What Are the Visitor Management Steps and Techniques? | ZapioVMS

COVID-19′s global effect ushered in a new age in which businesses, particularly those with physical offices, were forced to make significant and – in many cases – long-term adjustments to their operations.

Every business organization have visitors. Some of them are customers, salespeople, candidates who came for interviews going in and out all day. The ways in which offices handle guests are as diverse as the organizations themselves. For some, the guest check-in procedure is structured and professional. Managing visitors is a very difficult task for others. There are several parts of the guest handling procedure that are universal, regardless of the visitor management system. Most are completed so fast that virtually little attention is given to the process. Each step, on the other hand, is critical to the smooth operation of your company, the security of your workers and data, the comfort of your visitors, and, most importantly, the system efficiency of hours invested. The visitor management solution providers like Zapio technology with their ZapioVMS app ensures your company security, employee management, the latest information and data right at your fingertips.

In this article, we’ll go over all you need to know about visitor management, including why having a digitized visitor record in the office is vital. The ZapioVMS offers real-time remote access and insight because it is a true cloud-based visitor management system in Dubai.

Step- 1 Recognizing visitors

Every business has its own method of identifying visitors, which can range from extremely hands-on and labor-intensive to receiving automation. For optimum impact, certain approaches can be combined.

Step-2 Identifying visitors

How can you find out who your guests are and what their business is when they arrive at your place of business? The identification of visitors is a crucial part of the visitor management system process. You can build a fantastic visitor experience after you have this crucial piece of information.

And one is to remember that visitors are with different purposes.

Only when you’ve figured out who the visitor is and what they’re looking for can you and your company get back to work.

Step-3 Signing in

Whether you need guests to sign a paper or digital visitor logbook depends mainly on your organization’s regulations and conventions, but there are significant advantages to doing so. Visitors are unpredictable. Visitors are required to sign in, which works as the first line of defence against would-be criminals — those who would hurt people or steal data – by making them think twice about leaving a trail of evidence.

At a bare minimum, a solid, secure sign-in procedure will need the following information from guests:

-First and last names are required.

-They represent a company or an organization (if applicable).

-Their visit was for a specific reason.

-Name of the visitor’s host, employee, or contact person.

A smooth visitor check-in procedure demonstrates to your visitors that they are not an afterthought, but rather an integral component of a well-run business.

Step-4 Getting in touch with the host

Getting business done requires real-time reception alerts that connect visitors with the right host. You want your guests to feel at ease and depart with the sense that your workplace is well-run. Getting in touch with their host quickly and effectively helps everyone to focus on the vital task of achieving the goal of their visit.

Step-5 Checking out

Simply said, checking out of your venue is the last action a guest should do before departing. It’s simple to miss once the business tension has passed and everyone is mentally reviewing the visitor moving on to their next activity. Nonetheless, this crucial stage in the visitor management process provides your company with a level of security that would be almost difficult to accomplish without it.

Step- 6 Visitor records

After a set period of time, digital records can be preserved or destroyed automatically. Even if you never remove the data, they will take up so little space that preserving them will be a breeze.


The final stage in a complete visitor management strategy is to keep a visitor record, ideally in digital form. A visitor is welcomed, recognized, signed in, introduced to the host, and then signed out. The log of these visits is then filed away for the benefit of all the various parties who may want it. It’s the last piece of the puzzle for a good visit and a smooth procedure.

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