The traditional mode of visitor management involving paper and pen. It appears to be the easiest and affordable means for visitor check-ins when compared to the biometric visitor management system, the paper signs are the easiest means for visitor check-ins.
Unlike modern visitor registration software, paper logs do not have monthly fees and maintenance cost. They also do not require any prior employee training and can be maintained easily. But on the flipside paper logs do require maintenance of paper logbooks, hardware for printing. Also, it warrants to have some dedicated office space for storing the files and records.
Many are of the opinion that a visitor management system is much costlier than the Paper logs. However, on the flipside, the paper registration has some hidden expenses and in reality, it is much costlier than the biometric system.
Mistakes are Bound to Happen:
When using paper logs for visitor registration, there are higher chances for potential mistakes. When a visitor enters the details in paper logs, errors might pop up due to incorrect entry or due to illegible handwriting. Further, when the staff proceeds for the digitisation of the data there are chances of potential misinterpretation owing to bad handwriting.
There is still a chance for mistakes when it comes to the visitor registration system, but they seem to be very less. As the system doesn’t allow to skip some fields and the visitors must abruptly enter the details to complete the registration. Additionally, the digitised data entry eliminates the chances arising due to bad handwriting.
The Prolonged Waiting Time Leading to Longer Check-ins
A slower check-in process won’t leave a favorable impression on the visitors. They often are vexed having to wait for longer durations due to check-in delays. As a result, the number of visitors tends to increase over time, thereby leading to longer waiting times and delayed check-ins.
On the contrary, the automated visitor registration tool allows the visitor to enter the details on their own. They will be able to check-in even after the reception staff stays away from the desk. Also, the systems allow visitors to pre-register, so that it saves their valuable time. Further, the speed of check-in process can be doubled by adding another tablet or kiosk to the front desk.
Privacy Does Matter!
The visitors need to enter the details when they enter the site for security purposes at visitor registration points. In the case of paper logbooks, the visitor details can be easily accessed by anyone and pose a potential privacy issue. If the visitor happens to be a medical patient, his health issues and ailments are visible to everyone. Further, it is not always possible to cover the details of the visitors every time. In case of hospitals, the patients enter the details in the log book along with their medical ailments. The situation further worsens when the receptionist calls the patient by their name and can be overheard by anyone residing in the room.
For many companies, the visitor check-ins form an important point to elaborate safety efforts and the potential risks. It is the place where unfamiliar visitors get a chance to learn about the safety and security procedures. If the safety procedures and guidelines are printed on the paper, there is a higher possibility for the visitor to skip the content. The apps offer a convenient means to detail the safety explanations to the visitors. Also, you can add safety videos to visitor management systems.
Gone are the days, when paper log books are the main source for visitor registration. Now, many organisations and businesses are adopting visitor management system for ease of access and faster check-ins.
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