The global market of visitor management software is supposed to reach USD 3.0 billion by 2028, at a CAGR of 12.7%. With the rise in security threats, investing in visitor management software has become a necessity for businesses globally.
Visitor management software (VMS) tracks everyone who enters your office, be it your client, a delivery person, a job applicant, or a contractor. Traditionally, businesses used to use a long process to track check-ins and check-outs. However, VMS tracks and manages individuals entering or leaving your company, handling the flow of visitors using digital methods such as kiosks or mobile apps. These methods collect visitors names, contact details, and the reason for the visit. Then all the data is stored in a centralized database.
However, the demand for effective visitor management software has increased with the rise of visitor traffic in workplaces. According to a workplace survey, maximum organisations are incorporating VMS into their businesses. Also, the VMS solutions must comply with industry-specific regulations. For example, the Health Insurance Portability and Accountability Act (HIPAA) demands visitor management software to protect patient privacy.
Moreover, we are living in an era where technology is constantly growing, and innovative solutions are helping businesses empower themselves. One of such technologies is artificial intelligence and machine learning that have been integrated into VMS solutions. These technologies offer real-time analytics to businesses worldwide and help businesses identify patterns in visitor traffic, further helping them optimize resource allocation.
Features of Visitor Management Software
The major difference between manual and digital VMS is how the information is processed and managed. Visitor management software automates the entire process. It lets visitors check in digitally, saving time, reducing data-entry errors, and enhancing security. These software come with various features such as real-time notifications, visitor badge printing, and more. In this section, we will learn about the various features that must be in visitor management software. They are as follows:
E-Check-ins: Visitors can check in digitally and fill in their data, including names, purpose of visit, person’s name they want to visit, and more. The entire process is done by scanning a dynamic QR code via a kiosk, a mobile app, or a tablet. The electronic check-in speeds up the process and leaves no room for errors that are often seen in manual systems.
Automated kiosk check-in: Kiosks are digital devices installed at the entrance or reception area of an organization. These devices allow visitors to check in their visiting time at the office. This helps staff to track the workflow more efficiently and tracks their time spent in the premises accurately.
Visitor Badges:Visitor management software offers customized on-the-spot identification badges for employees, staff, and the visitors. These badges keep all the information about employees and visitors and help businesses create a more secure environment.
ProMIS.ONE, developed by ToXSL Technologies, is an attendance management solution. It tracks when an employee enters and leaves the office premises. Often there you will see two types of visitors, invited ones and the walk-in visitors. ProMIS.ONEworks on a punch-in and punch-out basis and offers an ID number to identify the type of visitor.
Real-time Notifications: When a visitor checks in, businesses automatically get notifications about the visitors, including their names, purpose of visits, and more. These notifications are delivered via numerous channels, such as SMS, mobile app notifications, and desktop alerts.
Access Control Integration: Visitor management systems can be easily integrated with existing control systems of your business. These software can easily coordinate with security systems such as surveillance cameras, alarm systems, and more.
Benefits of Visitor Management Software
On a daily basis, numerous people visit offices for numerous reasons, including business meetings, interviews, vendors or contractors, and auditors. This can cause a lot of chaos in the company, disturbing employees. Also, most times it is tough to track a visitor’s whereabouts in the office. So, how do businesses handle such situations? With efficient visitor management software in place, you can solve all major issues and avoid unforeseen events in the company. Now, let us dive deep into the blog and learn about the benefits of visitor management software:
Enhanced Safety: Using visual identification and background checks helps businesses identify the potential risks. VMS has safety and security features that allow businesses to create a safe environment for the employees.
Streamlined Operations: Visitor management software helps businesses streamline tasks, eliminating administrative work. These software enable enhanced business operations and increase business productivity.
Improved Customer Satisfaction: VMS conveys a sense of professionalism and enhances overall customer satisfaction. This motivates employees and motivates them to perform efficiently.
Pre-registration: A visitor management software helps businesses pre-register their visitors and add the crucial details before they arrive. This helps visitors by offering them crucial details such as safety instructions and schedules before they arrive.
Scalability and Flexibility: Visitor management systems are customisable, helping businesses meet their needs. This empowers businesses by giving them the quick updates and helping them prepare for unforeseen situations.
Digital Operation: VMS eliminates the need for paper-based registration, freeing up the time of employees to be more productive. Also, this software enables administrators to remove the information when needed.
Reporting Capabilities: Visitor management systems are capable of generating tailored reports based on visitor check-ins and interactions with third parties. These reports offer valuable insights into performance, helping to optimize operations and address potential issues. This functionality also promotes employee accountability in their roles.
Efficient Integration: Visitor management systems can seamlessly integrate with other access control and evacuation systems, facilitating smooth movement with minimal formalities. This integration enhances tracking of movement and consolidates data from various buildings across the premises.
Threat Management: The visitor management system maintains comprehensive records of all visitors, allowing for the quick identification of potential threats. By utilizing watchlists, the system can promptly detect any security risks and alert the relevant personnel to manage the situation effectively. This feature significantly enhances the safety of visitors on-site.
Cost-effectiveness: Implementing a visitor management system can streamline front-desk operations and improve customer service, significantly reducing the time spent on costly administrative tasks. This efficiency allows employees to focus more on activities that generate revenue while minimizing multitasking and errors.
Also Read:How Much Does It Cost to Develop Attendance Tracking Software
Cost to Develop Visitor Management Software?
There is no specific answer when it comes to the cost of visitor management software. In general, the cost of development ranges between $10,000 and $100,000. However, the cost can vary depending on the features and functionalities required by the company. So, if you want to know the exact cost of developing visitor management software, it is advised to contact a software development company. The experts can tell you the exact cost and guide you with further processing.
Conclusion:
Now that we have discussed the importance of having visitor management software and how it can improve the business operations. We have covered the most important points of having a VMS, including enhanced safety, security, background checks, and more. Investing in a visitor management system can help businesses maintain high standards of security and improve operational efficiency. So, if you are looking to develop visitor management softwarefor your business, look no further than ToXSL Technologies.
We are a leading visitor management software development company, offering the leading visitor software solutions helping businesses enhance their business operations and maintain a higher level of security. Our team of developers ensures that you get a robust and secure VMS solution that will help you enhance your business. To explore more about visitor management software, contact our experts today.
Frequently Asked Questions
1. How to Build Visitor Management Software?
Developing a visitor management software (VMS) involves numerous steps. They are as follows:
• Identify Key Features: Start by defining the essential features based on your organisation's needs, such as self-check-in, badge printing, and data analytics.
• Choose a Development Approach: Businesses can either develop the software in-house or hire the top software development companies, such as ToXSL Technologies.
• Select the Technology Stack: In this step, businesses need to choose the tech stack they want to develop their app in.
• Testing and Deployment: Before launching the software, ensure that it goes through a robust testing phase to ensure functionality and performance.
2. What Languages are used to Develop Visitor Management Software?
Visitor management software is typically developed using a combination of programming languages and frameworks. For front-end development, businesses use HTML5 and JavaScript frameworks like AngularJS and ReactJS. However, back-end development uses Node.js and PHP frameworks like Laravel. However, languages used to develop VMS can vary as per the requirements of business.
3. How much time does it take to develop visitor management software?
The time required to develop visitor management software depends on various factors. If the software has complex features, it might take 6-8 months. However, in-house development may take longer due to the need for team formation and training, while outsourcing can expedite the process with experienced teams. Also, testing is also crucial and can extend the timeline. In general, the development of a basic VMS could take anywhere from a few weeks to several months, depending on these variables.
