when leaving the building.

How does it work?
When visitors arrive to a facility, they are signed in using a computer. They either provide their name to the receptionist or hand over their driver’s license/business card to be scanned. Once typed in or scanned, that information is saved in the system and a temporary visitor badge is printed. The visitor wears this visitor pass while on the premises and when it is time to leave, the visitor returns the badge to the receptionist. The receptionist then signs the visitor out using the computer. The electronic visitor management system keeps track of all the visitors who come in and provides the ability to sort, analyze, and retrieve visitor data for any given time frame. The system accurately helps facilities know who is and was in their building at any time.

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Posted on 12/18/2014