Visitor Management System
Workspace Manager includes a fully integrated Visitor Management System, which automates the processing of visitors upon arrival at reception, allowing your staff more time to greet them in a relaxed and professional manner.
Visitor management starts with the meeting reservation
Workspace Manager helps you to start managing your visitors from the moment the meeting is planned. During the process of booking a meeting room and adding attendees to the reservation, Workspace Manager gives you the opportunity to assign which meeting attendees will be external visitors. The visitor's contact information can be stored and easily accessed by the meeting host, meeting attendees and reception staff.
Automatic meeting confirmations for visitors
Once the meeting is confirmed, the visitor will be sent automatically, a confirmation of the meeting details and an iCalendar file to import into Microsoft Outlook, or their calendar application. If a meeting room booking is amended or re-scheduled, the visitor will be notified automatically of the changes by email.
Stand-alone Visitor Management System
Although visitor information can be managed from within the meeting room reservation screen, visitors can also be added to the system in the Visitor Management module of Workspace Manager. The same information fields are available including the option of uploading a passport sized photograph of the visitor for enhanced security. The visitor information and photo is stored in Workspace Manager to re-use for subsequent meetings.
Receptionists can access this area of the system to prepare for the visitors arrival. This includes printing the security ID badges in advance or upon their arrival and signing-in / signing-out the visitors. This eliminates the paperwork that is often necessary, leaving your reception staff to greet your visitors in a relaxed and professional manner.
Automatic notification of the visitor's arrival
As soon as the visitor has been signed-in, Workspace Manager's visitor tracking software will discretely notify the host of their visitor's arrival. This can be done by email or SMS text message. The notification can include a photograph of the visitor to help the host easily identify their visitor waiting in reception.
Self service sign-in
Both pre-assigned visitors and unexpected visitors can be quickly signed-in by the receptionist. For organisations who allow visitors to self register, they can sign-in at conveniently located kiosks using Workspace Manager's touch screen kiosks.
Integrated visitor tracking software
The visitor management system keeps a record of all visitors sign-in and sign-out actions helping your reception staff to identify who is in the building at any given time. A detailed visitor Roll Call report can be printed with just a few mouse clicks to use in an emergency evacuation situation.
Visitor badges can include evacuation procedures on the reverse side, including a map of the premises and designated assembly points.
Security Access Control System integration
Workspace Manager can be configured to integrate with your organisation's Security Access Control System. Recent installations have included integration with G4S and ADT Worldwide Security (Tyco).
Visitor passes can be printed with a bar-code generated by your security access system, giving your visitors the convenience of swipe card system technology.