digital visitors book Archives

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Business, Business Growth, Corporate, Digital, Technology for SMEs in Kenya
October 5, 2023

Importance of Digital Visitors Book

Importance of Digital Visitors Book – A visitor log book is the core tool for capturing who is coming in and out of your workplace. It is a record of the current visitors on site, who they are, what company they represent, who they are visiting, time in, time out, contact details and purpose of visit.

A digital visitor log book is an online and interactive registry of all visitors on site and their historical sign in activity. This might include mapping their location via GPS for remote work sites through to more advanced sign in workflows being recorded as part of the sign in registry going far beyond just a log book of sign ins. It can be a searchable registry of who is on site right now and engage the visitor with a more interactive sign in workflow and process covering important areas such as vaccination declarations, health screening, viewing emergency procedure content or capturing their photo as part of the sign in process.

Comparison: Online VS Paper Based Log Book
Visitor log books can be either paper based or online. A paper based log book will literally be at reception requiring the visitor to sign in using a pen to fill out their contact details, person visiting and time in. an online visitor log book is a far more streamlined and automated approach where information is inputted digitally, photos can be captured, timestamps in and out are recorded, digital notifications can be generated to the person being visited, blocks can be put in place to prevent unwanted guests and with a digital record of who is currently on site right now, you can send out alerts in the event of an emergency to warn everyone who is currently on site right now (i.e. emergency evacuations).

iPad or Tablet Log Book in Reception
When using an online visitor log book, the most common method of delivery is on a tablet or iPad. You might wall mount it or have it presented on a stand for quick and easy sign in and sign out by visitors in the workplace.

Running out of pages and needing a new log book
When going the paper based option, eventually you will run out of pages and need to purchase a new visitor log book. Compare that to an online visitor log book where you don’t need to replenish the log book each time it runs out. Being entirely online gives you unlimited log book sign ins digitally.

Visitor Records
With a paper based log book, its very difficult to work through who signed in, when, how often, from which companies, different hand writing styles, illegibility and inconsistency. Compare that to an online format where everything inputted is consistent, legible, auditable, can be tracked from reporting and registries and you can easily drill down into different details.

Going beyond a visitor log book
With an online log book you can introduce visitor inductions and emergency plan acknowledgement in an online format. Ensure visitors go through important safety and workplace topics including digitally acknowledging they understand them as they arrive on site.

Digital Visitors Book Software
Visitor Log Book Software is an important tool for businesses to track who visits their location and when they are coming. It is a great way for companies to monitor activity, ensure safety, and maintain security. Whether your business requires all customers to check in, you want greater control over access rights and permissions or just need to know who’s entering different areas of the building – visitor log book software can help make it easy!

When implementing Visitor Log Book software there are multiple features that businesses should look for such as ease of use, robustness of reporting tools needed to produce data-driven insights and tracking capabilities of visitors that will allow you historical information about them. Additionally, some systems give you the ability to create custom forms so visitors can provide information about themselves when arriving at your premises while others may even grant access privileges such as providing after hours entry with special pass codes without compromising on security policy.

Overall; Visitor Log Book Software empowers companies by streamlining processes from check-in right through until departure allowing employees peace of mind when adding another layer into managing workplace safety and security.

Robisearch
Technology for SMEs in Kenya
April 12, 2023

Benefits of Digital Visitor’s Log Book To Businesses

Numerous visitors pass through the average workplace on any given day. Customers, clients, delivery personnel, family, job candidates and more — they all stop in for various reasons and may stay for only a few minutes, or for most of a day. The fact is that organizations and their reasons for keeping a visitor log are as varied as organizations themselves. However, there are a few overarching benefits that come with keeping accurate visitor records that make the extra time and trouble worth it to organizations. The primary benefits include:

Emergency preparedness

Keeping track of who is on the premises at all times can become especially vital in times of emergency. Unfortunately, the people most unfamiliar with the building who aren’t normally there are those most likely to be lost, left behind and unaccounted for if the worst were to come to pass.

If visitors are required to both check in and check out, emergency personnel can be given the log when accounting for those who have escaped a building and those who have not. If all employees have escaped and been counted, but a visitor or two are not present, emergency personnel know they still have people to locate. They will also know that the person or people in question are not familiar with the building and may be in a strange location.

Access control and security

Visitor logs are part of an effective visitor management system, and visitor management often starts with access control. Access control is the fundamental concept in security where a person has to have the proper credentials to access something, whether parts of a computer system or database, or an area with restricted access in a facility.

Provide accurate and instant visitor data

Some visitors may pose risks to your workplace and employee security, emergency evacuation procedures and use of workplace machinery. A digital visitor book instantly gives you information about who is at your workplace, who has been there and who is due to visit. If your business holds confidential client information, it also lets you show those clients who was likely to have access to it.

Consolidate your brand experience

Your brand is on show 24/7. The people, your website and your office reflect your brand. A hardcopy visitor book is generic and cannot be customised, but a digital version can! Include your logo, brand colours, workplace images, tag lines and anything else which paints an image of your business.

Good first impression

Receptionists do a great job at welcoming visitors. But like everyone, they get busy, go on holiday and have lunch breaks. They also have ‘bad days.’ A digital visitor book is always ready to greet visitors, ask the right questions and record everyone’s information accurately. It can also send messages to people in your office who need to know a visitor has arrived.

Reduce environmental impact

A large business with many entrances needs multiple visitor books. Then they need to be stored securely when they are completely full and you have to buy another one! A paperless digital visitor book doesn’t have those problems and reduces the amount of environmental resources your workplace uses.

At Robisearch Limited, we have a digital visitor book solution for every sized business. With affordable pricing, high-performing technology and amazing customer service, it’s no wonder businesses are switching from paper to digital visitor books with Robisearch Limited. Contact us today to learn how easy it is for your business to go paperless! Reach us on 0716413386 or 0780655987.