In today’s fast-paced and security-conscious world, managing visitors efficiently has become a crucial aspect of any organization.  

From corporate offices and educational institutions to healthcare facilities and event venues, the need to enhance visitor management processes has gained prominence. 

Integrating a visitor management system with a room booking system offers numerous benefits, ranging from improved security and enhanced visitor experience to streamlined operations and data accuracy. Employees also benefit from this.  

According to a report, companies with strong employee experience are 25% more profitable. 

Imagine this – a potential candidate arrives for an interview at your organization. Her interview slot was 2 PM. Another candidate whose slot was 10 AM did not show up. The organizer brought forward her interview to 10 AM.   

She proceeds to the visitor center where the security guard asks her to register her details. She scans her ID. The system informs her that she is not registered.  

Puzzled, she attempts a few more times before heading back to the desk. The security officer finds out that she was scheduled for 2 PM. So, he doesn’t let her in. 

A series of frantic calls take place. She tries to get hold of the organizer to reschedule. 

Such a scenario is not uncommon.  

Linking the visitor management system to the room booking system will allow you to book the meeting room and invite the visitor at the same time.  

When the candidate enters critical fields, the system captures all visitor information. Any changes to the schedule will automatically trigger an email to the visitor to notify him about the changes. 

There are several benefits to this technique: 

Time Saving

One of the key benefits of having an integrated visitor management system and room booking system is savings in terms of time and effort needed to manage both the meeting as well as the visitors. 

With an integrated system, the visitors are tied to the schedule set up for the meeting. Any change to the meeting schedule will trigger an email to the visitor notifying him/her about the change. Also, the chance of making a mistake while entering visitor details in both systems is minimized. 

Better Security

Knowing about the visitor and when he/she is visiting is important for security reasons. If you forget to update visitor details in case of a cancellation, it won’t cause any problems since the systems are integrated. Otherwise, the office will remain accessible to the visitor.  This can potentially be a serious breach in terms of access violation. 

Also, visitors’ information, such as their identification, purpose of visit, and arrival time, can be recorded during the check-in process, providing a comprehensive database of all visitors on-site. 

Better Space Planning

A synchronized visitor management system and room booking system enable organizations to optimize resource allocation and maximize space utilization. By integrating these systems, you can effectively track room occupancy and availability, making it easier to schedule meetings, conferences, or other events. 

Real-time data on room utilization allows organizations to identify underutilized spaces and allocate resources more efficiently. This integration eliminates conflicts between room bookings and visitor arrivals, ensuring a smooth and organized workflow. 

Better Impression

When you invite visitors to your premise, a smooth registration and onboarding make a good first impression.  

The scenario highlighted in the beginning could have gone much smoother with an integrated system. You can automatically communicate changes to the schedule to the receptionist and notify the visitor. When the visitor arrives, the system alerts the host. This provides for a great visitor experience.

Concluding

The integration of a visitor management system with a room booking system offers a range of benefits for organizations seeking to enhance security, streamline operations, and improve visitor experiences. 

Embracing technology and innovation in visitor management is a step forward in meeting the demands of a rapidly evolving world.