As we approach the end of 2024, digital transformation is more relevant than ever before. New Wave Workspace company-specific visitor management system "VMS" can play a key role for companies in bringing their archaic, analog, and many times paper-based visitor registration to the digital era.
Read below the key differences and advantages of our VMS versus a building's lobby visitor registration system "VRS".
. Customisation. A lobby visitor registrattion system can only offer a standardised lobby solution for all tenants in the building. A company-specific VMS can be tailored for your company's specific workflows, branding, and visitor requirements.
. Visitor Experience. A lobby VRS can be generalised and potentially impersonal. Companies using New Wave Workspace VMS can personalise welcome messages, customise the check-in experience for their visitors, and pre-register faster, and enable a VIP-like welcome to their visitors.
. Security & Compliance. A lobby VRS is limited to building-wide policies and protocols, while a company-specific VMS has the ability to enforce company-specific security policies (NDA signing, ID verification, white-lists) and compliance with internal regulations.
. Data Ownership & Control. Data is managed by building administration, potentially less control over data security under a lobby VRS. Company-specific VMS offers full control over visitor data, enabling the company to manage, store, and secure it according to internal policies and regulations.
. Visitor Pre-screening. A lobby VRS doesn't offer pre-screening; visitors typically register upon arrival. A VMS solution has the ability to pre-screen visitors (criminal background, vaccination status, etc.) before arrival, improving security and safety.
. Integration with Internal Systems. VRS are usually isolated, not integrated with tenant systems. A company-specific VMS can offer seamless integration with internal systems (calendars, CRMs, access control), improving efficiency and coordination.
. Analytics & Reporting. A lobby VRS usually provides basic reports, often shared accross tenants. A VMS can offer detailed visitor analytics (frequency, visitor type, visit purpose) and custom reporting tailored to your needs.
. Emergency Evacuation. Evacuation lists cover all building visitors, and may not differentiate by tenant in a lobby VRS. A VMS offers company-specific emergency evacuation lists and notifications to ensure all visitors and employees are accounted for.
. Branding & Professionalism. Typically, a VRS offers no branding; visitors encounter a generic building branding. VMS offers fully branded interface (logos, messages, kiosks, hands-free pre-registration) to enhance the company's image and make a strong first impression.
. Multi-location Management. VRS are limited to single location. A VMS can offer a centralised VMS across multiple offices, locations, providing consistent visitor management across all company sites.
. Access Control. Visitors are generally restricted to specific areas as dictated by the building administrators under a VRS. Company-specific VMS can be fine-tuned to offer visitors access to certain areas, meeting rooms, or sensitive company zones based on individual profiles.
. Visitor Notifications. VRS are usually limited to delayed notifications when a visitor arrives. VMS offers instant notifications (e-mail, Microsoft Teams, SMS, Slack) to one or many employees when visitors arrive, enhancing communication and readiness.
. Language & Localisation. VRS may not offer support to multiple languages or localised preferences. VMS is fully localised with more than 11 languages, based on visitor preferences.
. Visitor Feedback & Follow-up. VRS don't offer to collect visitor feedback or track post-visit interactions. New Wave Workspace VMS enables post-visit feedback, surveys, and tracking of follow-up actions, improving visitor satisfaction and business outcomes.
. Cost Efficiency. VRS are usually included into building services, potentially at a low direct cost to companies. VMS have a greater long-term ROI through improved efficiency, productivity, and enhanced visitor relationships tailored to the company's needs.
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