Three things you might not know about automated visitor management systems

Three things you might not know about
automated visitor management systems

Just as people are swapping pens and notepads for smartphones and tablets, many companies are replacing outdated sign-in sheets and generic name tags with sophisticated visitor management systems. Aside from the obvious benefits of improved safety and increased efficiency, these new systems offer some surprising features.

For instance, did you know visitor management systems can . . .

Learn how the LobbyGuard Visitor Management system works

LobbyGuard systems enable comprehensive background screening, full regulatory compliance, and real-time global line of sight to all visitors across a client’s facilities.

For instance, did you know visitor management systems can . . .


  1. 1. Run instant background checks?

While most people are aware that automated visitor management systems can simplify the sign-in process by accurately screening visitors, creating an automatic record and printing out an ID badge with a photo, date and timemany companies are not aware that this software can also run background checks quickly and easily. The system scans a visitor’s government-issued identification and checks their identity against sex offender registries and criminal records databases, which is nearly impossible to do manually.


Unfortunately, it has become increasingly clear that the workplace itself is not impervious to threats. A receptionist might recognize a dismissed former employee, but would he or she be able to identify an estranged employee spouse under a restraining order? A manual sign-in system, even one that requires a photo ID, provides your staff with no information about a person’s background. On the other hand, an automated visitor management solution can protect your employees from potentially dangerous individuals quickly with minimal time and investigative effort from your staff. To help keep your employees safe, visitor management software allows you to input the names of banned individuals into your system. You can also create a customized list of recipients to notify via text or email if such a person attempts to enter the building.


  1. 2. Be customized to your company’s unique needs?

In addition to adding the names of banned individuals, automated visitor management software allows you to customize the system to meet your company’s individual needs. For example, many systems offer visitor kiosks to fit any environment or budget, including touchscreens, as well as audio and visual prompts. Or, if you have your own equipment, the software can be purchased separately. In fact, you can turn your tablet or PC into a free-standing visitor sign-in kiosk.


If you have several entrances or even multiple locations, most systems can connect with your network to accommodate multiple kiosks. You can also customize your workflow, by creating “visitor types” – guest, employee, contractor, delivery driver, etc. The software enables you to create specific questions for each type of visitor, as well as providing options for viewing visitor data and creating reports—reports which are often necessary for compliance with ITAR, FSMA, CTPAT, and AS9100 regulations and standards, to name just a few. Also, frequent visitors to your company can be placed on an expedited sign-in list for both speed and convenience..


Another adaptable feature is multilingual support. Visitors can sign in and out in several languages, including Chinese (Traditional), Chinese (Simplified), English (UK), French (France), French (Canada), Spanish (Spain), Spanish (Latin America), Hindi, Kannada, Japanese, and, of course, English.


  1. 3. Use a mobile app to allow visitors to sign in?

It seems there is an app for everything these days, including visitor management systems. Some software systems enable secure sign-ins directly from a visitor’s smartphone, with no need to interact with the kiosk. Visitors simply complete your customized sign-in process, including instant background checks, ID scanning and badge printing, from any Android or Apple smartphone. Because this reduces time by bypassing the kiosk, it’s perfect for special events or high-traffic times.


Apps offer convenience without sacrificing security.


Isn’t it time to update and streamline your company’s visitor management? These automated systems are simple yet powerful solutions that accelerate the visitor sign-in process, increase security and significantly improve record keeping. They also send a message to both your employees and customers that safety is a top priority for your company.

If you’d like to explore your options for the latest in visitor management systems, call LobbyGuard at 1-888-231-7487 or visit us at We offer free consultations and product demonstrations.


  • (866) 905-6229