Visitor Sign In

Food distribution is an important but very specialized market. Like many other specialized markets, we are often asked about the appropriateness of using a visitor system in that particular environment.

While the requirements of each type of organization will vary, we thought that a good topic of today's article would be to discuss the use of visitor registration in a very focused field such as food distribution.

Problem:  Can visitor tracking software be helpful to my requirements as a food distribution organization?

Solution:  Industries such as food distribution companies have very specific requirements to monitor and track all visitors who enter  their facilities. These requirements are the result of FDA regulations on the protection of the nation's food supply under the bio-terrorism rule.

Because of this, many food distribution companies will use EasyLobby for their badge software.

At many of these facilities visitor systems are used at both the corporate and the distribution facilities. These organizations monitor the arrival and departure of trucks and drivers in the distribution facilities.

As a result of using visitor software in their facilities, food distribution companies effectively comply with Federal regulations by recording and reporting on all guest sign in activity and tracking exactly which individuals and vehicles have entered or left a facility.

A visitor log in our software is able to track all visitors and make that data readily accessible in reports.

Food distribution companies using visitor registration software are also able to reduce costs by monitoring the exact arrival and departure of each truck. By having this exact log they are often able to dramatically reduce the detention fees typically charged by third-party shippers for drivers that were delayed at the facilities. The distribution company is able to challenge any unwarranted detention fees.

Read an EasyLobby case study about the use of visitor management at a national food distributor.

Although this article is specific to the use of visitor control software in a food distribution environment, our software can help many different types of organizations in their efforts to professionally manage visitors and improve visitor security.

Find out more by registering for a free, customized online web conference.

In about 30 minutes we will demonstrate the features of our system that are most significant to your particular requirements.

Some organizations want to pre-register guests before they arrive. This alleviates much of the information that needs to be collected from guests when they check in and it speeds the process of visitor registration.

We'll deal with that issue in today's article.

Problem:  When using a visitor system I want to have our employees pre-register guests that they know will be visiting so that our lobby attendants don't have to ask the questions that can be answered prior to the guest checking in.

Solution:  EasyLobby has a web-based tool that allows your employees to pre-register guests. This is one of the many valuable features that allows users to improve how they are managing visitors at their facilities.

eAdvance is our software module that allows employees to pre-register guests they are expecting.

This option can greatly simplify and streamline guest sign in, alleviating congestion and speeding the process of providing visitor badges to guests.

Using eAdvance, authorized employees can access a web-based tool, pictured above, through the Internet or the organization's local area network.

eAdvance is tightly integrated with our visitor management software. The employee simply logs into the eAdvance screen and completes the visitor information. No knowledge of how to use our badge software is necessary and no training of employees is required.

When a pre-registered guest arrives for their appointment, they can be quickly checked in and provided a visitor pass.

One of the more powerful features of the newest version of our eAdvance software is a rules-based approval feature. This feature gives you, the administrator, a great deal of flexibility deciding the rules of approving pre-registered guests for entry. You decide if others in the organization need to approve the entry and what those rules are.

The best way to find out more about eAdvance and our rules-based approval feature is to register for a free, customized online web conference.

During this approximately 30 minute presentation we can explain the major features of our visitor registration software as well as our pre-registration module.

So register today and we can give you a complete picture of the lobby system features that you can use to professionally and securely manage visitors in your environment.

Although most customers are aware that they can purchase their replacement badge stock from EasyLobby, it never hurts to remind people.

The fact is, we support our visitor software customers with services in a variety of areas, and replacement stock is one of them. We offer our customers the lowest prices available on replacing their supply of visitor passes.

Convenient terms, fast delivery, and our knowledgeable staff are just of the few benefits you receive when ordering replacement stock.

We have a wide range of visitor ID badges available, depending on your specific requirements. Choices include color or black & white visitor badges, self-expiring badges, fold and clip, self-laminating,and and range of adhesive badges.

Pictured here is a DYMO black and white badge printer and a roll of self-expiring badges. These badges bleed through a red stop sign after 12 hours, highlighting that the badge has expired.

Our color badge options can be viewed here.

Our black & white visitor badge options can be viewed here.

Our badge ID software has hundreds of templates to choose from when creating a particular ID badge template. You can design badges to distinguish different categories of visitors, such as a temporary employee or a contractor or a day visitor, or any other category that is appropriate to your environment.

Remember, EasyLobby is now selling the EL2941 Self Adhesive Badge, which is a replacement for the discontinued Avery #2941 badges. It can be ordered from us with 500 badges to a package and can be used in any Microsoft-compatible printer.

Contact us by email at sales@easylobby.com or call 781-455-8558 for a price quote.

And if you need more information about the many features of EasyLobby's visitor management system, register for a free, personalized online web conference.

In about 30 minutes we can demonstrate how easy it is to use visitor registration in your environment.

Some environments such as college and university campuses have unique challenges when using visitor software. So let's deal with the feasibility of using it in a campus environment.

Problem:  With a campus environment that encompasses many different buildings, open areas, and different school facilities, how realistic is it to consider using visitor registration software?

Solution:  The way you use a visitor system will depend greatly on the type of environment. But managing visitors professionally and securely in an open campus environment is just as important as a single-entry office.

It's important to know what you are trying to accomplish in an open campus environment and what is practical. The buildings that are more prone to theft, vandalism, or other problems from unknown guests are the locations to assign a priority to the use of badge software.

Protecting campus dormitories from unknown or unwanted guests are probably one of the highest priority areas for any college.
 
Enhancing visitor security at college and university campuses begins with knowing who is visiting buildings on campus.

By installing visitor systems in campus dormitories and other high risk buildings you have the ability to monitor and control all guests who are entering those buildings.

Visitor tracking software allows you to track students who are visiting another student's residence hall and track and provide a visitor ID badge to all non-student visitors.

Screening of visitors on each states' registered sex offender database can also be used. During a guest sign in, the lobby attendant will be notified if someone on a list tries to check in. Automatic email alerts can also be sent to security personnel.

You can also decide if you want visitors to wear a school visitor badge before entering certain other facilities such as a library or administration buildings.

Protecting students, administrators and faculty require that educational institutions develop specific processes for the use of visitor management software. As a result, you will have an environment that is secure, yet the visitor management system will not be a burden or a hardship for administrators or guests.

EasyLobby school visitor software is currently used a many leading educational facilities across the country.

For more information about using visitor management in your college or university campus, or at your specific environment, register for a free, personalized online web conference.

In about 30 minutes we will demonstrate the features of the EasyLobby system that are best for your particular requirements.

People often think that it is costly and time consuming to use visitor software as a way of managing visitors in their facilities.

But it is not. A visitor registration system will enhance lobby management and improve overall security at a surprisingly low cost.

EasyLobby has thousands of installations around the world in most every type of industry and market. These organizations use our visitor management software to enhance security and safeguard their facilities from unwanted visitors.

If you haven't yet used EasyLobby's visitor system, you might not realize how inexpensive and easy it is to install and to use. The basic features of our badge software are designed to be used with minimal instructions or guidance.

Although easy to use, our system also has a great deal of flexibility to allow customization to your specific requirements. Because each organization is unique, with its own set of requirements, it's important to use a system that can be adapted to address your concerns.

Keep in mind that an organization using an ID badge system to create professional visitor badges is considered more professional and has a better image than one that does not. Being able to produce high-quality visitor passes and efficiently dealing with guests is an important first impression to leave with visitors.

So the next time you are visiting an organization that's using an ineffective paper guest book for visitor sign in, consider telling them about professional visitor management from EasyLobby.

Find out how easy it is to use our visitor tracking software and how inexpensive it is by registering for a free, personalized online web conference.

In about 30 minutes we will demonstrate the primary features such as how to check in a guest, capture vital information about the visitor, and produce a professional visitor badge.

EasyLobby ID card software can provide you with numerous options when considering the use of visitor badges at your facilities.

Visitor badges worn by all guests who enter your facilities are the most visible aspect of visitor registration and guest sign in. So it's imperative that you make these badges look professional but also contain the information that will be most helpful to you and your security team.

EasyLobby's badge maker software lets you print a visitor ID badge with color coding so that you can easily tell the category of the visitor by the color coded badge. You can even change the color every day so that you are able to easily identify an expired badge.

Barcodes printed on visitor badges let you scan the badge for rapid check out. For frequent visitors, you can provide a permanent badge that has a barcode so that you can scan it in, and automatically check in the visitor without any other steps when they re-enter the facility.

Some organizations put visitor sign in information on one area of the badge - information such as visitor name, title, company, etc.

Placing the visitor's photo on the badge is also a good option. You can capture the visitor's photo during check-in by scanning their license, passport, or by taking a photo with a webcam.

Whatever your choice of badge templates, EasyLobby visitor management software allows you to design badges that are unique to your organization.

Find out more how EasyLobby visitor registration software can help improve visitor security at your organization. Register for a free, personalized online web conference.

In about 30 minutes we will demonstrate the badge software features that are most significant for your particular requirements.

Some organizations prefer to maintain an unattended lobby. Guests either have to call the person they are visiting or buzz a notification alarm to alert someone to open a door.

So how would you handle visitor registration in that type of environment? That's the subject of today's article.

Problem:  How can you use a visitor registration system when there is no attendant to log in guests and create visitor badges?

Solution:  Visitor registration software such as EasyLobby's can easily operate in an unattended mode as a stand alone kiosk to allow visitors to self-register.

Facility managers and security professionals understand that an unattended lobby does not negate the need for greater security and knowing who has entered the facility and the reason for their visit.

Our badge software allows visitors to scan their license at a kiosk and receive a badge before entry to a facility. Many kiosks, such as the one pictured to the left, include a touch screen monitor so visitors can easily navigate through easy step-by-step instructions.

A kiosk is a great way to allow visitors to perform all the steps necessary to identify themselves by scanning their visitor ID such as a driver's license and printing a visitor pass. In some cases those visitor passes are the only way they can enter a locked door or turnstile that is able to read the barcode on the badge. Read our case study at One Gateway Center that employs just such a lobby system.

EasyLobby supports seven different languages for visitor self-registration. You decide the fields that are displayed on the kiosk screen and determine which are required for guest sign in.

Our badge ID software also includes automatic email notifications that a guest has arrived and is waiting for them in the lobby.

With our web-based employee pre-registration option you can require pre-registration of guests by employees so that a visitor cannot enter a facility unless an employee has pre-registered them prior to their arrival.

One of EasyLobby's kiosk partners - Parabit Systems - has published a white paper titled "The Benefits of Visitor Management / Self-Badging Kiosks."

It's a great white paper that delves into the benefits of using visitor management software in a kiosk. Among the many benefits of using a kiosk for guest sign in are:

• More accurate screening of visitors
• Pre-registration of visitors to more tightly control who is authorized to enter
• Detailed visitor information captured quickly and accurately
• Multiple security alerts for tighter visitor security

For more information about using ID card software in either a fully staffed or an unattended lobby, register for a free, personalized online web conference.

In about 30 minutes we can demonstrate the lobby system features that are most appropriate for your particular environment.

Healthcare facilities have their own unique set of challenges when using visitor software. In today's problems and solutions article we review ways to improve visitor security in a healthcare and hospital environment.

Problem:  Is visitor badge software really practical for hospitals and healthcare facilities? We have always considered ourselves to be an open facility that does not lend itself to this type of application.

Solution:  It's easy to understand why some people may feel that hospitals and healthcare environments are not a good fit for visitor registration software. But the truth is that most every organization today needs to monitor who is entering their buildings and the reason why.

Healthcare facilities are no exception, in spite of many of them having a high volume of visitors.

Some of the country's largest and most prominent healthcare facilities currently use EasyLobby visitor management to secure their facilities and screen, badge and track every visitor and vendor entering the building.

These organizations can process visitors in and out of the facilities quickly, screen against unwanted visitors, manage the maximum number of visitors to specific patients at any one time, and monitor all guest sign in.

A lobby attendant can scan a visitor ID such as a driver's license, capture all necessary information on the visitor, and create a professional visitor badge in less than 20 seconds per visitor.

Kiosk mode stations can also be located in a lobby so that guests can self-register.

An important aspect of EasyLobby visitor systems is that they are able to integrate with other hospital information systems. Some of the more significant integrations include:

HL7 for real-time patient feeds:  Lobby attendants are able to view real-time patient admissions and discharges, allowing them to match the patient that the visitor is seeing and include that on a visitor pass.

Status Blue:  This includes a list of the approved vendors for the healthcare facility. The lobby attendant will be ale to access this information and know whether an arriving vendor has been pre-approved by the facility.

Access Control Integration:  Contractors can be provided with access to locked doors controlled by the facility's access control system, allowing them to enter areas without the need of being escorted by an employee.

Also, with the option of sex offender screening, the healthcare facility can screen against individuals on each states' sex offender database, and to take appropriate action if an individual tries to enter the facility.

One of the visitor management techniques that healthcare facilities can use is the maximum visitor alert feature, allowing the facility to limit the number of guests to specific patients, such as those in intensive care.

Our badge ID software can be used to provide extended visitor badges for family members who may be visiting patients frequently over a long period of time. Whenever that guest arrives a simple scan of a barcode on the badge will check them in.

For more information about using visitor management software in a healthcare facility, register for a free, personalized online web conference.

In about 30 minutes we will demonstrate the features that are most helpful to a healthcare facility, or for your particular environment.

Many of our current customers are organizations that previously used pen and paper to sign in visitors. So we are frequently asked what is wrong about a paper visitor log.

That's the topic of today's problems and solutions article.

Problem:  We use a paper guest book to sign in visitors. What's wrong with it?

Solution:  If you are still using a pen and paper for visitor sign in, you should seriously consider the many advantages of professional visitor software.

Visitor registration software will help you provide better visitor security and protect your organization from unwanted visitors.

You can electronically scan a visitor ID such as a driver's license and capture all relevant information about the guest using a secure database file that is not accessible to other visitors.

A paper guest book is in the open and readily available to anyone who wants to look. It's a poor image to present to guests entering your facilities.

Plus, the information in a paper book is often difficult to read or verify, and almost impossible to analyze.

In an emergency such as a fire, it would be impossible to quickly determine who is still in the building and who has left, as the check out times are not always required or enforced.

Finally, a paper guest sign in and hand-written visitor passes presents an image of lax security.

A professional lobby system will allow you to validate the identity of a visitor, create high quality visitor badges for all your guests, and improve security and enhance your image as a professionally managed organization.

ID card software also allows you to professionally manage visitors by directing them to take the actions you require, such as signing certain documents, or following specific procedures.

EasyLobby allows you to create watch lists in our visitor system to guard against unwanted visitors. You can also screen against each state's sex offender database or the Government Denied Party databases.

Badge software such as EasyLobby's has many additional features that allow you to customize it to fit your specific requirements for lobby management.

Discover more by registering for a free, personalized online web conference.

In about 30 minutes we will demonstrate the features of our system that are most appropriate for your particular environment.

Some organizations want to capture a visitor's signature when they enter a building. But how can it be accomplished easily while also linking the signature to your visitor registration software?

That's the topic of today's problems and solutions article.

Problem:  We need to verify that certain guests entering our facilities have read and agreed to specific rules and regulations. How can we record their signature as part of the guest sign in process?

Solution:  A number of EasyLobby customers capture guest signatures when they check in at a visitor system.

This is a good option at organizations that require visitors to acknowledge or assent to something and to record their agreement with a signature.

Our visitor software includes the ability to scan a visitor ID such as a driver's license, business card, or passport, and create a professional visitor pass. This allows you to identify and monitor who is entering your facilities.

Beyond the basic visitor registration, you can perform a number of other tasks when managing visitors, such as signature capture.

When capturing visitor signatures, EasyLobby customers have the option of recording multiple signatures from a single visitor, which is helpful when designating a signature for multiple documents. You can include a copy of the documents in our visitor registration system and match the documents with the signatures.

EasyLobby uses the Topaz Signature Capture Pad, which uses electromagnetic technology with an active pen. An electronic copy of the visitor's signature is recorded in the badge ID software as part of the visitor record.

So if you want to augment your ID badge system with signature capture, be sure to investigate EasyLobby visitor management software.

Discover more by registering for a free, personalized online web conference.

In about 30 minutes we will demonstrate the visitor management features that are most applicable to your particular environment.

You may not realize that one of the many benefits of visitor software is the ability to receive alerts on a number of specific visitor actions. We'll describe that function in today's problems and solutions article.

Problem:  How can email alerts be used to highlight specific visitor activity?

Solution:  A wide range of alerts can easily be programmed into an EasyLobby visitor management system. Here are some of the most common.

Visitor Check In Alert:  This alert automatically notifies an employee that a visitor has arrived and is waiting for them in the lobby. An alert such as this alleviates the tasks that a lobby attendant has to perform, such as calling employees when visitors arrive. It can thus speed the guest sign in process.

Maximum Visitor Alert:  This is an alert that lets the lobby attendant know when a maximum number of visitors to a particular person or location has been reached. This is frequently used in hospitals that use a visitor system to restrict the number of visitors to particular patients, such as those in intensive care.

Frequent Visitor Alert:  One of the visitor management software features in our system is the ability to flag selected individuals that return a certain number of times, or within a specified time. This might be helpful in the case of contractors who may be required to be re-certified or take additional training after a specified time-frame or after so many visits.

New Visitor Alert:  When someone is checking in for the first time you may want them to follow a different procedures or complete certain forms. An ID badge system such as the one from EasyLobby allows you to accomplish this.

New Package Alert:  Because you can use our lobby system to manage packages as well as visitors, this alert can be used to notify an employee, or tenant that a package has arrived and is waiting to be picked up.

Expired Badge Alert:  ID card software can be used to notify security staff that a visitor badge has expired but that visitor has not yet checked out. The security staff can then ascertain if a meeting took longer than expected or if there is some other reason why the visitor hasn't left.

Watch List Alerts:  When a guest tries to check in and that person is listed on either your internal watch list or an external list such as a sex offender database or Government Denied Parties List, you or any other security staff, can automatically be notified.

All of these alerts, and others, are part of the EasyLobby visitor registration system, and are designed to improve lobby management and visitor security at your facilities.

Learn more about alerts as well as the many additional features of visitor management by registering for a free, personalized online web conference.

In about 30 minutes we will demonstrate the badge software features that are most appropriate to your particular environment.

One of the ways we often explain a benefit of using visitor management software is to say that it will help you manage visitors more professionally?

But what exactly does this mean? We'll examine that a little more closely in today's visitor management problems and solutions.

Problem:  It's easy to say that visitor systems help you manage guests more professionally. But how?

Solution:  There are several ways that a visitor registration system helps the professionalism of your lobby management.

Firstly, it automates the entire process of guest sign in and adds another level of security to your facilities, protecting employees and other guests from unwanted visitors.

But it also ensures that your guests are adhering to your specific requirements and the needs of your organization. And you are able to do so in a structured way rather than haphazardly.

Here are a couple of examples of what I mean.

Say you want outside contractors working in your facilities to view a safety video after a certain time or after a certain number of visits. You can do this easily with our ID card software. The EasyLobby system maintains a record of how many times that particular contractor has checked in. If you determine that after the second check in they must view a safety video, that message will appear on the lobby attendants screen when that contractor checks in after the second time.

Maybe it's not a safety video, and maybe it's not a contractor. Maybe for another category of guests, say day visitors, you need them to sign a non-disclosure agreement after their third visit.

EasyLobby's capability to provide programmable alerts provides a great deal of flexibility in the way you manage visitors or to be alerted about specific activities.

Here's another example. You are using the EasyLobby integration with an access control system to provide guests with temporary proximity card access to doors, turnstiles or elevators controlled by your access system.

For those visitors who are provided with a proximity card, you want to be sure that the lobby attendant asks that visitor to return it when he or she checks out.

In the alert menu of EasyLobby badge software you can include a message that reads, "Remember to ask the visitor to return their proximity card" or something similar. Set the alert for all visitors who are provided with access to the security management system and apply to alert to check out.

Now, when visitors who are provided with security visitor badges check out, the lobby attendant will know that they should ask the guest to return the proximity card because that alert will appear on their screen.

These are specific examples that may not apply to the way you want to be managing visitors. But there are probably situations that are more appropriate to your environment.

The important point is that there are many variables that will allow you to define user actions by using a lobby system - something that you could not easily accomplish with a paper guest book.

So these are just a few examples of what we mean by professionally managing visitors.

Learn more about ways that you can use visitor registration to improve your image as a well managed organization. Register for a free, personalized online web conference.

In about 30 minutes we will demonstrate the visitor badge features that you can use in your environment.

Because visitor badges are the most visible aspect of a visitor system, customers often ask us a lot of questions about formatting badges and the information they should include on them.

We'll deal with that issue in today's problems and solutions article.

Problem:  Is there a recommended style and information to include on visitor passes?

Solution:  Just as each organization is different with its own unique situation and requirements, so are our recommendations for different types of visitor ID badges.

Because we recognize the varied interests of different organizations, EasyLobby includes in its badge maker software a number of badge templates that you can choose from based on your individual interests in highlighting different visitor information on the badge.

We also include a custom design tool that allows you to layout and place whatever information you choose. Basically any data that you gather during visitor check in can be included on a badge.

Here are a number of primary visitor badge formatting options for you to consider.

Create different badge designs for different categories of visitors. The badges for contractors, for example, can be different from those of a day visitor, or volunteer, or parent - whatever categories of visitors that reflect your situation.

Color code your badges for different days of the week. This allows you to easily identify if a visitor pass has been issued that day.

Include a barcode on badges. Read our recent blog about using barcodes.

Include a picture of the visitor on the badge, scanned from their license during guest sign in or taken with a web camera.

Here are some common data fields that are often included in badge formats: 

• check in time and date
• expiration time of the badge
• restrictions - such as 'employee escort required'
• area of the facility the guest is expected to visit, such as second floor conference room
• category of visitor
• visitor name, title and company affiliation
• the name and photo of the employee they are visiting
• your company's name and logo - for branding purposes

It all comes down to what is most important to you in identifying visitors and being able to determine from their visitor ID badge if they are at a place in your facility that they should be.

Visitor registration helps you manage visitors more professionally and improves security by identifying who is in your buildings and the reasons why. There are a number of other features to help with this process, but knowing what information to include on a visitor badge is an important step.

For more information about using security visitor badges in your environment, register for a free, personalized online web conference.

In about 30 minutes we will demonstrate the features of our system that are most appropriate for your particular environment and show you how to format an ID badge template.

Customers often ask about the benefit of printing a barcode on a visitor pass. Is it a good idea? What function do they perform?

We'll examine that issue in today's article about visitor systems.

Problem:  I don't really see the point of including a barcode on a visitor badge. What purpose does it serve?

Solution:  Barcodes offer a number of advantages, and are often overlooked when designing your ID badge template.

Because the EasyLobby badge ID software allows you to easily design badge templates, the capability to include barcodes on visitor badges is an easy process.

The use of barcodes allow you to quickly scan out a visitor when they are leaving the facility. The scan automatically signs out the guest. This can be especially beneficial in a busy lobby, saving time as a guest leaves. The lobby attendant simply scans the badge and the visitor is checked out. No other action is required.

Barcodes also help in the visitor registration process by quickly checking in frequent visitors. You can grant a permanent badge that can be scanned during guest sign in when they re-enter the facility. The EasyLobby system will recognize the barcode and check them in without the need for further collection of visitor ID data since that has already taken place on their original check in.

Barcodes also help control and monitor entry and exit at one or more internal check points for visitors who have already been badged at an EasyLobby visitor system in the main lobby.

Upon arrival at an internal check point the visitor badge with a barcode is scanned and the EasyLobby Satellite™ station will display the visitor's photo, name and clearance level and immediately inform the operator whether to allow the visitor entry into that area or whether to deny entry.  The clearance level is assigned to each visitor when they are badged at the main lobby.

Because EasyLobby's visitor badge software creates a unique barcode for every visitor you don't have to be concerned about the creation of barcodes. You simply designate the inclusion of barcodes in the badge design template.

For more information register for a free, personalized online web conference.

In about 30 minutes we will demonstrate the use of barcodes and the many other visitor management software features that are most applicable to your particular environment.

Many organizations use visitor systems to improve the professionalism of their organization. But what about also improving security?

We'll examine that issue in today's article by discussing alerts that are designed to keep unwanted individuals from checking in at your facilities.

Problem:  I realize that using visitor badges are a more professional approach to managing visitors. But how do I protect our environment against individuals that we do not want inside our facilities?

Solution:  One of the more helpful security alerts included in EasyLobby badge software is the ability to create watch lists to highlight specific visitors that you do not want in your building.

Creating a watch list is an important feature to incorporate in your standard security procedures, and visitor management software allows you to do so easily.

Watch lists can alert you about the arrival of someone you do not want in your facilities within seconds of guest sign in. Individuals on your watch list might include disgruntled former employees, competitors, an unscrupulous contractor, or a malicious person.

It's interesting to note that watch lists do not have to include only "bad" individuals but also "good" people or VIPs that you may want to highlight, such as a member of the Board of Directors, an investor, or a strategic partner.

Either way, watch lists allow you to pay particular attention to these individuals and treat them in a certain way - such as denying entry to unwanted individuals or giving preferential treatment for those who are important to your organization.

Organizations frequently want to further enhance their security by using external watch lists to screen against individuals on each state's sex offender database or the Government Denied Parties databases. Schools and government facilities often employee either of these services with EasyLobby to screen guests prior to providing a visitor pass and allowing them entry.

Most importantly, a watch list feature is easy to use with EasyLobby visitor software.

Using watch lists are an important capability to enhance visitor security. Even though the use of visitor passes is the most visitable aspect of your ID badge system, using watch lists are an important aspect of lobby management and improving security for your guests and employees.

Find out more about using watch lists, and the many other EasyLobby features, by registering for a free, personalized online web conference.

In about 30 minutes we will demonstrate the features of our system that are most appropriate for your particular environment.

Let's say you've already decided to make the leap to modernize your guest sign in process by installing visitor software.

The next question you probably have is: What's the best badge software for my particular environment? Let's examine that in today's article about visitor registration problems and how to solve them.

Problem:  I don't want a system that can't grow as our requirements expand. What should I be most concerned about when choosing visitor management software for our needs?

Solution:  Because each facility is different, and you probably have your own unique concerns and priorities, it's important to focus on a solution that has the greatest flexibility and breadth of features.

Can you customize your lobby system so that you are able to keep unwanted visitors out of your facilities and also improve the professionalism of managing visitors?

Here are a few of the checkoff items that you should inquire about when selecting a system:

• Can I create watch lists?
• Is it easy to install and easy to use?
• Can I integrate it with our access control system?
• Can I use it in a kiosk?
• Am I able to customize visitor badges by category of visitor?
• Can I be alerted when specific visitor behavior falls out of the norm, as I define it?
• Does the vendor have thousands of installations around the world in a variety of industries at both large and small installations?
• Can I automate the visitor sign in processes so that my lobby attendants do not get confused about the many different options?
• Can I produce customized reports to review visitor log data?
• Can employees pre-register guests they know will be arriving?
• What type of visitor information will let me identify who is in our buildings and the reasons for their visit?
• How good is their technical support?

Because visitor management is the sole focus of EasyLobby, we pay close attention to the needs of our customers and their requirements. The ID badge system that we provide has been used by many thousands of users, we partner with more security management systems than anyone else, and our software is easy to use yet has many capabilities that will meet most anyone's requirements.

Find out more by registering for a free, personalized online web conference.

In about 30 minutes we will demonstrate the features of our software that are most pertinent to your specific needs and environment.

There's no question that using a paper guest book for visitor sign in is a simple and easy process for managing visitors.

But is it really effective?

One reason some organizations still use paper is because they believe that an electronic visitor management system is too complex. We'll deal with that problem and solution in today's blog.

Problem:  Visitor management software is too difficult to use; I'll have to spend an exorbitant amount of time training my lobby staff; and it will cost a great deal to support. I'll need to hire additional technical support people just to use it.

Solution:  It's important not to confuse feature-rich with complex. EasyLobby visitor systems have many options and features that you can use, but it's not difficult to set up or for anyone to perform the basic functions of checking in a visitor.

We like to say that it is much like Microsoft Word, which many people regularly use. It has many features, but unless you want to use all of them it's pretty simple to perform the primary tasks.
 
EasyLobby visitor registration software minimizes complexity in a number of ways. For example, there's the log-in level. Users can be assigned different levels based on their function. You can sign in as a site administrator, which gives you access to all the features and functions of the system, while your lobby staff can be provided with "operator" log-ins, which limits what they are able to perform and also simplifies it for them.

As the administrator, you can "hide" many of the screens and menu options that the operator doesn't need. In this way the lobby attendants only see the primary screens that they would use for visitor registration and to provide guests with a visitor pass.

You, as the administrator decide what information will be on a visitor badge and what the design of it will look like. EasyLobby has hundreds of pre-defined badge templates that you can choose from, or you can design your own with a design tool. You can even use different styles of visitor passes for different categories of visitors.

When that category of visitor checks in with a lobby attendant, the look of the badge has already been established by you. The lobby attendant scans a visitor ID such as a driver's license or business card, selects the category of visitor from a drop down menu and prints a badge. It's that simple.

During guest sign in at an EasyLobby visitor system, the lobby attendant's task is simplified because they only need to scan a driver's license, and depending on the information that you choose to require, make those selections with a drop down menu. And then print the visitor ID badge.

EasyLobby also offers free technical support with an annual maintenance contract. It allows you access to our support staff to ask any questions about setting up or using the software for your needs.

We also provide free online training for anyone who requires an overview to the different functions of our visitor system. We can even provide training for your lobby attendants or support staff.

The great thing about our visitor badge software is that it's simple to use and it's much more effective at enhancing visitor security and the professionalism of managing visitors at your facilities.

Find out more about using EasyLobby ID card software by registering for a free, personalized online web conference.

In about 30 minutes we will demonstrate the lobby system features that are best for your environment.

So don't use the excuse that it's too complex before you see it in action.

Watch our blog posts for further information about a particular visitor management problem and our solution.

If you are using visitor software to automatically badge and monitor guest sign in, you are already much more effective than using a paper guest book when managing visitors at your facilities.

But an electronic visitor management system presents its own challenges. Here is a common problem that you may encounter and ways to overcome it.

During the next couple of weeks I'll highlight other problems in this blog post and look at solutions to make your badge software more effective and efficient.

Problem:  It takes too much time to check in each visitor. Long lines form and visitors are unhappy about it.

Solution:  Use a driver's license scanner to automatically scan each visitor ID, such as their driver's license or business card rather than manually typing in the visitor's name. This will save considerable time, automate most of the process, and improve accuracy of data. For other types of questions about visitor data, use drop down menus to quickly gather data.

Another option is to have employees pre-register visitors. EasyLobby has a pre-registration software package that's called eAdvance. It's a browser-based web product that allows you to pre-determine the required fields that employees need to complete and you can even determine if the employee's supervisor needs to approve the pre-registration. You also decide if this is something available to all employees or a selected number.

Decide what visitor log data is most important to you. Just because you have the ability to collect a great deal of information about who is entering your building, doesn't mean you necessarily need all of it. Decide what is most important for you to improve visitor security and to correctly identify who is in your facilities and the purpose of their visit.

Finally, adding additional visitor systems to your lobby is an obvious solution, but one that is not always feasible because of the requirements for more lobby attendants. So another option to reduce the time for visitor sign in is to use your visitor system in a kiosk to allow visitors to self-register, much like many airlines now use to provide boarding passes. You can run EasyLobby visitor management is an unattended mode, with certain fields that are required for visitors to complete. Multiple languages are available and you can customize the look and style of the check in screen. The kiosk can include a driver's license scanner and it can even print visitor badges when the required fields have been entered by the guest.

These are a few options to reduce the time to check in a guest and provide a visitor badge with visitor registration software.

For more information about the many features of EasyLobby badge ID software, register for a free, personalized online web conference.

In about 30 minutes we will demonstrate the visitor management system features that are most applicable to your environment.

Watch this blog post for more visitor management software problems and solutions.

Those of us at EasyLobby are naturally proud of the way so many organizations have replaced their paper guest book with our visitor management software.

But we're also happy when we learn that some of our staff have done well in events or activities outside of the office.

That's the case when the EasyLobby visitor software team consisting of Howard Marson and David Drucker won first place in the recent J.P. Manning Memorial Golf Tournament held by the ASIS Boston organization.

All proceeds from this tournament go directly to the ASIS Chapter's scholarship fund named for John P. Manning, a long time Chapter member and leader. ASIS International is an industry association known for advancing security issues worldwide.

The EasyLobby team scored an enviable 12 under par to win this year's tournament, keeping up their winning history. In the past five years the EasyLobby team has placed in the top three of the tournament four times.

So congratulations to this year's great performance.

We can't guarantee that your golf game will improve if you use EasyLobby badge software to create professional visitor badges, but we can be sure you will improve the guest sign in process and enhance visitor security.

Find out more by registering for a free, personalized online web conference.

In about 30 minutes we will demonstrate the visitor registration features that are most appropriate for your particular environment.

And if you ask, our pro's may give you a golf tip or two.

It's summer. And at many places there may be a bit of a slower pace to the work environment - more people on vacation, maybe less visitors at your organization.

Which is why it's a good time to think about making improvements to how you are managing visitors and how you may be using your lobby system.

While you have the time, evaluate how you are handling the flow of visitors and your procedures for guest sign in and providing visitor passes.

If it is not efficient now during a slow time of the year, how will you be handling visitor registration during busy times.

Now is also a good time to review the information that you collect when using a visitor system. Are you asking the right questions that will allow you to correctly identify who is in your building and the purpose of their visit?

And by all means, if you are still using a paper guest book rather than visitor management software, now is the time to get started. Badge software is a great way to improve visitor security and automate the visitor sign in process.

It's our experience that schools and universities in particular use the summer to improve their school visitor software program so that when a new season opens they are able to issue a professional school visitor badge to each guest visiting their facilities.

In addition to evaluating the features that you use in your visitor management, also consider rolling it out to field and remote offices that might not now be using it. Having a consistent ID badge system in use throughout your organization is a good idea. Remember, visitor systems are important to use in small offices as well as large.

Learn more about using EasyLobby badge ID software by registering for a free, personalized online web conference.

In about 30 minutes we will demonstrate how to effectively use visitor badges in your facilities.