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We write articles mainly about visitor management, which helps you to know who is (or has been) in your facility. It is just part of an organization’s physical security processes that protect people and property within and around a building or campus.

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The importance of visitor management for property management and multi-tenant buildings

by Paul Kazlauskas

visitor management for property management, multi-tenant buildings

Many real estate properties already have a security protocol set up that includes alarms, security cameras and videos, access control, and security officers. However, many property management and multi-tenant buildings are missing a very useful tool: the electronic visitor management system (VMS). Here’s why adding a visitor management system is essential for additional building security:

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Accuracy in the Reporting Process
With a visitor management system, you can uniformly and correctly record all of your guests’ information. This allows you to easily search, analyze, and retrieve your visitor-related data for any given time frame. You can also export the data and generate visitor activity reports, based on your requirements, such as a specific date range or the whereabouts of a particular visitor.

This is critical information that can be used during security investigations. Knowing who is in the building at any partiuclar time is important. A visitor management system can trace back to a particular point in time and help either the internal security department or the police with their investigations.

Easy Guest Recognition
The addition of perfectly legible visitor badges with photos, which are automatically printed after logging all the required information, makes it the ideal tool to identify if an individual is a guest. This also helps when using security camera footage to identify a person because of the information contained on their badges. Security cameras and visitor badges are a great combo for identifying people in your building.

To add even more security to your visitor badges, use time-expiring visitor badges. These extra secure visitor badges are VALID today, but VOID tomorrow. They change color overnight to prevent reuse and do not need to be collected at the end of a visitor's visit.

Convenient Sign-in Process for Returning Visitors
Leave a good impression with your returning guests as their information can easily be saved in your visitor management system. This allows them to sign in with little time and effort. You can pull up current and past guest records, allowing you to immediately alert your security department if there is an issue.

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In addition to the above, a good visitor management system for property management and multi-tenant buildings allows your facility to...

1. Know who is in your building
Track all visitors while they are on your grounds. This reduces risk, liability, and provides enhanced security.

2. Get the live status of all visitors
A visitor dashboard shows the status of all your visitors, status of registered visitor passes, pre-registered visitors, new visitors, surrendered passes, expired passes, and more.

3. Print professional-looking visitor badges for your guests to wear
A crisp, clean visitor badge shows that your facility cares about security. A visitor badge imprinted with your facility’s name and logo deters forgery and promotes your organization’s identity.

4. Standardize the way you register your visitors
Capture critical information of every visitor in a mistake-proof manner. All visitors are documented in the same way. That makes for clean data.

5. Maintain a database of all past visitor traffic
Complete records of visitor data for any given time frame at the click of a mouse.

6. Control emergency response
In case of an evacuation or other emergency, you can print reports with the touch of a button.

7. Improve your company’s bottom line in many ways
From eliminating unnecessary staff, to cutting down on dishonest billing of contractors, to “Going Green” by reducing the use of paper, a visitor management system lowers operating costs and helps your company’s bottom line in numerous ways.

What other ways does a visitor management increase the security for property management and multi-tenant buildings? Please join the conversation by adding your thoughts in the “Comments” section below.

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Posted on 3/24/2020