Visitor management has always been an essential practice within organizations of all types, from corporate companies to hospitals to schools.
Not only does it allow them to keep track of any unaffiliated individuals on the premise, it helps them maintain a record of every client, job candidate, vendor, or personal visitor.
And as visitor management has transitioned from pen and paper sign-ins in a logbook to fully digital and cloud-based solutions, the process has never been more seamless, for both guests and organizations.
These systems have enhanced safety and security in a number of ways. But now, in the wake of the COVID-19 pandemic, it’s becoming an even greater focus. With more and more businesses and schools reopening, leaders are facing questions on how they plan to keep employees and students safe from exposure to the virus.
One of the most important things that businesses and schools can do is to have a digital visitor management system in place. Here are four reasons why.
Being Able to Schedule and Effectively Prepare for Visits
For as long as the virus continues, social distancing guidelines of remaining six feet apart from other individuals will likely remain the standard. And organizations resuming their operations are putting certain procedures in place in order to maintain it. This includes staggering work weeks or shifts, minimizing the number of students in a classroom, or installing sneeze guards between desks.
But when unscheduled visitors arrive, how would they affect these new dynamics? If they’re on-site when shifts are changing, and employees are required to leave and enter the premises a certain way to remain six feet away from each other, would they disrupt this transition? Would a room need to be cleared for them, so they have somewhere to wait for the person they are there to meet?
All of these possible issues can be avoided by having guests schedule their visits ahead of time. This gives organizations the ability to adapt to their visit without disrupting any set routines they have in place. Additionally, it ensures that workplaces don’t exceed safe occupancy levels.
Giving Guests the Ability to Safely Check In Without the Need for a Clerk
Conventional forms of visitor management require a front desk clerk or concierge to be available in order to register guests.
However, digital visitor management systems offer self-self service check-in kiosks that allow visitors to enter their information, sign any required documents, and receive a visitor badge—all without needing a clerk or concierge to be there.
In the age of COVID-19, any opportunity to eliminate the need for direct human contact helps to stem the spread of the virus and keep people safe.
Adding Health Check Questionnaires to Visitor Sign-Up Forms
Customizing your digital visitor management system to include questions surrounding visitors’ health, their possible exposure to COVID-19, and their recent travel agendas prior to granting them access to your organization’s premises helps to determine the risk represented by them.
Some of the questions you could ask include:
- Have you traveled to a country considered high-risk by the CDC within the last 14 days?
- Have you been exposed to anyone who has tested positive for COVID-19?
- Are you displaying any flu-like symptoms, such as a dry cough, fever, or muscle pain?
- Have you yourself been diagnosed with COVID-19?
Before developing your custom sign-in questions and policies for handling visitors based on their responses, please consult your state or local district for guidelines. Some localities now either recommend or require the screening of worksite visitors, so make sure you have a clear understanding of what specific instructions you should follow.
Alerting Others of Infection
Digital visitor management systems allow organizations to track and record every visitor and their details, which can include their contact information, when they were on the premises, and how long they remained on-site.
This data can be essential if a previous visitor alerts you that they have tested positive for COVID-19. You can then use your reports on this individual to notify employees, students, or other visitors who were present when this person was on the premises.
Alternatively, if an employee or student tests positive for the virus, you can use the contact information in visitors’ files to notify them about the infection.
By providing a way to safely accommodate on-site guests through scheduled visits, health screenings, and unattended check-ins, digital visitor management systems help businesses and schools enhance their efforts to prevent the spread of the virus.
In addition, they can provide the insights necessary to notify employees, students, and other guests of an infection, so that they can take the necessary measures to keep themselves and others safe and healthy.
In the era of COVID-19, this means that having a digital visitor management system is no longer a nice-to-have, it’s an absolute must.
Whether you’re looking for a visitor management system or need visitor badges to pair with an existing solution, Specialist ID has a wide range of products to suit your needs.
Check out our full selection of visitor management products here.