A visitor management solution is software that tracks and checks visitors into your facility. It often collects visitor information, including who they are visiting and the purpose of their visit. There are different kinds of visitor management solutions in the market, including a dedicated receptionist, visitor log book, visitor sign-in kiosk and many more.
With so many visitor management solutions, picking one for your organisation can be a daunting task. Irrespective of which visitor tracking software, there are several elements that you must consider before committing to adopt any new system in your organisation.
So how do you choose one to commit to? How do you find the right visitor tracking software that fits your organisation? To answer these questions, here are some factors you should consider when choosing a visitor management solution.
Table of Contents
Factors to consider when choosing a visitor tracking software
Easy to use
User-friendliness should be a deal-breaker when considering a visitor tracking software. Visitors don’t have time to waste figuring out a complicated system when checking in for appointments or meetings. A seamless, intuitive design ensures a positive first impression and saves time.
For employees, the software should be equally straightforward. Visitor tracking software is meant to improve staff efficiency, so a system that’s hard to navigate defeats its purpose. Here are some essential aspects of ease of use to keep in mind:
- Visitor Interface: Whether it’s pre-booking visits, using the self-check-in kiosk, or navigating the user interface, the system should be intuitive for all users.
- Employee Training: Choose software that requires minimal training. Overly technical systems can burden staff and slow down operations.
- Quick Setup: From installation to deployment, the software should be easy to integrate with your existing systems.
Before rolling out the solution, ensure your staff undergoes a brief training session to familiarize themselves with its features. Avoid systems that are overly complex and technical, as they may frustrate both visitors and employees.
Ability to integrate to other systems
Technology has changed almost every industry, and with the onset of COVID-19, the need for digital operations has only grown. Businesses of all sizes already use a variety of systems, such as Slack, Google Calendar, or Microsoft Office. Therefore, the visitor tracking software you choose must be able to integrate smoothly with your existing systems to ensure efficiency and avoid miscommunication.
VISTA by Helixbeat excels in this area, offering seamless integration with various tools and systems that you already use. For example, when visitors pre-book a visit, VISTA automatically syncs with the host’s calendar, ensuring that appointments are logged and updated without manual intervention. This eliminates the risk of scheduling conflicts and provides a unified experience for both visitors and staff.
Additionally, VISTA integrates easily with other enterprise systems, allowing you to manage everything from employee schedules to security protocols and residential management software in a streamlined manner. The ability to integrate with multiple platforms ensures that your visitor management system fits naturally into your existing workflow, making the transition to using VISTA smooth and hassle-free. This capability is particularly valuable in industries like healthcare and aged care, where coordination and communication are critical.
By offering flexible integration options, VISTA helps your organization maintain its current operations while enhancing visitor management without disruption
Availability of Support
Even with the importance of technology in today’s world, it’s important to remember that technology isn’t always foolproof. Systems can sometimes encounter malfunctions or issues. When choosing visitor tracking software, ensure the provider offers reliable and responsive support.
VISTA by Helixbeat takes this into account by providing robust support to ensure smooth operations. With VISTA, you get dedicated support available from 9 am to 6 pm, Monday to Friday, ensuring that any technical hiccups or issues are quickly addressed. This means you can keep your operations running seamlessly and ensure that visitors aren’t affected by any system disruptions.
With quick response times and expert assistance, VISTA makes sure your visitor tracking software process remains smooth and efficient, no matter what challenges arise. This level of support is crucial for businesses that rely on their visitor tracking software for both security and operational efficiency.
Customizability of Features
When selecting a visitor management system, it’s important to choose one that can adapt to your specific needs. There’s no “one-size-fits-all” solution—different businesses have unique requirements, and your system should reflect that. A customizable system allows you to incorporate features that align with the specific needs of your organization and the types of visitors you manage.
VISTA by Helixbeat offers a high degree of customizability, allowing you to tailor the system to fit your organization’s unique requirements. If you are looking to adjust workflows, customize check-in procedures, or installing specific security measures, VISTA provides flexible options that can be fine-tuned to your needs. Additionally, VISTA lets you incorporate your company’s branding, ensuring that visitors are greeted with your organization’s logo and colour scheme from the moment they check-in. This not only enhances the visitor experience but also reinforces your brand identity.
You can also customize visitor badges, notifications, and reporting features, giving you complete control over managing and monitoring visitor activity. This flexibility ensures that VISTA aligns with your specific operational goals and enhances overall efficiency.
Affordability
While it’s important to choose a visitor tracking software that meets your needs, affordability should always be a priority. The total cost of ownership, including installation, maintenance, and staffing, can quickly add up, so it’s essential to find a solution that delivers value without exceeding your budget.
VISTA offers an excellent balance between affordability and quality. With transparent and competitive pricing, there are no hidden charges, making it easy to plan your budget effectively. VISTA’s pricing plans cater to a variety of needs:
- Starter: ₹1,500/month for up to 300 check-ins
- Professional: ₹2,500/month for up to 1,000 check-ins
- Enterprise: ₹4,000/month for up to 3,000 check-ins
- Customized: Negotiable pricing for unlimited check-ins based on your specific requirements
These flexible plans allow businesses of all sizes to choose a plan that fits their check-in volume and budget. Moreover, VISTA’s user-friendly interface requires minimal training, reducing the need for additional staffing costs.
By choosing VISTA, you’re investing in a high-quality, customizable visitor management system that meets your organization’s unique needs and provides long-term value without exceeding your budget. It ensures that you get all the necessary features and support at a cost-effective price point.
2. Key Features to Look for in Visitor Tracking Software
The right visitor tracking system should offer a set of convenient features that make smooth user experience, security, and operational efficiency. Here are the top features you should look for:
Touchless Check-In
In today’s fast-paced and hygiene-conscious world, touchless check-in is a must-have feature. This allows guests to check in using QR codes or through self-service kiosks, minimizing human interaction and improving overall convenience.
Real-Time Notifications
When a visitor arrives, the system should notify the relevant host immediately. Real-time notifications ensure that employees are aware of their guest’s arrival, allowing them to respond promptly.
Pre-Registration for Visitors
Allowing visitors to pre-register before their arrival speeds up the check-in process. Pre-registration systems can automatically generate QR codes, reducing wait times and streamlining entry.
Customizable Visitor Flows
Every business has unique needs when it comes to visitor management. Whether you need to customize the check-in process for different types of visitors or adjust the flow based on security requirements, a good visitor tracking software will offer flexible, customizable options.
Data Security and Compliance
Visitor tracking software must comply with data protection laws such as GDPR. Ensure that the software you choose provides secure data encryption, safe storage, and a clear privacy policy that aligns with your business’s compliance requirements.
Visitor tracking software should not only collect data but also provide actionable insights. Look for a solution that offers reporting tools to help you track visitor trends, understand peak times, and gather insights on visitor behaviour.
VISTA by Helixbeat has all the essential features that are mentioned above. You can customise every feature based on your business requirements.
Why You Should Go for VISTA by Helixbeat
VISTA is the ultimate visitor tracking software for businesses seeking enhanced security, efficiency, and a seamless visitor experience. Here’s why it’s the ideal choice:
- Advanced Security: VISTA offers access control, real-time alerts, and data encryption, ensuring only authorized visitors enter and all information stays protected.
- Ease of Use: Its user-friendly interface allows for smooth check-ins through touchless kiosks or QR codes, making the process quick and efficient for both visitors and staff.
- Customization: Tailor workflows, notifications, and even branding elements like logos and colors to suit your organization’s specific needs, creating a personalized visitor experience.
- Seamless Integration: VISTA integrates effortlessly with existing systems like Google Calendar and Microsoft Office, ensuring smooth synchronization and minimizing miscommunication.
- Scalability: Whether you’re a small office or a large enterprise, VISTA can scale with your growth and handle increasing visitor volumes without any hassle.
- Data Protection & Compliance: VISTA meets industry standards like GDPR and HIPAA, ensuring secure data storage and regular updates.
- Cost-Effective: With transparent pricing and no hidden fees, VISTA provides exceptional value without compromising on quality.
Choose VISTA for a secure, efficient, and customizable visitor management solution that evolves with your business.
In summary
Selecting the right visitor management system is a key decision that will affect your property’s operational dynamics and security. By considering these essential factors, you can choose a system that not only meets your current needs but also adapts to future demands. Book a demo of inquire about VISTA’s visitor management system today.
Frequently Asked Question:
- How does VISTA improve security?
VISTA enhances security with features like real-time alerts, access control, data encryption, and compliance with industry standards like GDPR. It ensures that only authorized individuals enter your premises and that all visitor data is securely stored.
- Is VISTA easy to integrate with my existing systems?
Yes, VISTA integrates smoothly with popular systems like Google Calendar, Microsoft Office, and other enterprise software, ensuring a seamless workflow and eliminating the need for manual data entry.
- Can VISTA be customized to suit my organization’s needs?
Absolutely! VISTA offers high customizability, allowing you to tailor workflows, check-in processes, notifications, and even branding elements to match your organization’s specific requirements.
- What support does Helixbeat provide for VISTA users?
Helixbeat offers dedicated customer support from 9 am to 6 pm, Monday to Friday. If you experience any technical issues or need assistance, you can rely on fast, expert help to resolve your concerns.
- How much does VISTA cost?
VISTA offers competitive pricing plans to suit different needs. The Starter plan starts at ₹1,500/month for up to 300 check-ins, the Professional plan is ₹2,500/month for up to 1,000 check-ins, and the Enterprise plan is ₹4,000/month for up to 3,000 check-ins. Custom pricing is available for unlimited check-ins,
- Can VISTA handle high volumes of visitors?
Yes, VISTA is scalable and can easily handle large numbers of visitors, making it suitable for businesses of all sizes. Whether you’re a small office or a large enterprise, VISTA adapts to your growth and increasing visitor volumes without any hassle.
- Does VISTA support multi-location management?
Yes, VISTA supports multi-location management, allowing businesses with multiple sites to manage visitor tracking across all locations from one central platform. It provides a unified dashboard for efficient monitoring and coordination.
- How does VISTA handle notifications for visitors?
VISTA sends real-time notifications to the relevant host as soon as a visitor checks in. Hosts receive alerts through email, SMS, or the VISTA app, ensuring they are informed and ready to greet their guests promptly.
