How to Improve Your Visitor Registration and Tracking Process

Knowing who is in your organization at all times is crucial nowadays. Growing reports of violence in businesses, colleges, and healthcare facilities reveal the need for a new level of protection from potential threats and dangerous individualsand a pen-and-paper visitor registration sheet won’t cut it any longer. 

Sophisticated visitor registration and tracking systems are now necessary to keep an organization thoroughly safe and secure, especially in the healthcare field. However, some modern visitor management systems and hospital security software can also be intricate and confusing to understand. Determining what features are necessary and how to build a competent and complete the visitor sign-in and tracking process can be difficult. This blog post helps to outline some of the important aspects that should be incorporated in a visitor management process.


1. Registration

Registering a visitor is usually the most time-consuming part of the visitor tracking process; however, visitor tracking systems today include features that alleviate the burden on the registration attendant. For example, some solutions allow visitors to register online before arriving at the organization. This helps reduce the number of people who require personal attention to register and also allows security to conduct any necessary background checks before they arrive.

If online registration isn’t a possibility for the visitor, some systems may be compatible with ID scanners. These gadgets allow important information to be taken directly from any recognized ID cards and eliminates the need to manually enter information.


2. Visitor Management

Another important aspect that can speed up the registration process is the ability to save visitor information for future use. With an integrated incident reporting platform, the program can auto-populate a visitor’s personal information the next time they visit the organization.

However, what really helps an organization stay safe is the ability to use saved information to see what occurred during a visitor’s last visit. For example, if a visitor is kicked out or is hostile during any visit, those incidents will forever be attached to their record at your organization and a warning will alert the registration operator the next time that person tries to enter the organization.

It is also important to keep detailed information on every visitor in case any disaster takes place at your organization. When a person is visiting your organization, they become your liability, so it’s always important to have information for everyone at your institution.


3. Integrating Multiple Aspects of Information

Today, it seems like nearly everything is integrated. This is crucial in the security industry because any bit of missed information can potentially change how a person is handled and whether or not they are allowed entry into an organization. Although many visitor tracking solutions offer multiple relevant fields to track visitor information, each organization is different and has different needs. Where a visitor tracking software may leave off is where an integration can come in to save the day.

However, even integrations can add headaches, including the need for extra memory space and potentially having to deal with multiple vendors in case of issues. Fortunately, a select few security management solutions, such as Omnigo Incident Reporting, offer visitor tracking as a basic feature on top of other key modules, such as parking and general incident reports.


4. Visitor Badge Creation

Visitors are not always easy to identify, and it can be nearly impossible to know where they are permitted to be. Being able to quickly identify if an individual is an approved visitor or not is something that should require only a quick glance.

Some visitor tracking solutions are now able to create visitor IDs directly from the software to help security officers quickly identify visitors. Some software are even providing security officers  with the ability to easily recognize the exact clearance level of a visitor based on the color of that visitor’s ID. For example, through a modern visitor management solution, visitor IDs can be color coordinated to visually display precisely where a visitor is allowed to go. This can help eliminate any confusion on where a visitor can or should be.