Nailing the visitor sign-in process

April 14, 2020

A welcoming visitor sign-in process sets the tone for the experience guests will enjoy at your business. It also ticks a whole host of boxes in terms of workplace safety, data gathering, and security.

A main priority of that sign-in process should be ensuring it is streamlined, easy to navigate and suits the needs of both the business and the guests frequenting it.

Here are the top five tips to ensure that process works.

Group your visitors

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Every business will have different types of visitors attending their site, and your visitor sign-in should be adapted to reflect their different needs.

 

Common types of visitors include:

  • Staff – Who may be required to sign-in to keep an accurate record of who is on-site in case of emergency.
  • Tradespeople – Who attend the site to carry out repairs. They may require specific licences to attend and may also need to acknowledge the businesses’ workplace health and safety policy or be made aware of restricted areas prior to entry.
  • Delivery personnel – Who might just need to sign in and out quickly while noting who they are delivering to.
  • Government authorities – Who may visit the business in a licensing or auditing capacity. Their visits will need to be recorded for your business records.
  • Clients – Who visit to meet with representatives of your business. Keeping a ledger of who these people are, where they are from and how often they visit helps the business better tailor services to meet their needs and also reflects key metrics of an enterprise.
  • Service providers and suppliers – These guests will attend for things like cleaning, training or stock delivery. Keeping a record of them assists with business efficiency and helps an enterprise manage traffic flow.

 

Grouping your visitors allows you to tailor the sign-in process to them, acknowledging the reason for access. It ensures policies of your business are adhered to, workplace standards are maintained, and security requirements are met.

The type of visitor can then be reflected on the visitor badge that is printed out and used while the guest is on-site.

Guidelines and agreements

Once you have grouped your visitors you can implement agreements and guidelines that they need to adhere to throughout their visit.

For example, a tradesperson may need to acknowledge they have the required licences or have undergone an on-site induction.

A service provider may need to sign a non-disclosure agreement to indicate they will not share details of a meeting, while a client touring your facility might need to be made aware of restricted areas, or safety apparel that needs to be warn for specific zones.

A visitor policy

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Regardless of the reason for their visit, all guests should be made aware of your organisation’s visitor policy.

This incorporates information like:

• Required attire for workplace health and safety
• Restricted areas
• Evacuation procedures
• Food safety policies (if applicable)
• Rules on photography, video recording, and audio recording on-site
• Any non-disclosure requirements

Data management

Although data is a valuable business commodity, it can’t be collected without good reason. Guests will need to give permission for that data to be collected and made aware of how that information will be stored and used.

SwipedOn explains there are three common reasons businesses are allowed to collect data. These are:

  • Physical security procedures
  • Data security procedures
  • Health and safety procedures

Part of your sign-in can include an agreement about data collection that visitors digitally acknowledge, along with information about how your business will store and use this in the future.

At this point you can also have them opt-in for marketing and communications from your business.

Meanwhile, securing this data is imperative, and guests should be made aware of exactly how your business protects their privacy.

Business VIPs

The best visitor sign-in software will allow some guests to pre-register before attending a site, and this can be invaluable in ensuring all requirements are met before a guest arrives.

It not only streamlines the process and ensures the professional ethos of your business is maintained but can also serve to improve safety and security.

For example, some guests, such as tradespeople might need to complete an induction prior to entry, while others might need to sign non-disclosure agreements.

Completing these in advance of attending saves valuable time and ensures they have all the information they require to be permitted entry.

Then when they arrive, all they need to do is present to reception and say their name to be granted entry.

The final word

More and more businesses are embracing technology when it comes to visitor sign-in. Used in conjunction with a warm welcome from reception staff, an automated system helps improve the safety, security and professionalism of a business, while also facilitating better record management.

The key to automated sign-on, however, is to ensure the process ticks all the right boxes in terms of a streamlined experience tailored to both your business and visitor needs.

See our range of tablet holders suited to visitor sign-in here.

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