How ID Scanners Can Help With Visitor Management

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Many establishments use visitor management systems to track their patrons. This has become especially popular due to COVID-19, with the ubiquity of QR codes and online sign-ins. ID scanners are used with more complex visitor management systems, but there are still places that ask visitors to sign in via a paper log book. This method is seen as being quick and easy, but it provides very little security, and the information is there for anyone to see. ID scanning can make this process much more secure.

There is a specific process to most visitor management systems:

  1. ID scan
  2. Print badge
  3. Data analysis

The first stage is crucial to the process and helps eliminate the difficulty of keeping track of past and present patrons. The system, once in place, will recognize whether a visitor has been there before and a quick search will uncover all the information needed to print out a badge for the day. If not, their ID can be scanned and information such as their name, age and address will be uploaded into the system. 

Identification is such a large part of security, if someone has been banned or is using an invalid license, the scanner will pick this up. Security isn’t the only way ID scanners help with visitor management. Read on for some other ways an ID scanner can help, including some points to consider in terms of visitor confidentiality and other related concerns. 

Professionalism

Having an ID scanner can help professionalize your visitor management system. With a more efficient approach, the whole check-in process can be more easily organized and streamlined, plus, you can provide high quality ID tags or badges with accurate identification information for all visitors. (1)

With 94% of respondents in a 2020 survey stating that having a proper visitor management system increases efficiency, you can forgo the use of a paper log book and dealing with missing pens, or information not being written down correctly. All you have to do is choose a digital system and hook up an ID scanner as part of the process. (2)

Security

The reliability and accuracy of ID scanners can help with the security of an establishment or event. It can enable organizations to identity who is in their facility. It can also help create watch lists, banned lists, or screen against any unwanted visitors. According to a 2020 visitor management report, the importance of having a visitor management system was rated 8.6 out of 10. Businesses and organizations are looking to ID scanning to help implement security with their visitor management system. (2)

While an ID scanner won’t pick up things like records or warrants, the collection of data and information gives you the control over who is given access to the establishment and who isn’t. If you’re running a business conference and you’re using a digital visitor management system, aided by an ID scanner, you can have better control over security. If someone is removed, or someone who is not registered tries to get in, having scanned their ID, you have all the information you need to both keep a record or to hand into the authorities if the need arises. 

Visitor information

When you can capture detailed visitor information you can more accurately distinguish between different types of visitors. An ID scanner will pick up things such as name, age, date of birth and address. Add this to the information you ask for from your visitors through your visitor management system, such as length of visit, and you can do a better job of categorizing a visitor. 

After an initial sign in process, if a visitor is going to be coming back for a long period of time, the only thing they would need to do subsequently would be to scan their ID. With all the information already in the system, it’s just a quick identification check and a badge can be printed without needing any new information. 

Data collection

Some organizations can use the information they collect through visitor management as data. They can analyze visitor data looking at specifics such as age and demographics. It could be important to establish how many times someone has entered the establishment, how old they are, or where they’re from. (3)

For organizations that run conferences or conventions, this data can be used to nail down marketing strategies for the future events. They might find that while targeting established businessmen in their forties, there were a significant amount of young, female, entrepreneurs in their twenties who attended across multiple days. 

This data can help you craft strategies and implement tactics that those who without such a robust system will be unable to match. 

Visitor safety

It’s important to note there are downsides to using ID scanners, and some people can feel uncomfortable and inconvenienced by the process. There is an increased concern for data protection as well, but there are still measures you can put in place to put the visitor at ease. (2)

You can choose not to store private information to ensure visitor’s safety, as there is a risk involved since digital security can be breached. Some people also don’t like the idea of a possible third party seeing their information. Simply make clear upon arrival that this won’t happen and offer a choice whether or not they wish for their information to be stored. If you need to store data for any reason it’s a great idea to set up a twenty-four-hour reset, or only store things such as a patron’s name and the date they arrived.

Ensure all employees understand the check-in process and make sure to put visitors at ease by being transparent with them about the visitor management system and why and how an ID scanner is being used. 

Virtual sign ins

Digital, at home scanning options can also help streamline virtual sign-in processes. You can simply and easily verify someone’s identity by having a digital visitor management system online. Cisco predicted that by 2021, 94% of all computer instances and workloads will be processed in the cloud. Not to worry though, when using virtual sign-ins, you can still set up a system that ensures the data being collected won’t be shared or stored in a public place. (4)

Takeaways

ID scanners can help to streamline the sign in process for an organization or establishment and can add an extra tone of professionalism. The safety and security of both your place of business and your visitors should always be a priority. Ensure your visitors know exactly what is going to happen to their personal information and offer them a choice. Keeping all of the above in mind, an ID scanner can help immensely with visitor management. 

 

References

  1. “The 2020 Visitor Management Report,” Source: https://tractionguest.com/wp-content/uploads/VMS-report-2020.pdf
  2. “What is visitor management and why it matters to business?” Source: https://www.sine.co/blog/what-is-visitor-management/
  3. “Top 4 Things You Need To Know About ID Scanners,” Source: https://scantek.com/top-4-things-you-need-to-know-about-id-scanners/
  4. “Visitor Management System Evolution 2020: Survey Analysis,” Source: https://www.vizitorapp.com/blog/visitor-management-system-evolution-2020-survey-analysis/

 

 

 

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Jennifer Evans
President, @B2BNewsnetwork (launched Nov 2014). Content, community and analytics obsessed. Inventor @squeezecmm. Past chair, @itac_online @whiteribbon