Managing visitors is a critical aspect of ensuring safety, security, and smooth operations within any organization or facility. A well-structured visitor management process helps maintain control, monitor visitor activities, and prevent unauthorized access. Our visitor management system excels in this area because of the structured nature of the process.
In this guide, we will walk through two types of visitor management processes: one without pre-registration and the other with pre-registration. Both methods ensure a seamless check-in experience while maintaining high levels of security.
Visitor Management Process Without Pre-Registration
In this scenario, visitors arrive at the facility without prior registration or notification. The check-in process is initiated from scratch when the visitor arrives at the security gate.
1. Visitor Entry Without QR Code
Since the visitor has not pre-registered, they will not have a QR code for a swift check-in. Upon arrival, they will be directed to security personnel or the reception desk for manual data capture.
2. Security Selects Visitor Category
The first step is for the security personnel to identify the visitor’s purpose. This could be categorized into different groups such as vendors, clients, employees, or contractors. This categorization is important to track and assign the appropriate access level.
3. ID Verification and Data Capture
There are 5 types of visitor authentication methods in Entry2Exit visitor management system. One of them is ID or Passport. The visitor’s Emirates ID or passport is scanned to verify their identity. This ensures accurate documentation and also helps prevent unauthorized access. The scanned ID captures important personal data, such as name, nationality, and photo.
4. Capturing Visitor and Visit Data
Once the ID verification is complete, additional details like the purpose of the visit, the host’s name, and the duration of the visit are collected. This data is stored for tracking purposes and can be useful in case of future audits.
5. Visitor Photo Capture
Security personnel then take a real-time photo of the visitor. This step ensures that the person who checked in is the same person who is exiting the premises, which can help prevent identity fraud.
6. Optional: Health and Safety Questionnaire and Induction Program
For some organizations, particularly those in industrial or health-sensitive sectors, a health and safety questionnaire or induction program might be required. Visitors are asked to fill out a health form, and in some cases, attend a brief induction on safety protocols before gaining access.
7. Check-In Completion
Once all the steps are completed, the check-in process is finalized. At this point, SMS or email notifications can be triggered to inform the host, visitor, and reception about the visitor’s arrival. This notification helps coordinate the host’s response and ensure a smooth handover from security.
8. Visitor Lanyard and Badge
A lanyard with a badge number and color code is assigned to the visitor, indicating their category. The badge can be tracked using a visitor management system like Entry2Exit, ensuring full traceability of the visitor’s movements within the facility.
Administrative Flexibility
Administrators can customize and edit visitor categories, making the check-in process adaptable to different organizational needs. The entire process is monitored and recorded for future reference, enhancing both security and visitor experience.
Visitor Management Process With Pre-Registration
Pre-registration streamlines the check-in process, significantly reducing waiting times and manual data entry at the gate. There are three main types of pre-registration processes, each tailored to specific situations.
Type A: Host Sends Invitation to Visitor
In this method, the host (also known as the requester) initiates the visitor registration process.
- Host Logs into Entry2Exit Portal
The host coordinator or the front desk visitor manager uses the Entry2Exit portal to input the visitor’s details, such as name, company, date of visit, and purpose. - Email Invitation with QR Code
After submitting the details, the visitor receives an email invitation containing a QR code. This code is essential for a faster check-in at the security gate. - Security Overview of Expected Visitors
Security and reception personnel can view the list of pre-registered visitors, filtered by date and department, directly from the portal. This allows them to anticipate and prepare for the arrival of guests. - Check-In Process with QR Code
Upon arrival, the visitor presents their QR code, which is scanned by security. The visitor and visit data is automatically retrieved from the system, and the check-in is completed without any manual input.
Type B: Visitor Requests Invitation
In this process, visitors initiate the request for access themselves, subject to approval by a coordinator.
- Visitor Requests Access via Link
Visitors are provided with a link, either on the organization’s website or via email, where they can request access. They will need to submit their personal and visit details. - Approval by Coordinator
The coordinator, and if necessary, a second-level approver, will review and approve the request. Once approved, the visitor is sent a confirmation email with QR check-in details. - Check-In with QR Code
On the day of the visit, the visitor presents the QR code at the security gate for a quick check-in. All details are pre-populated, making the process faster and more efficient.
Type C: Visitor Event Registration (Approval Not Required)
For events or occasions where large numbers of visitors are expected, a more simplified pre-registration process is used.
- Direct Registration Without Approval
Visitors can directly register for the event using a self-registration link. Approval is not required for access to these events. - Confirmation and QR Code
After registering, visitors will receive a confirmation email and QR code for entry. Security can scan this code for a swift check-in upon arrival. - Streamlined Check-In
Upon scanning the code at the gate or a self-service KIOSK, the visitor is immediately checked in, with no additional manual steps required.
Pre-Registration Check-In Process
Once the visitor arrives at the facility with a QR code, the check-in process is streamlined.
- QR Code Scanning
At the security gate, the QR code is scanned, automatically retrieving the visitor’s personal and visit details. - Completion of Check-In
The system populates the required information, and the check-in process is completed in seconds.
Additional Features
- Recurring Visitors Management: Admins or Security Managers can manage lists of active visitors who require recurring access.
- Pre-Printed Badges: Badges can be printed in advance with QR codes for high-frequency visitors, reducing wait times even further.
Conclusion
By implementing a structured visitor management processes like Entry2Exit, organizations can maintain tight security, improve visitor experience, and streamline operations. The combination of manual and pre-registration processes offers flexibility to meet different needs, ensuring both safety and convenience.
