SMaRT VMS for the Workplace & Campus
There are many facets to visitor management, from pre-registration, data capture and welcome, to access, monitoring and compliance. By transitioning to a SMaRT system, organisations can streamline these processes for increased accuracy, efficiency and security, and enhance the visitor experience. A typical visitor management system (VMS) can meet multiple requirements, such as:
SMaRT pre-registrations: Registration online before arrival allows for 2-way information pertinent to a visit and reduced time for check-in on arrival.
Automated sign-in system: Data collection is simplified allowing for quick, easy and accurate registration whilst minimising entry time.
Enhanced security: ID verification, background checks and access control procedures address safety and security, whilst a system can also integrate with an emergency response system allowing for quick lockdowns.
Notifications: Promptly inform hosts of visitors’ arrival and notifications to visitors for improved coordination and experience.
Real-Time Monitoring: Observe visitors’ whereabouts and movements for security, comfort and optimal space utilisation.
Customisable Workflows: Meet specific requirements for pre-visit correspondence, such as NDA gathering and badge printing.
Compliance & Data Privacy: Protect visitor information with encrypted data, store in compliance with information security regulations and provide audit trails.
Reporting & Analytics: Gain insightful knowledge about visitor trends and traffic patterns to better manage visitor flow.
Improved Visitor Experience: Personalised welcomes, a user-friendly interface and wayfinding support all add to a memorable experience and impression.
Integration & Adaptability: SMaRT systems are adaptable to meet the needs of changing or growing requirements and can relate to existing security and access control systems.
The requirements of a VMS vary extensively according to the setting. For example, a university hosting open days when large crowds need to be swiftly processed, contrasts with a corporate office receiving lower numbers of visitors. Read about the deployment of a VMS by NuXform here.
There are also different options to consider in terms of the technology employed.
Hardware vs Software Visitor Management Systems
According to your building’s requirements, space availability, budget and infrastructure, there are different benefits and challenges between hardware and software solutions:
Hardware - Digital Kiosks
Benefits:
Suited to large offices or large multi-tenanted offices
Built-in printer to enable printed visitor pass where required
Streamlined check-in process for large volumes of visitors
Digital wayfinding on a large screen
Check-in process can be integrated with access control system for secure access
Reduces administrative costs
Allows reception & guest services team to focus on the overall user experience
Branded design
Direct contact with team member if needed
Scope for add-on uses such as: space booking, company advertising, events, traffic & travel info, smart locker booking, security & safety information.
Challenges:
Initial hardware & ongoing maintenance costs
Space requirements
Cable & infrastructure requirements for connectivity
Ongoing software updates to equipment may be restrictive
Smaller hardware options also exist. These often require items such as touchscreens, iPads / tablets and stands and can be used for a similar but scaled back version of the larger hardware solutions.
Hardware - Tablets
Benefits:
Ability to be connected to a badge printer for printed passes when required
Smaller design footprint
Scalability to increase number of tablets
Streamlined check-in process
User-friendly & intuitive touchscreen interface
Check-in process can be integrated with access control system for secure access
Reduces administrative costs
Allows reception & guests services team to focus on the user experience
Challenges:
Initial hardware & ongoing maintenance costs
Cable & infrastructure requirements for connectivity
Requirement for reliable internet access & devices to use the system effectively.
Software-Only
Software-only VMS are the most prevalent solution. They typically run on a web or mobile application without the need for additional hardware, such as kiosks or badge printers. They allow visitors to sign in, register and potentially receive badges through their own device.
Benefits:
Suitable for any environment
Lower set-up cost vs hardware solution
Ideal for use where space is at a premium
Flexible check-in process that can be integrated with an access control system for secure access, or activated by a displayed QR code
Reduces administrative costs
Allows reception & guests services team to focus on the user experience
Software updates for bugs or enhancements can generally be deployed quickly without hardware integrations.
Challenges:
Limited ability to print a visitor pass
Likely reliance on visitors to use their own device for check-in which may not be as streamlined or professional
Potential for confusion for the visitor journey
Requirement for reliable internet access & devices to use the system effectively.
VMS at Unity Place
Unity Place in Milton Keynes is a multi-purpose facility that combines business, leisure and community. It’s a pioneering model for sustainable architecture, community integration and advanced SMaRT technology.
It is also home to Global Bank's new headquarters which represent a thriving, eco-friendly and technologically advanced workspace. NuXform played a pivotal role in incorporating SMaRT technologies into Unity Place’s infrastructure, including the visitor management component as part of a wider purpose-built campus mobile application.
Due to the flexibility with requirements, the deployed VMS is a fully digital solution designed to enhance the guest experience. It features a smart app for seamless registration, customised email templates aligned with the brand, and digital check-in kiosks integrated with the building's access control system, enabling entry via a branded QR code. The system also includes automatic notifications to relevant parties upon guest check-in, ensuring efficient communication. This streamlined approach allows the guest services team to focus on delivering an exceptional user experience.
The flexibility of the solution also enables the scope for implementation of digital visitor management experiences at the client's smaller offices, where a software-only approach can be seamlessly integrated with a permanent reception desk. This setup can include automatic notifications to relevant staff, ensuring efficient visitor handling across all locations.
To discuss a project or VMS please get in touch with us at hello@nuxform.com
