The visitor management process is a set of steps and procedures that organizations follow to ensure efficient and secure entry and exit of visitors to their premises. Here is an overview of the typical visitor management process.
Pre-Registration (Optional): Some organizations offer pre-registration for visitors, where hosts or visitors can register their visit in advance using an online portal or visitor management software. This step can expedite the check-in process.
Arrival of Visitors:
Visitors arrive at the organization's premises.
They approach the visitor check-in area, which may be a reception desk, a self-service kiosk, or a mobile app, depending on the organization's visitor management system.
Check-In:
Visitors provide their information, such as their name, contact details, and the purpose of their visit, either to a receptionist, via a self-service kiosk, or through a mobile app.
Some systems may also capture a photo of the visitor and issue a temporary visitor badge or access card.
Host Notification:
If the organization's visitor management system is set up to do so, it notifies the host or the person the visitor is meeting, informing them of the visitor's arrival. The host can then come to greet the visitor.
Access Control (Optional):
If the organization uses an access control system, it may be integrated with the visitor management system to grant the visitor access to specific areas of the premises based on their authorization level.
Visitor Badge or Access Card (Optional):
Visitors may be provided with a physical or digital visitor badge or access card, which includes their name, photo, and the date and time of their visit. This helps in identification and security.
Visitor Monitoring:
The visitor management system keeps track of visitor activity, including their check-in time and any movements within the premises. This information can be used for security, compliance, and reporting.
Visit Activity
The visitor conducts their visit, whether it's a meeting, appointment, or any other business purpose.
Check-Out:
Visitors are required to check out when they leave the premises. This ensures that the organization has a record of their departure.
Data Retention and Deletion
Organizations should follow data retention policies, storing visitor data for the necessary period and then securely deleting it when it's no longer needed.
Visit Reporting and Analytics
The visitor management system may provide reports and analytics on visitor data, which can be used for various purposes, including security analysis and compliance reporting.
Data Privacy Compliance:
Throughout the process, organizations must ensure that they comply with data privacy regulations by protecting the personal data of visitors and addressing data subject rights, such as access or deletion requests.
The specific steps and technologies involved in the visitor management process may vary depending on the organization's size, security requirements, and the sophistication of its visitor management system. The primary goal is to enhance security, streamline the check-in process, and provide a positive experience for visitors while ensuring data privacy and compliance with relevant regulations.
