Automated Visitor Management System

Revolutionize visitor experience with smart, secure and seamless solutions.

Polyxer’s Automated Visitor Management System is not just a solution—it is a smart and futuristic tool that transforms the way the visitors are managed. It is designed to optimize visitor registration, enhance security, and improve the overall visitor’s experience in corporate offices, institutions, and other premises. With digitized and automated visitor management processes, organizations can create a seamless, contactless, and efficient check-in to check-out process.

Benefits

Shorter Waiting & Serving Times

Shorter Waiting & Serving Times

The visitor can pre-book their appointments and individuals will have the predefined timeslots to reduce waiting time.
Enhanced Visitor Experience

Enhanced Visitor Experience

With automated appointment booking, seamless check-in/out process time can be reduced by up to 80%, the alerts to host about the visitors can reduce waiting time by 50%.
Streamlined Processes

Streamlined Processes

Self-service kiosks and mobile check-in can decrease overall visitor journey process by 60%.
Analytics and Insights

Analytics and Insights

Collected data on visitor patterns, peak hours, frequently visited areas etc. can be used to optimize facility management and resource allocation. Using AI to predict peak times and optimize staffing can reduce waiting times by 30%.
Improved Service Quality and Productivity

Improved Service Quality and Productivity

Improve staff productivity by 40% with streamlined visitor data handling and automated visitor journey. Automating daily activities can free up time for the staff and optimize the operations by 30%.
Security and Compliance

Security and Compliance

With automated visitor check in and out process, digital ticket issuing and providing real-time notifications helps to track the visitor traffic and ensure secure environment for visitors. AVMS helps organizations comply with industry-specific regulations like GDPR, GLBA, AICPA SOC, HIPPA (e.g., patient privacy in healthcare) etc.

Features

Pre-Registration and Scheduling

Pre-Registration and Scheduling

Allow visitors to pre-register and schedule their visits, reducing check-in times and waiting in long queues.
Seamless Check-in Process

Seamless Check-in Process

Self-registration kiosks, pre-registration options, mobile interface, and automated check-in processes allow the businesses to manage and track the visitors without much administrative intervention.
Visitor Experience

Visitor Experience

The visitors will have the automated check-ins and notifications on their visiting hour duration, which will contribute to better visitor experience.
Kiosk

Kiosk

Visitors can register using designated kiosks during specific hours of their visits by entering the details of the person they wish to visit. Tickets are automatically printed for entry through the building gantries upon check-in.
Mobile and Web App Interface

Mobile and Web App Interface

Visitor can pre-register their visit for any person using a web/mobile interface from any location by providing their own details and the details of the person they want to visit from the organization.
Real-Time Visitor Tracking

Real-Time Visitor Tracking

Monitor visitor movements within the facility in real-time to ensure security and manage visitor flow efficiently. A well-designed system can manage the various visitor type like normal visitors to consume services or others like vendors, contractors, consultants etc.
Security

Security

Automating the process of visitor verification, screening, and ticketing enhances overall security which is crucial for maintaining safety within the premises.
Front-Desk Efficiency

Front-Desk Efficiency

Streamlining and automating the visitor check-in processes can improve front-desk staff efficiency as the processes will be pre-defined and easily track the visitors through their journey.
Data Security and Protection

Data Security and Protection

Strong measures to protect visitor data and prevent unauthorized data access. Support end-to-end encryption of visitors’ sensitive information like Name, Address, Contact Number, unique IDs etc.
Reports

Reports

Staff can review all the activities of the organization visitors using the reports. System provides various reports to track all the activities in the office premises like registrations, visitor movements, visitor traffic etc.
Privacy and Transparency

Privacy and Transparency

A visitor management system should be transparent and it should not allow to share visitors’ private information or data with other customers or third parties. Clear and transparent communication with users about how their data is collected, stored, used and taken care.
Scalability

Scalability

Seamlessly handle increasing traffic while maintaining consistent performance and user experience. Manage large amount of user and data without impact on the performance.

Key Components of Visitor Management System

AVMS Use-cases for Various Industries

Multi-speciality Hospitals / Healthcare

A Visitor Management System in healthcare facilities controls visitor flow, authorizes only permitted visitors, and enhances safety for patients. The system can be customized for hospital needs, such as visitor quotas, queue settings, notifications, and ward-specific setups. Reports help improve both visitor and patient experiences, while controlling access reduces the risk of unauthorized visitors spreading infections. For example, critical wards may have restricted access and visiting hours, with caregivers tracked separately from other visitors.

Banking / Financial Service Centres

Banking and financial sectors require enhanced security for both data and physical assets. These centres have high demand for the visitors and the services require complete attention of the staff members. Automated Visitor Management Systems streamline check-ins and check-outs, reduce errors with automated data entry, and improve visitor and staff satisfaction. These systems also ensure compliance and security with customized access permissions, boosting efficiency, accuracy, and the overall user experience.

Corporate offices 

Corporate offices experience high visitor volumes due to vendor visits, hiring, training, and employee guests. Automated Visitor Management Systems streamline check-ins via kiosks or mobile apps, reducing wait times and notifying employees in real-time. The system generates visitor tickets with photos for easy identification and allows pre-registration for faster entry. It can also manage assets assigned to visitors, such as keys or access cards. 

Government Buildings 

Government offices often face high visitor volumes, especially during peak hours. A Visitor Management System helps track visitor flow, service times, and department visits, improving service management and visitor experience. It verifies visitor identities, preventing unauthorized access and protecting confidential data. The system can also conduct instant background checks and integrates with various systems, notifying employees of visitor arrivals via email or text. 

Educational institutes

Automated Visitor Management Systems enhance the experience for parents and students visiting educational institutes, including help centres, departments, and fee counters. With younger generations preferring digital solutions, these systems streamline appointment scheduling, check-ins, and navigation, improving service quality and reducing wait times. 

Cultural Institutions and Event Venues 

Automated Visitor Management Systems streamline ticketing by allowing advance purchase, with check-in via kiosks or smartphones. The system tracks visitor numbers to enforce capacity limits and prevent overcrowding, logging any unauthorized entry attempts. It ensures a smooth experience, granting access only to authorized guests and enhancing security. Digital records help predict visitor volume, peak hours, and behaviour.

Theme/Amusement Park and Museums

Automated visitor management systems enhance efficiency and security in theme parks and museums by streamlining check-in/check-out processes, providing real-time visitor tracking, and ensuring health and safety compliance. They offer personalized experiences through data collection, manage crowd control, and facilitate timed entries to improve overall visitor satisfaction. These systems also help in gathering valuable visitor data for tailored marketing and planning. 

Let Us Handle Your Visitor Management Experience, So You Can Focus on What
Really Matters for You.

FAQs

1What is Automated Visitor Management System and what are the benefits of it?
An Automated Visitor Management System (AVMS) is a software solution that streamlines the process of managing and tracking visitors in a facility, enhancing security and efficiency. The benefits include improved security, reduced waiting times, enhanced visitor experience, compliance with health and safety protocols, and detailed visitor analytics.
2How does the check-in process work?
Visitors can check in using self-service kiosks, mobile devices, or pre-registration links. The system collects necessary details, prints badges or tickets, and notifies hosts of visitor arrivals.
3How does the system ensure security?
The system uses ID verification, real-time tracking, access control integration, and automated notifications to enhance security.
4What hardware is required to use the Automated Visitor Management System?
Automated Visitor Management System does not require high configuration devices. An iPad or tablet for the kiosk, a printer for badges, and a stable internet connection are required for AVMS to be used.
5What types of visitors can the AVMS manage?
It can manage various visitor types like business partners, contractors, delivery personnel, job applicants, regular employees/staff, and frequent visitors based on the needs.
6Can the AVMS be used for events?
Yes, the AVMS is ideal for managing large events, allowing for bulk pre-registration and streamlined check-in processes to provide hassle-free experience to handle large crowd.
7How does the system help the staff to handle emergency situations?
The Automated Visitor Management System provides real-time data on all visitors present, helping the staff to prioritize the locations during evacuations.
8Is the Automated Visitor Management System compliant with data privacy regulations?
Yes, our Automated Visitor Management System complies with regulations such as GDPR, ensuring secure data storage and encrypted communications.
9Automated Visitor Management System integrated with other third-party systems?
Yes, the AVMS can be used with integration of any access control systems, authentications systems, calendar applications and other enterprise software systems to ensure the seamless operations.
10Can the AVMS be customized to fit our needs?
Yes, the system offers customizable check-in and check-out workflows, branding options, user roles and access permissions with customizable hierarchy, and integration with existing systems.