First impressions matter – and nowhere more than the reception area of an office. It’s the first point of interaction that shapes tenant impressions, drives operational efficiency, and upholds security standards. But many buildings are still stuck in the past, relying on manual logs, paper register books, and inefficient systems. A digital visitor management system improves operational efficiency, gives us valuable data insight, and strengthens security.
Why digitisation is unavoidable
Commercial real estate leaders cannot ignore its mobile-first workforce. Research shows that workplaces that are seen as ‘pioneers’ in adopting mobile technology saw overall positive effects. Satisfaction rose by 23%, loyalty by 21%, creativity saw 18% spike and productivity by 16%.
Rethinking the visitor management system
The lobby is the place where visitors form their first impressions. Ensuring minimal hassle leads to positive engagement without compromising on security. Here are some of the essential features for a modern visitor management system.
Seamless pre-registration & approvals
A digital VMS enables a host from a tenant office to pre-register guests, send invites, and generate digital passes in advance. This reduces wait times at the front desk and ensures a smoother check-in experience.
Real-time visitor tracking
Facility and security management teams as well as tenant office admins gain full visibility of who is on-site at any given time. Real-time tracking improves security monitoring and helps in managing peak visitor flows.
Smart notifications & alerts
Automated alerts keep hosts informed the moment their guests arrive. Security teams can also be instantly notified of any unusual or unauthorized entries.
Integrated access control
A robust VMS syncs seamlessly with access systems like gates, turnstiles, elevators, and parking. This creates a frictionless entry experience while ensuring strict security protocols.
Compliance & audit trails
Every visitor interaction is digitally recorded, making it easy to maintain audit trails for compliance, safety drills, or investigations. This reduces the risk of manual errors.
Customizable visitor journeys
Different visitor categories – clients, vendors, delivery personnel – have unique needs. A smart VMS can customize workflows for each type, ensuring efficient handling without compromising security.
Analytics & insights
Data from visitor logs can be analysed to identify peak hours, optimise staffing, and improve front desk operations. These insights help facility managers plan better and elevate service delivery.
Reinventing the workplace VMS with ANACITY Business
Here are some of the features offered by ANACITY Business:
- Visitor pre-approvals: A host from a tenant office can pre-approve entry for visitors and send them a digital invite. Visitors can simply scan this at the lobby for quick entry.
- Digital records: Visitor entries are recorded automatically. As digital records, these are less prone to human error or damage while easily retrievable when required. These records are also vital in carrying out visitor data analytics.
- Notifications: Host gets real-time in-app notifications when a visitor enters. In the case of walk-in guests, they can approve or reject entries.
- Multi-point entry: The VMS is designed in a manner that the visitor can use the same authorisation at multiple points, from the gate to lifts to individual offices.
- Separate user flow: The backend system is designed to account for different types of visitors to ensure an expedited journey.
If you want to learn more about our ANACITY Business, get in touch with us at support or call 80886 11229.
