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Trusted by organizations worldwide
Upon arrival, guests register using a simple visitor management app at the reception.
Once visitors sign in, the visitor management solution automatically informs the host employee.
The visitor registration process is complete! Everything is stored in your visitor management logbook, including entry time, host, and all data you choose to collect.
Ensure a warm welcome to everyone who steps into your office. Offer your guests an exceptional visitor experience from start to finish.
Host employees can pre-register guests in the visitor management system. The front desk staff will check their details and confirm entry upon arrival. Alternatively, visitors can easily register themselves using a convenient digital reception application.
Arrival notification is sent to the host employee as soon as the visitor is registered at the front desk.
The application’s UI is easily configurable, so you can welcome visitors with a touch of your brand.
Ensure a warm welcome to everyone who steps into your office. Offer your guests an exceptional visitor experience from start to finish.
Host employees can pre-register guests in the visitor management system. The front desk staff will check their details and confirm entry upon arrival. Alternatively, visitors can easily register themselves using a convenient digital reception application.
Arrival notification is sent to the host employee as soon as the visitor is registered at the front desk.
The application’s UI is easily configurable, so you can welcome visitors with a touch of your brand.
Your office, your rules. Personalize every step of the visitor registration process.
Ensure you gather all critical information before granting access, seamlessly and securely.
Easily capture essential visitor information like name, company, contact details, car plate number, etc. Enhance record-keeping by ensuring all critical details are accurately logged and readily accessible.
Ask visitors to sign PDF documents digitally. It's a secure and efficient way to obtain signatures while reducing the need for physical paperwork and storage.
Request visitors to agree with specific rules or policies. This helps ensure everyone understands and follows important guidelines, making the workplace environment safer and more organized.
Prompt visitors to take a photo as part of their registration process. This helps create a visual log of visitors, which improves security and allows for easy identification in case of disputes or emergencies.
Require visitors to upload specific documents (photos or files). This feature streamlines the visitor verification process and reduces delays during check-in. Available only on desktop.
Even more customization options will be introduced in the upcoming releases. Stay tuned!
Accommodate diverse office building policies and collect visitor information necessary to stay in line with workplace regulations.
Adjust visitor management settings for each location to suit the different policies across multiple offices.
Accommodate diverse office building policies and collect visitor information necessary to stay in line with workplace regulations.
Adjust visitor management settings for each location to suit the different policies across multiple offices.
Access in-depth visitor analytics to optimize resource allocation and streamline front desk operations. Easily retrieve accurate records for auditing or reporting purposes.
Gain visibility into visitor traffic, host information, or check who was in the building on a particular date. Easily export data with just a few clicks.
Access in-depth visitor analytics to optimize resource allocation and streamline front desk operations. Easily retrieve accurate records for auditing or reporting purposes.
Gain visibility into visitor traffic, host information, or check who was in the building on a particular date. Easily export data with just a few clicks.
We highly recommend YAROOMS - it delivers everything that's promised. Great service and support, too. I like the constant development - every now and then, new features are added to the solution, and each of them seems to be helpful in one way or another.
YAROOMS makes the booking of shared spaces possible for everyone involved, thus it's instrumental to our meeting scheduling process, which has grown more autonomous. Reporting on booking and attendance data helps remove the guess work from our planning.
YAROOMS is very easy to use. We received amazing support from the YAROOMS team, and we implemented it in record time. The end-users love the technology.
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YAROOMS Visitor Management
Everything you need from a modern visitor management system.
Already integrated with your favourite desk & room booking, hybrid work,
and workplace analytics solutions.
Choosing a robust visitor management system for your office is no small feat..
We collected a few insightful resources to help you identify your needs and navigate the sea of options.
Continue your research:
Answering the most popular questions about visitor management systems.
A visitor management system (VMS) is a technological solution designed to oversee and streamline welcoming and monitoring guests within a facility or organization. It is a digital sign in app that facilitates visitor check in process at the front desk, authentication, and tracking of guests, ensuring heightened safety and a seamless visitor experience. Typically integrated with features such as visitor identification, badge printing, and automated reporting, these systems play a crucial role in enhancing overall security protocols, maintaining accurate visitor records, and optimizing the management of guest flow within a given space.
An excellent example of a visitor management system is YAROOMS, a highly regarded workplace platform known for its efficient and user-friendly approach to managing visitors on site.
YAROOMS Visitor Management System provides a comprehensive range of features, including visitor pre-registration, digital check-in, and automated notifications to hosts. It emphasizes the seamless integration of scheduling and visitor management, allowing organizations to streamline their operational processes effectively.
With its intuitive interface and diverse functionalities, YAROOMS VMS is a leading solution for businesses and institutions aiming to enhance visitor management procedures.
A visitor management system (VMS) works by automating and streamlining the process of managing visitors to an organization, ensuring efficiency, security, and a smooth experience. The process begins with visitor registration, which can be done through pre-registration or at the front door using various check-in options, such as contactless methods or kiosks.
Upon arrival, visitors provide their details, which are securely stored and processed in the system's logbook, ensuring data security. The VMS may issue ID badges, or QR code passes for easy visitor screening and to regulate access control. Notifications are immediately sent to the host, providing them with immediate access to visitor information and updates about their guest's arrival.
During the visit, the system can track visitor activity, track movements, and provide real-time reporting, contributing to security and compliance. Additionally, the VMS supports the generation of automated reports to analyze visitor patterns and maintain accurate records.
When the visit concludes, the visitor is prompted to check out, ensuring that the system updates its records. This process enhances security and business processes and allows organizations to respond swiftly in scenarios requiring emergency notifications or detailed reporting. By integrating these features, the VMS ensures a safe, organized, and efficient visitor experience.
Yes, a visitor management system can significantly enhance the physical security of your building. By requiring visitors to check in upon arrival, it creates a record of who is on-site at any given time. Incorporating features like identity verification, scanning against restricted or blocked lists, and issuing visitor badges can help ensure that only authorized individuals gain access. Furthermore, the system can send alerts to relevant personnel if someone attempts to bypass procedures or exit unauthorized areas. These measures help deter potential threats and provide better visibility and control over building access, creating a safer and more secure environment.
A visitor management system is indispensable for organizations and institutions aiming to enhance security protocols through access control, streamline visitor experiences, and maintain efficient reception operations.
Businesses, particularly those with high visitor traffic, can benefit from visitor management software to ensure smooth check-in processes, monitor guest activities, print badges, and manage person access to secure areas.
Educational institutions can utilize these systems to ensure access control and enhance student and school safety. Similarly, healthcare facilities can implement visitor management systems as access control systems to sensitive areas and maintain patient privacy.
Furthermore, government offices, cultural institutions, and event venues can utilize visitor management systems to manage crowds, ensure efficient ticketing, and enforce safety measures.
Overall, implementing an automated visitor management software can significantly benefit any entity that prioritizes safety, streamlined operations, and creates a positive experience for visitors.
Creating a visitor management system (VMS) involves several key steps to ensure its functionality and effectiveness. First, it is crucial to define the specific requirements and objectives of the system, considering factors such as security levels, user interface, and integration capabilities.
Second, outlining the features and functionalities needed, such as contactless check-in processes, badge printing, access control, and host notifications, is essential for comprehensive planning.
Third, the VMS development process involves:
Designing the user interface and experience (from brand logo to registration process and block lists)
Integrating necessary hardware (digital reception devices, kiosks, visitor badges) and software (access control system, management software) components.
Implementing security protocols to safeguard visitor data.
Additionally, testing the visitor management system thoroughly to identify and rectify any potential glitches or vulnerabilities is imperative before deployment.
Lastly, continuous monitoring, updates, and user feedback incorporation are vital to enhancing the VMS performance and adapting it to evolving organizational needs, personnel, and technological advancements.