Learning About Visitor Management Solutions

Some organizations believe that because they have an access control system installed at their facilities they don't really need visitor software.

Is that a viable premise? Let's examine it in today's article about visitor registration problems and how to solve them.

Problem:  Our access control system limits entry to our buildings so why would we want to duplicate it with badge software?

Solution:  The truth is that access control and visitor systems perform two different, but essential functions for any organization. While access control limits who can enter a locked door, elevator, or turnstile controlled by the access system, visitor control software identifies, monitors and tracks temporary visitors to your facilities.

A visitor system can work in conjunction with access control or it can be independent of it and have no integration between the two systems.

Access control systems work by allowing entry to locked doors with a proximity card or other credential. Normally an employee ID card serves as the proximity card. Depending on that employee's clearance level they are able to enter all or some of the locked doors controlled by the access system.

But what happens when a visitor arrives?

One solution is to always have the visitor escorted by an employee so they can enter those locked doors. But then you have no record of who has entered your buildings or who they are. Only the employee will be recorded by the access control system, not the visitor.

And if your employees are always escorting visitors, how do you handle contractors who may need to work in your building, or janitors, or the vending machine guy, or any number of other people who need temporary access to inside the building.

You could send them to the security office (if you have one) and have your security manager provide them with a proximity card, and hope they return it when they leave. But that can be cumbersome and time consuming.

Or you could have your lobby attendants have a bunch of live proximity cards on their desk to hand out to those needing temporary access. But again, what if one of those cards is stolen, lost, or a visitor forgets to return it?

Then you have a live proximity card out there that anyone can use to enter your building.

A better solution is to integrate visitor registration software with an access control system. This allows you provide temporary proximity card access to visitors directly from your lobby system. There's no need for your lobby attendants to interface with the access control system (something not recommended), nor do you have to send visitors to the security office to obtain credentials.

And most importantly, you have a complete record of who has entered your building and what areas they were granted access to, and when they left. Their visitor pass will serve as a proximity card, opening doors, elevators, or turnstiles controlled by the access system.

Another important point is that when a visitor leaves their access card becomes inactive. Even if they mistakenly take the visitor badge with them when they leave the access card will no longer be valid after an expiration date and time.

So don't be confused that access control systems and badge ID software serve the same purpose. They have different functions but can be integrated to work in concert with each other.

EasyLobby is integrated with nearly 40 of the leading access control systems, so no matter what access control you are using you can likely integrate with it.

Read our white paper about integrating our software with access control systems.

And for more information about our visitor registration system and its different features, register for a free, personalized online web conference.

In about 30 minutes we will demonstrate the EasyLobby features that are most applicable to your particular requirements.