Visitor management is essential to any office building. An effective Visitor Management System (VMS) helps tenants create an impactful first impression on all their visitors, from valued clients to potential hires. And as a matter of security, the right VMS will help your building keep track of who’s coming and going daily.
Equiem One's Visitor Management System
With Equiem One's Visitor Management System, everyone from building managers to individual tenants can streamline the visitor check-in process and keep track of who is in the building at any given time.
In this blog, we will discuss the top five features of Equiem's Visitor Management System that make it an essential tool for office buildings. Check out this real-world example if you want to learn what Equiem’s VMS looks like.
1. Create appointments with ease
Equiem's Visitor Management System makes it easy for building hosts to create appointments for visitors. All they need to do is:
- Open Equiem One
- Click “Visitor Management”
- Click “New Appointment”
- Select the date and time of the appointment
- Enter the visitor's details
It's even possible to enter some helpful information about the purpose of the visit, which will be visible to the guest, receptionist, and building manager.
Visitor appointments are easy and intuitive to set up
The system automatically generates an email notification with all the appointment details, which is sent to the visitor. This makes the appointment booking process quick and efficient.
Building managers can also configure who can create Visitor Appointments within the app. Choose whether to give permission to all tenants and employees for wider control or restrict permissions to key tenant contacts. These permissions can be easily adjusted within the back end.
2. Keep track of upcoming appointments
With multiple appointments taking place daily, it can be easy to lose track. Fortunately, Equiem One streamlines this process as well. Once appointments have been created, building hosts can easily keep track within the "My Appointments" view.
Equiem One’s visitor management system offers a simple display of all your upcoming appointments
From this single screen, hosts can see:
- Visitor's name
- Date of the appointment
- Time of the appointment
- Purpose of visit
This feature allows building hosts to stay organized and prepared for their visitors' arrivals.
Building hosts will even get a notification when their visitor checks into the building, giving them plenty of time to roll out the red carpet, set up the meeting room, and cue the PowerPoint presentation to the first slide.
These notifications are only a small part of Equiem One's communication suite. Learn more about Equiem One's communication tools and how they work in practice.
3. Visitors receive an email notification with all the details of their appointment
Inviting guests to the office is a high-stakes game. Often, these visits create a lasting and powerful impression on the host. The process must be as simple as possible.
And that’s where automation comes in.
Guests receive an automatic email notification with all the details of their upcoming visit
When a building host creates an appointment, the visitor is automatically sent an email notification containing the essential details of their appointment.
This email includes:
- Date and time of the appointment
- Building host's name
- Purpose of the visit
This email is the first experience many guests will have of the host company and their building. Not only does this email help to ensure that everything goes smoothly on the day of the appointment, but it also reinforces the impression in the visitor’s mind that their host is professional and well-organized.
4. Know who is in the building and when
Equiem One's Visitor Management System provides building management and reception with real-time information about who is in the building and when.
This information is displayed on the dashboard and can easily be accessed by anyone with permission to view it. This feature helps to ensure the safety and security of the building's occupants and visitors.
Reception view offers a comprehensive overview of everyone with an appointment
Monitor the check-in status of every visitor with real-time check-in and check-out data for each appointment. When it comes to building security, this information is essential.
But the insights that building management can draw from this data will also prove valuable, affording a richer understanding of how each tenant uses the building.
Building management will also oversee which bookable spaces the tenant may have organized for their visitor.
5. Reception widget offers a quick overview of building activity
The reception widget offers a quick overview of building activity, making it even simpler to get a quick idea of how busy the building will be from one day to the next.
Get immediate insight into how busy the building will be on any given day
The widget is located on the home screen of Equiem One and displays a simple overview of the expected traffic for the upcoming two days.
This information can give reception and building management an idea of how much staff coverage they’ll need in the lobby. And if more detailed information is required, the “Access Reception” button will quickly open the full details of all these appointments.
A Visitor Management System you can count on
The features of Equiem One's Visitor Management System discussed in this article demonstrate how the system can make the visitor check-in process quick, efficient, and secure. Users at every stage of the journey benefit from a simple, streamlined system:
Building hosts benefit from a simple way to manage their appointments and features to improve their guests' experience
Receptionists and building management get powerful tools for monitoring building activity and security
Guests benefit from a smooth experience that removes the guesswork from attending a meeting in an unfamiliar building, creating a positive and lasting impression in their minds
Equiem One’s Visitor Management System is designed to feel intuitive and unobtrusive. The rich selection of features makes it easier than ever to welcome visitors and monitor how tenants utilize the building.