Why Should You Be Trashing Your Visitor Logbooks During the New Normal?

Visitor log book

The new-normal workplace is all about change; change in approach, change in technologies, change in the working environment, change in work location, and whatnots. Each one of us is witnessing these changes since the onset of the pandemic.

Our employers are leaving no stones unturned in adopting the best resources for us to ease our work amid this pandemic, but do we know and understand why these transformations became necessary and what are the new-normal resources bringing to the table?

Let us look at one of the most vital workplace transformations this year – the Touchless Visitor Management System.

With no-touch being the tagline to this year, a touchless VMS has been a boon to the organizations that have it. Gone are the days of logbooks for keeping a record of visitor details. So, check out why did the organizations consider trashing their age-old visitor logbooks and welcoming the brand-new touchless VMS –

1. Security

A touchless Visitor Management System (VMS) makes way only for genuine visitors with prior invites or visit approvals, documents their details and purpose of visit fed through the visitors’ mobile devices, and finally provides them with digital visitor cards or badges. With the QR code contactless check-in via visitor smartphone, a touchless VMS gives a completely futuristic and agile experience.

A manual Visitor Logbook/Registers makes the visitors fill in their details, which might give way to spread of infection, or be outrightlyincorrect. Moreover, every visitor gets to check out the details filled by previous visitors leading to privacy invasion.

2. Accuracy & Reliability

Digital Touchless VMS records visitor details and manages them with utmost accuracy. Here time is not wasted by filling every detail in the logbook, and hence it cuts down on the waiting time of the visitors and the subsequent crowd at the reception areas too. This makes the touchless VMS way more reliable as the very essence of a no-touch VMS is to cut down the crowd and manage visitors digitally.

The accuracy of the visitor logbook data can never be guaranteed as visitors generally are reluctant about filling in genuine data in the logbooks as they can be accessed by any other visitor. Hence, the reliability factor is missing herein.

3. Visitor Record Monitoring

Backed by a cloud-based system, all the data fed into a touchless VMS gets stored in the cloud, and hence no data can be lost, misplaced, or tampered with.

Either the visitor or the receptionist needs to fill in the relevant data in the manual visitor logbooks/registers. Manual data storage is prone to errors and may easily be lost or damaged. Data filled up in the visitor logbooks can even be misplaced by the receptionist or tampered with by another visitor

4. Cost Inefficiency

A touchless VMS helps a visitor in making an appointment, checking in, and out via his or her smartphone, thereby cutting down the pen and paper utilization, their cost as well as storage. Besides this, for a no-touch VMS to operate, a receptionist is not needed too. A stable internet connection, a tablet or smartphone, and a printer for cards are the only requirements.

For maintaining visitor logbooks, companies need to allot expenses for all the stationery items as well as their maintenance and storage. A salaried receptionist needs to be at the reception desk as well. Hence, it is not at all cost-efficient.

Taking up this new way of visitor check-in is doing wonders for organizations and is making administration a lot easier and smoother. Even the visitors are getting endowed with a futuristic touchless experience with this new digital reception. So now that you what works the best for your organization, do not hesitate to make the most and the best utilization of the Touchless Visitor Management System(s) available to you.

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