Enhancing Visitor Management with Mobile Access Control in Modern Workspaces:

Visitor control is an important part of daily operations and facility management in dynamic workspaces, especially in buildings with shared office-space. Visitor access control is vital to customer service operations, professional partnership management, security systems, and general operational efficiency. Mobile access control for visitors can help businesses streamline operations and service without compromising on the safety and security of employees or guests.

Traditional visitor access/ check-in processes:

Traditional visitor access and check-in processes can be cumbersome and inefficient, especially for companies with many employees and expected visitors and guests. These processes can be heavily reliant on paper sign-in sheets that are manually managed, which can slow down operations and lead to errors or oversights. Intelligent access control can help to streamline visitor access for guests and businesses, enhancing their efficiency and security.

How can mobile access control be used in visitor access management?

A system that can deliver access credentials to guests through their smartphones (typically) can grant temporary access to an office space or specific areas within a building. This solution can help businesses to eliminate the need for manual check-in systems. Visitors might get pre-authorization or be granted access on the spot, and typically, they will only be authorized to enter specific areas for a specified amount of time or over a specific date period.

Streamlined access for convenience:

Traditional check-in process may involve multiple time-consuming steps for guests and administrators. They may also require duplication of efforts if visitors manually fill in information that needs to be digitally input by administrators. Additionally, in some cases, guests can complete much of the registration process beforehand, saving time. A mobile check-in service may involve the following steps:

1. Pre-arrival set-up: Before their visit, guests can receive digital credentials or an access link on their mobile device. This will include the details of their access permissions. In some cases, guests will be asked to fill out their personal information for verification purposes.
2. Contactless check-in: Upon arrival, visitors can check in to a building or workspace using their mobile device by tapping or swiping it at designated entry points. There is no need to check in or sign in at reception, making the process quick and convenient.
3. Access control and time limits: Guests should ensure that they are aware of the time limits and area restrictions if they are in place The digital credentials may expire after the set time elapses, and only access to certain areas may be allowed. This can help to reduce the burden on security or reception staff to ensure that visitors have exited the building once their allotted time has elapsed. It can also mean that reception or security staff do not have to escort visitors to their destinations if they access unauthorized areas, as they will only have access to authorized areas.

Enhanced security:

This streamlined access system can not only enhance convenience and efficiency but also ensure the security of people and property, as an intelligent system can provide real-time data that informs administrators of who is in what areas of a building and if visitors have exited the premises by the agreed upon times. Administrators can also set up credentials with security parameters that suit their needs and ensure the safety of their staff and company assets, for example:

1. Time-limited access: Limiting visitor access to specific times can help make the check-in and check-out process easier for reception/ security staff and enhance the security of a building or space. Revoking visitors’ digital access once their appointment is over helps ensure that there are no unauthorized individuals on-site.
2. Area-specific permissions: Many businesses keep sensitive documentation andexpensive equipment. In addition, staff members may have their personal belongings on-site. Granting visitors access only to the areas that they are expected can help to avoid any security breaches.
3. Real-time data and management: With digital access systems, administrators can gain insight into where visitors are in real-time, ensuring that security protocol is being followed. Additionally, digital access can be given or revoked in real-time if need be, giving administrators full control over who is in the building (or specific areas) at any given time.