VISITOR PRE-REGISTRATION AND PRE-AUTHORIZATION FOR OPTIMIZING BUSINESS PROCESSES

VISITOR PRE-REGISTRATION AND PRE-AUTHORIZATION FOR OPTIMIZING BUSINESS PROCESSES

It can be challenging to manage the check-in process for your visitors, especially when you have a high volume of visitors, or a complex security system. You may have to deal with long queues, paper forms, manual verification, and other inefficiencies that can waste time and resources, as well as frustrate your clientele and staff.

This is why you need a visitor management system that allows you to offer visitor pre-registration and pre-authorization. Visitor pre-registration allows visitors to submit their information and check in for their visit online in advance. Visitor pre-authorization allows businesses to verify visitor identities and grant them access permissions before they arrive. By doing so, they can save time and hassle for themselves and for you. This enlightening piece, will explain how visitor pre-registration and pre-authorization work, and the benefits they can bring to your business and your visitors.

 How Visitors Pre-Registration and Pre-Authorization Work

Visitor pre-registration and pre-authorization are simple and convenient processes that can be done through a web portal or a mobile app. Here are the steps involved:

• Invite your visitors to pre-register and pre-authorize their visits by sending them an email or a text message with a link to the web portal or the mobile app.
• Visitors fill out a form with their basic information, such as name, email, phone number, company name, purpose of visit, date and time of visit, etc. You can also customize the form to collect any additional information that you need, such as photo ID, health declaration, NDA agreement, etc.
• Visitors submit the form and receive a confirmation email or text message with a QR code or a PIN code that they can use to check in at your office. You can also send them reminders or updates about their visit through email or SMS.
• Visitors scan the QR code or enter the PIN code at your reception when they arrive. The visitor management system will verify their identity and authorization status, and print out a visitor badge for them. Alternatively, you can use facial recognition authentication to identify and authorize your visitors.
• Visitors check out by scanning the QR code or entering the PIN code again at the reception when they leave. The visitor management system will record their departure time and update their visit history.

 Benefits of Visitor Pre-Registration and Pre-Authorization

Visitor pre-registration and pre-authorization can bring many benefits to your business and your visitors, such as:

• Providing efficient visitor pre-registration, by allowing visitors to pre-register online. You create a frictionless experience from the outset. Visitors can enter their information and purpose of the visit at their convenience, providing your staff with valuable data in advance. This information not only expedites the check-in process but also enhances your ability to provide personalized service.
• Reducing waiting time by eliminating the need for paper forms, manual verification, and other tedious steps that can slow down the check-in process. Your visitors can check in quickly and easily with just a scan or a tap.
• Enhancing security by ensuring that only authorized visitors can enter your premises. You can also set up controls to grant access to certain areas of your organisation, as well as track and monitor() the movements of people in your facility.
• Improving efficiency by automating the check-in process and reducing the workload of your reception staff. You can also integrate the visitor management system with your other systems, such as CRM, ERP, HRM, etc., to sync data and simplify workflows.
• Increasing customer satisfaction by providing a smooth and hassle-free experience for your visitors. You can also personalize their visit with customized messages, information, or offers. Visitors appreciate the convenience of pre-registering and pre-authorizing their visits, and they're more likely to have a positive image about your business.

• Improved Planning and Resource Allocation: By capturing visitor data through pre-registration, your business gains valuable insights for planning and resource allocation. You can anticipate visitor volumes, peak hours, and popular areas of interest, allowing you to allocate staff and resources accordingly. Additionally, visitor data collected during pre-registration can inform decision-making processes, such as marketing campaigns, facility management, and optimizing visitor experiences. Data-driven planning empowers your business to make informed choices and stay one step ahead of visitor demands.

 Conclusion

By using a visitor management system that allows for pre-registration and pre-authorization, organizations can work smarter and provide a better experience for their visitors. Visitor pre-registration and pre-authorization are features that can help you optimize your visitor management system and improve your visitor experience. By allowing your visitors to register and authorize their visits online before they arrive at your office, you can save time for them and for yourself. If you are looking for a visitor management system that can offer you these features and more, you can check out our website  or contact us to book a consultation, for your business needs.