Companies must keep track of who enters their premises for safety and security purposes. Traditionally, they employ a traditional method like using pen and paper to record the attendance of visitors. Yet, with the rise of digitization, many organizations have adapted modern solutions to make a better first impression, meet compliance needs, strengthen workplace security, and streamline visitor sign-in.
Why is visitor management important?
Companies receive guests or visitors daily. They must monitor and identify them, ensuring they meet entry requirements. Visitor management plays a crucial role in maintaining the safety and security of the workplace. You can prevent unauthorized individuals from accessing assets exclusive to executive stakeholders.
While not all visitor management software is made equal, you need to choose a solution that can support your business and can integrate with your access control system. Having integrated systems simplifies the administrative process of managing guests and improves your security posture at the entry level.
We've outlined the top 5 best visitor management software of 2023 below to improve the visitor experience and secure site access.
1 Honeywell Forge Visitor and Contractor Management
Overview
Honeywell Forge Visitor and Contractor Management contains solutions for businesses to help improve safety, security, and efficiency on-site. It delivers an efficient visitor check-in by eliminating the paper-based sign-in processes with an iPad visitor management system. It can also boost site security as it can quickly verify the identity of visitors without compromising their convenience or the safety of other employees and stakeholders.
It captures information in real-time and keeps all data in one place for easy access. Companies can monitor site activity for audits and compliance. Honeywell Forge Visitor and Contractor Management can collect documentation to verify the qualifications and approvals of visitors before they can enter the workplace. It can also reduce admin time with efficient check-in flows and automation. It is easy to use and trusted by global companies like Coca-Cola, Rolls-Royce, GE, and Subaru.
Many clients praise Honeywell for its ease of use, flexibility, and dedicated support team. It is customizable to meet any unique business requirements. It can adapt to any sector and offers an open API, which developers can use to deliver a custom solution. It can also integrate with third-party tools like Slack and Microsoft Teams so businesses can automate processes for workplace efficiency.
Honeywell Forge Visitor and Contractor Management offers simple plans and pricing for businesses of all scales. Customers can choose between 750 and 4,500 check-ins per month. They can also opt for the Enterprise plan to support larger rollouts with exclusive customization. The visitor management software can scale across multiple locations. It also has many hardware options available such as an included elite desk stand, 2m charging cable, a Brother Label Printer QL-820NWB, one label roll, and an iPad 10.2 to get customers started.
Features
Honeywell Forge Visitor and Contractor Management contains all the essential features to bridge the communication gaps between visitors and hosts while adding an extra layer of security and workplace compliance throughout site entrances.
Complete Check In Process
The visitor management software provides a complete check in process for visitors, staff, and contractors. Anyone can check in through the iPad Kiosk, Geofence, or the dashboard. Users can also check in through its dedicated mobile app. It is free on iOS and Android devices.
Companies can also utilize Honeywell Forge Visitor and Contractor Management for its visitor badges. They can customize each badge to meet organizational requirements, like the time and date of check-in. Visitors can use the QR code for seamless check-out when they're done visiting.
Hosts are notified instantly when a visitor has arrived to see them. Both parties can receive notifications via SMS, push notifications, and email. If they have regular visitors, they can pre-fill their data to save time so the guests can immediately check in without hassle.
Hosts can also enable face-check for quicker ingress and egress, enabling visitors to use face identification to check-in or check-out. Each visitor gets displayed on the activity dashboard of Honeywell Forge Visitor and Contractor Management, making it easier to monitor who's about to arrive and who's currently on-site. Everyone is searchable, with details of their arrival time and the duration of their stay.
Honeywell Forge Visitor and Contractor Management supports over 30 languages. Companies with multiple offices can leverage the multilingual support of the software to accommodate their diverse workforce across regions.
Deep Customization
Honeywell Forge Visitor and Contractor Management is fully customizable to fit the unique requirements of each organization. Companies can use their logo and modify the wallpaper on the iPad Kiosk to reflect their brand colors. They can also enable different customer induction and entry requirements based on the type of visitor. In light of the COVID-19 pandemic, they can also insert health screening questions for contact tracing and evacuation diagrams in case of emergency.
Honeywell Forge Visitor and Contractor Management doubles as contractor management software. It streamlines contractor induction, ensuring compliance for working on site, as the app outlines the safety protocols, guidelines, and emergency procedures to be followed by the contractor. Companies can leverage their intelligent automation to approve or reject entries based on the users' answers for the security and safety of everyone on site.
Trusted by 3000+ clients, Honeywell Forge Visitor and Contractor Management can enable fluid people movement and reduce administration overhead with its complete check-in process. Customers can start a 14-day free trial of the visitor and contractor management software trial with no obligations and no credit card.
2 SwipedOn
Overview
SwipedOn can help automate visitor access in less than five minutes. It offers an easy visitor sign system where guests can use their smartphones, iPads, or tablets at reception. It provides maximum workplace visibility, keeping a centralized record of every staff member, employee, or guest, so authorized users can track who has been on the premises for emergencies and audits.
SwipedOn simplifies workplace management for businesses across industries. Companies can customize their sign-in with site-specific agreements and information. They can also utilize a contactless QR code sign-in for locations where devices like an iPad or tablet are impractical like construction sites.
Hosts get notified immediately as the visitors arrive in real time. They can also screen their questions to determine if they pose a threat to operations. If they sign via QR code, visitors are prompted to complete the sign-in form on a default web browser where they will enter their details to finish the contactless sign-in process.
Customer data is securely stored in the cloud with encryption. The visitor management software is also audited for compliance, ensuring the privacy of visitor information. Trusted by thousands of companies worldwide, it offers world-class customer support for subscribers of Standard, Premium, and Enterprise plans.
Features
Hosts can automatically sign out all visitors at an established time. They can access the SwipedOn dashboard from any device to get complete visibility into the attendance of staff, visitors, and executive stakeholders in real time. They can also easily run contact tracing reports to identify the people visitors have encountered during their stay on-site.
SwipedOn also features data anonymization. Users can either automatically or manually anonymize visitor data for confidentiality. They can also download the personal information of the visitor, including their documents, for further investigation.
Subscribers of Business and Enterprise plans have special access to the multi-location dashboard of SwipedOn. This feature allows them to manage all visitors across all business locations from one account.
The visitor management also features pre-registration and invites. Hosts can pre-register visitors and send an invite via email so they can immediately enter when visiting. They can also classify them as remembered visitors to lessen the requirements upon entry.
SwipedOn simplifies visitor registration so any business can deliver a seamless workplace sign-in experience. It can support 14 languages and offline signs. It can also print ID badges for easy authorization. Equipped with multiple sign-in options and integrations, it can transform any office into a place where work-life thrives.
3 The Receptionist
Overview
The Receptionist contains tools designed to strengthen security and compliance, helping companies protect their business and visitors. It provides over 3000 integrations through Zapier alone. It is also fully customizable.
Customers can change its look and feel to match the colors of their company. They can create a check-in experience unique to their business, even without coding skills. They can also brand different companies individually and route visitors if they have multiple tenants in one building.
The visitor management software also contains a user-friendly, drag-and-drop badge designer businesses can utilize to customize the look of printed visitor badges based on organizational requirements. When the visitor checks in, the printer produces the badge containing their information with their photo attached.
Features
Besides the usual contactless check-in and multilingual check-in options, The Receptionist contains distinct features that make it unique from other visitor management systems. Hosts can communicate back to visitors on the iPad Kiosk via email, text message, or Slack. They can also create custom replies to instantly respond when needed, saving both parties the time needed for identity verification. It can also present NDAs and legal documents for review and save the digital signatures of visitors.
For safety and security, hosts can require visitors to verify their citizenship for compliance purposes. They can also access the check-in log from any Internet-ready device in case of emergency or evacuation.
The Receptionist also features admin and permission user settings where customers can add an unlimited number of admin users to their accounts and set their access levels based on their roles. It also features private contracts, which prevent visitors from accessing the entire employee directory through character limits.
Company hosts or business owners can send out invites for visitors before their appointment, ensuring a fast sign-in experience when they visit. They can also add extra details to their record that are not included in their ID badge.
Thousands of companies choose The Receptionist to create a better visitor experience. Overall, it is outstanding for its features for data security, safety, and security.
4 Sign In App
Overview
Sign In App offers a smart and safe way to sign in with flexible tools built for the modern workplace. It is GDPR compliant. Companies can choose how long the visitor management software keeps the visitor data, ensuring the privacy of guests. It is trusted by over 3500 educational institutions. It allows multiple sites on one account, making it easier to manage different offices from one place.
Features
The Sign In App is available on iPhone and Android devices. It features a smart geofence that can identify whether the user is on-site or remote. In case of evacuation, hosts can quickly access the list of visitors and mark them as present from their smartphones.
It also features an online portal that provides a live view of all visitor groups on a specific site. Hosts can also pre-register guests, especially VIPs, to make a great first impression so they no longer have to complete any form upon entry. They can also send visitors a QR code to secure a fast entry.
The Sign In App also lets users monitor and prevent high-risk individuals from signing in. If they have a safety check, they're allowed entry. If not, they're banned from gaining access to the site until further notice.
Hosts can also reject based on the information provided during the sign process like if they're experiencing COVID-19 symptoms or they've recently traveled to a foreign territory within the past 14 days.
The Sign In App offers simple pricing with no hidden costs, although there are additional charges for add-ons like scheduling, central records, and spaces. Given its user-friendly functionality and comprehensive features, it is worth investing in to accelerate visitor sign-ins and protect the stakeholders and their valuable assets.
5 Envoy
Overview
Envoy can provide businesses peace of mind with features to safeguard the workplace and supercharge the front desk. Businesses can use the platform to make hosting visitors seamless. They can set their entry criteria to manage workplace capacity and maintain compliance.
Features
Envoy features a customizable sign-in that users can leverage to ask visitors different questions based on the purpose of their visit. It can automatically notify hosts when they arrive, so they can welcome them promptly to maintain a positive image.
Hosts can also add upcoming visitors for registration, so other staff know who to expect and how to properly serve them based on their information. They can also create custom badges to signify their special privileges.
Envoy also features emergency notifications which can alert all visitors in times of unexpected, dangerous situations. It can also provide the analytics businesses can use to gain insight into the visitor volume like peak visit times or visitor traffic.
Hosts can also prompt guests to sign agreements like NDAs and waivers upon entry, critical to keep transactions in confidence and to keep them liable if they commit a legal offense. Overall, Envoy contains all the standard features to streamline the employee and visitor experience. It is flexible and scalable to meet the diverse needs of businesses.
Conclusion
Businesses need to monitor and identify visitors to keep the workplace safe and secure for all individuals. Choose from the top 5 best visitor management software of 2023 to eliminate the manual process of recording attendance with pen and paper. From reducing the administrative burden to contact tracing, organizations can experience numerous benefits by adopting a modern solution to streamline the sign-in process.
