A new era for physical enterprise security efficiency and efficacy is being ushered in, says Salto.

Business evolution

In today’s fast-paced, interconnected world, organizations are becoming more vigilant than ever about who enters their premises.

The rise of modern visitor management systems marks a significant evolution in how businesses handle external guests, contractors and even employees who need access to facilities.

These systems, fueled by advancements in big data, AI, smart tech and hardware, are not just about managing visitors – they are about securing environments, protecting assets, ensuring compliance and enhancing overall operational efficiency.

Modern visitor management – why now?

The idea of visitor management is not new; from pen and paper, to photocopied IDs and Avery sticker badges, the concept of logging, authorizing and monitoring visitor access has been evolving for decades.

However, today there are several converging factors that have created a perfect storm that is propelling these systems into the spotlight and driving the widespread adoption of visitor management systems.

Technological advancements

The advent of smart building technologies has revolutionized the capabilities of visitor management systems.

These advancements enable systems to perform complex tasks such as real-time identity verification, automatic visitor registration and integration with other security infrastructure.

Hardware components, including smartphones, facial recognition cameras, Bluetooth Low Energy (BLE), near field communications (NFC) and radio frequency identification (RFID) enabled devices, have become more sophisticated, offering seamless interaction between the physical and digital aspects of identity.

“The synergy between data and smart hardware has allowed us to create solutions that are not only more secure but also far more intuitive and user-friendly,” explained Dan Nohr, Solutions Development Engineer at Salto.  

“Visitors engage in a streamlined, automated self-check-in process that enhances their overall experience, while companies can rest assured that their security is not compromised.”

Increasing awareness of external threats

In recent years, there has been a heightened awareness of the various external threats that today’s enterprise businesses face.

These threats range from the physical – such as unauthorized access to sensitive areas – to the more abstract, like data breaches facilitated by weak access control.

Additionally, the COVID-19 pandemic has underscored the importance of controlling and monitoring who enters a building, adding a layer of health and safety to the equation.

The need for better visitor management is driven by the imperative to protect employees, safeguard corporate assets and ensure the well-being of everyone who steps foot in a facility.

Modern visitor management systems are designed to meet these needs head-on, offering features that provide a comprehensive identity, access, safety and security solution.

The benefits of modern visitor management systems

There are many benefits of implementing a modern visitor management system and they go far beyond simple visitor tracking.

Enhanced security and compliance

Visitor management systems significantly improve security by ensuring that only authorized individuals can access certain areas.

These systems can integrate with existing access control infrastructure, providing a multi-layered approach to security.

Compliance with regulations such as the California Consumer Privacy Act (CCPA), General Data Protection Regulation (GDPR) and other data protection laws is also facilitated, as visitor data is handled and stored securely.

Improved operational efficiency

Automating the check-in process and reducing the need for staff intervention are key drivers of operational efficiency.

Visitors can be invited to pre-register their details online, reducing wait times and ensuring a smoother entry process.

Notifications can be sent automatically to hosts and temporary access credentials can be issued without the help of reception or other staff members, allowing for a seamless experience from start to finish.

Visitor data analytics

One of the often-overlooked benefits of modern visitor management systems is the ability to gather and analyze visitor data.

Organizations can track who visits, how often and for what purpose.

This data can be invaluable for making informed decisions about resource allocation, security protocols and even marketing strategies.

Enhanced visitor experience

Some companies spend millions building a carefully crafted and curated brand presence – that brand story should not stop at the office door.

A modern visitor management system gives customers, partners and vendors a more professional and welcoming experience.

Instead of cumbersome paperwork, visitors can enjoy a streamlined digital process that respects their time and privacy.

Features like personalized greetings, clear navigation through the check-in process and easy access to necessary information all contribute to a positive experience.

Key features of modern visitor management systems

When evaluating modern visitor management systems, several features stand out as particularly beneficial for organizations of all sizes.

Seamless integration with access control systems

One of the primary advantages of advanced visitor management systems is their seamless integration with existing access control systems.

This integration allows organizations to manage both visitor access and employee access through a single, unified platform.

The benefits are clear: a reduction in the complexity of managing multiple systems, improved security through centralized control and the ability to monitor and respond to access events in real-time.

Real-time visitor tracking

Real-time tracking allows organizations to monitor the movement of visitors within their facilities.

This feature is essential for ensuring that visitors remain within authorized areas and that any suspicious activity is detected promptly.

AI-powered identity verification

AI-powered identity verification enhances security by ensuring that the person entering the facility is who they claim to be.

This feature can prevent unauthorized access and reduce the risk of security breaches.

Customizable workflows

Organizations have different needs when it comes to managing visitors.

Customizable workflows allow businesses to tailor the check-in process to suit their specific requirements, whether they are managing a corporate office, a healthcare facility or a manufacturing plant.

Scalability and flexibility

Modern visitor management systems are designed with scalability in mind, making them suitable for organizations of all sizes.

Whether managing a small office or a large campus, these systems can be scaled up or down to meet the organization’s needs.

Their flexible architecture also means they can adapt to the changing needs of a business, ensuring they remain a valuable asset as the organization grows.

User experience focus

Ease of use is a critical factor in the success of any visitor management system.

Modern systems are designed to be intuitive, making it easy for both administrators and visitors to navigate.

This focus on user experience reduces the time spent on training and troubleshooting and ensures a smoother, more pleasant experience for visitors.

Let collaboration in

The rise of modern visitor management systems reflects the growing demand for advanced security solutions that go beyond basic visitor tracking.

With the confluence of innovative technologies and heightened awareness of present-day security threats, the adoption of these systems is both timely and necessary.

As businesses continue to prioritize safe and efficient working environments, modern visitor management systems will play an increasingly important role in shaping the future of facility management.

“Visitor management is no longer just about knowing who’s in the building,” concluded Nohr.

“It’s about creating a secure, efficient and welcoming experience for everyone who interacts with your organization.”

As the security landscape and operational requirements continue to evolve, visitor management systems will undoubtedly remain at the forefront of this transformation, offering solutions that are both innovative and essential for modern business operations.

This article was originally published in the September edition of Security Journal Americas. To read your FREE digital edition, click here.