Implementing visitor management software is an important step to securing your building, protecting your employees and making every guest feel welcome.
Now that you’ve decided to introduce iOFFICE’s visitor management system to your workplace, you might have a few questions. That’s OK—we have answers! Here’s what you need to know.
To use our visitor management software, you’ll need an iPad with the latest version of iOS software. You can optimize the user experience and maximize the battery life of your table with these quick tips:
Signing in new visitors using our visitor management software is simple! You can sign visitors in or have them sign themselves in following these steps:
If a visitor has been pre-registered and received an email confirmation with a QR code, they can also check themselves in simply by scanning the code to save time, improving the overall visitor experience.
Make sure you have enabled the Floor Viewer option, which will quickly ping the location of your host on the floor plan to help visitors find them. If visitor badges are being used at your facility, the visitor badge will print at the corresponding bluetooth printer.
iOFFICE’s visitor management software integrates with email providers and notification platforms like Slack, so the host will automatically receive an alert when their visitor has arrived. You’ll just need to make sure all your employees have been added to the visitor management system ahead of time so visitors can select them as a host.
Visitors can check themselves out simply by tapping the “Check Out” button on the home screen and entering the phone number or email address they used when checking in. They should see a message display to confirm they have checked out.
Our visitor management software is designed to speed up check-in for everyone, including regular visitors. If your visitor has checked in before, they can tap the Returning Visitor button and enter the phone number or email address they used to check in previously. This will locate their record. They can also skip the requirement to have their photo taken if you have activated the Bypass Picture toggle on your Settings screen.
When you have a large number of visitors, such as when a group is visiting your building, you can now add all the visitors at once and designate the date and time of the visit to save time. To pre-register multiple visitors:
The Visitor WatchList allows you to verify all guests are authorized to visit. You can access this list in the administrator section. From there, you can click the View button of any visitor on the list to see their information and why they are on the list. For instance, they might be a former employee or a former vendor. You can also add a new visitor to the list or delete a visitor from the list. Our visitor management software automatically flags any visitor on the Visitor WatchList who attempts to sign in and cannot be admitted unless someone at your organization approves them to visit.
Implementing visitor management system and ensuring all employees use it consistently helps protect your workplace from potential security threats. It also keeps everyone at your organization informed about who is visiting so they can greet them. Every employee deserves to feel safe at work, and every visitor deserves to feel welcome. With visitor management software, you can have the best of both worlds.
Kenton joined iOFFICE in 2002 as the company’s Chief Technology Officer and now manages a team of ten developers and programmers. When we develop a new module or do a major upgrade, Kenton is the one who envisions the project and designs it from scratch.