In many businesses, the front door or lobby is one of the most inefficient (and overlooked) parts of the business.

From front desk staff tasked with multiple job duties to long lines forming when a guest’s host can’t be located to Person-Nearest-The-Door Syndrome, unaddressed issues at the front door can slow down your business’s operations and frustrate your staff and visitors.

For those in the market for a better, more modern way to improve your lobby operations – welcoming visitors more easily – a visitor management system (VMS) is a good tool to increase efficiency. 

A VMS allows for digital check-in of any type of visitor who might walk through your doors: customers, vendors, delivery drivers, and even employees. 

But at a time when it seems like there’s software to solve every single problem or even every slight inconvenience, a person could very quickly become overwhelmed by choices.  

Don’t know where to begin with your VMS endeavor? Ask and answer these six questions with your team to determine your path to a better visitor experience. 

Your Visitor Management System Preparedness Checklist

These six questions are designed to help you sort through your options and choose the right system for you.

(Looking for the TL;DR? Download our checklist here):

What do I need my VMS to do?

It’s important to know exactly what your needs are before you begin your search for the perfect software. Determine why you are looking for a VMS. Are you trying to solve a specific problem, or are you looking to modernize your office? Here are some common challenges we hear from our future customers:

• There’s no one at the front desk, which leaves visitors wondering where they are supposed to go.
• The front desk staff members are often away from the desk as they have other duties, leaving visitors to search for the person nearest the door.
• Our visitors are required to sign in on a paper log book, which can be difficult to search through if that information needs to be referenced later. 
• The visitor process is complex, and we require a lot of information to complete the sign-in process, creating a bottleneck.
• Visitors need to be easily identifiable when they’re in our office, ensuring safety and security.  

There are different systems all designed to address these needs. However, the best system for you can and will address them all. 

Who needs to be involved in this decision?

Most business decisions require buy-in from senior leadership members, like COOs, HR directors, IT managers, and possibly more. With so many potential stakeholders, you need to be able to articulate the problems you intend to solve with your new VMS and the value it will bring to your organization. You can calculate hard ROI numbers here to help your case. 

However, this process can quickly become a little too democratic. Narrowing it down to the most important stakeholders reduces the risk of a decision-making bottleneck. Identify:

• Which department will be responsible for the cost of the software
• Who will interact with it on a regular basis 

From there, you’ll have a better idea of which individuals should make the final decision. Employees who will not use it or are not involved with the cost might not need to be involved.  

How do I find out what my options are?

It might seem like there’s a sea of potential software vendors out there. Each platform has different features designed to solve different problems, all at different price points. Some VMSs offer all their features for the same price, while others price theirs by add-on features. 

Some larger software companies have also begun offering their own VMS as part of a bundle of other unrelated solutions. However, there is a strong case for partnering with a dedicated VMS company. 

So to begin your search, start with your favorite research tool, whether it’s Google, Bing, or even an AI platform like ChatGPT. Some example prompts or queries could be:

• Sign in visitors with no receptionist
• How do I better organize my paper log books
• Make my business sign-in process easier

And, everyone’s favorites, though not always the most reliable:

• Best visitor management system
• Best digital sign-in system

You can also check review sites like G2 or Capterra, which rely on reviews from users. Choose from the most highly-rated systems and add them to a list. 

Which system is right for me?

Now that you have some possible vendors in mind, you can move forward with finding the system that best suits your specific needs. From your search, narrow your potential options down to three to five systems. 

Before you commit to a VMS company, find out more about its offerings from its website. Look at product tours (if they exist). When you’re ready to move forward or just need more information, reach out to the vendor. 

But that doesn’t fully answer the question. Here are some potential considerations for your criteria. The system should:

• Solve your most pressing issue
• Make it easy for your team to learn and use
• Fit well within your budget
• Require simple implementation

How do I ensure we get the most out of our new system?

Once you’ve purchased your VMS, it’s time to implement. Deciding who will set up the system should be easy since you identified the major stakeholders in step two. If you have an IT department involved, they can get everything started. 

Make sure every employee knows how to use the features most relevant to their roles and that they have access to the admin side of the system, if applicable. After implementation, train all of the employees who will regularly be using the system, making sure they know how to direct visitors on its use, as well as simple troubleshooting steps. 

The Receptionist for iPad offers regular training sessions for existing users that sometimes focus on lesser-known features that help you maximize the benefits of the system. 

When and how do we roll out the VMS?

With The Receptionist for iPad, you can roll out your system immediately after installing the app on your iPad and logging into your new account (which you will need to set up with one of The Receptionist’s employees). 

This is the step where you’ll determine the look and feel of your homescreen. You can choose to include options for different types of visitor check-ins, like badge printing for potential customers, notifications for employees, delivery alerts when packages arrive, and more. 

The Receptionist for iPad is simple to set up, so you can begin welcoming visitors the same day. 

Next Steps

If The Receptionist for iPad was one of your potential options, take these steps to get started:

1. Watch a product tour. (You can find the link in the button below.)
2. Give us a call for a personalized demo.
3. Order your iPad and stand or wall mount (or use an iPad you already own). 
4. Customize your home screen.
5. Wait for your next visitor to arrive.