4 Crucial Types of Visitor Data Every Office Must Track in 2022

Attending office visitors is an essential part of your workday, but they can be quite tricky to handle.

Security breaches can threaten the integrity and safety of the workplace, which is why collecting and tracking visitor information is a vital aspect of your security protocol. But doing so in an organized and efficient manner is equally important.

Based on our experience, there are four crucial types of visitor data every office must track to better handle the inflow of people.

This article aims to discuss each of these types of data in detail to help you filter out solicitors from your visitors.

Let’s dive right in.

Visitor Identity

First things first: your visitor’s full name — and not just the alias they’re using that particular day.

You must ensure that your visitor provides a recognized proof of identification at the reception. Aside from fulfilling basic contingencies, this allows you to precisely log visitor data.

Manual recordings can be tedious. So, consider using an enterprise visitor management solution. This can help you avoid the hassle of manual entry and reduce the time required to log every visitor.

Arrival Time

The best visitor management systems have this feature built into their visitor security protocol.

Knowing the exact time someone arrives at your office premises can be helpful in a number of ways.

Aside from simple record-keeping purposes, you can gauge the punctuality of a potential interview candidate or even a potential business partner. Additionally, time-keeping also allows you to prioritize visitors in the case of a log jam at the receptionist’s desk.

Purpose of Visit

This is arguably one of the most important pieces of visitor data every large organization should log.

The security reasons are obvious. You want your employees to feel safe in their work environment at all times. Verifying the purpose of someone's visit at the door may help you avoid certain unpleasant situations like potentially violent intruders, someone looking to commit espionage, or even just an angry spouse.

There are other relevant motivations for your enterprise visitor management system to be tracking this data. Pinpointing the purpose of a visit, and by extension, knowing who the visitor has business with, can save you a lot of time. It also ensures there’s no unnecessary disturbance created within the office premises.

Exit logs

Most offices tend not to log their visitors’ exits. For security reasons, this shouldn’t be excluded.

It helps organize your office space and saves time if you know exactly who is on your premises at any given time. Plus, the obvious security issues can range all the way from a delivery executive lurking around your office to someone looking to steal valuable company information.

Having a simplified check-out process can allow you to confirm that all your visitors promptly head back once their visit is completed.

You can achieve this with the combination of a dedicated receptionist and a digital visitor management system software. The former can inform the latter to validate a certain parameter on the kiosk. This can confirm the visitor’s exit with something as simple as a digital signature.

Be Safe and Track Your Visitors

Every organization should keep tabs on these four parameters of visitor data. You should track a visitor’s ID, time of arrival, the purpose of visit, and exit to ensure safe and efficient operations.

While you can do this manually, employing the best visitor management system can help you save time and organize office visits more accurately.

Here at Vizmo, we incorporate an efficient and effective contactless visitor management system that requires little to no manpower.

Reach out to us on our website, or quickly book a discovery call, and we’ll get back to you promptly.