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How To Shorten Your Visitor Check-In Process & Keep Your Occupants Safe

How to Shorten Your Visitor Check-In Process & Keep Your Occupants Safe

Is your visitor process streamlined – to check visitors in quickly and reduce contact?

Without an efficient check-in process, visitors have to wait an unnecessarily long time to get in. This can be frustrating for tenants and their visitors. And, visitors congregating together can pose a health risk to everyone in your building.

How can you make the check-in processes safer – and more enjoyable?

By creating an efficient visitor access process that makes pre-registering, checking in, and capturing details simple. With an easy to follow process, you can make visitor check-in take no time at all – leading to happier (and safer) tenants.

Wondering how to shorten your visitor check-in process – while keeping tenants safe? Here are 3 steps to make visitor access more efficient.

Step 1: Simplify Pre-Registering

An easy way to make visitor check-in faster is having tenants pre-register visitors – so you always know who to expect.

If you don’t have visitor pre-registration, then you don’t know who will be in your building on any given day. This can lead to many visitors trying to check in at once, resulting in long check-in delays.

Plus, without pre-registration, you have to gather all important information while the visitor is at your security desk. And, you have to contact tenants to verify they invited the visitor. This whole process can take upwards of 15-30 minutes – meaning each visitor is lingering in a common area for a long time.

Visitors having long wait times just to get into the building is not only frustrating for tenants. It can also pose health problems if any visitors are sick. Visitors have the opportunity to spread illness for however long they’re waiting. So, longer wait times mean more of your building is put at risk.

Having tenants pre-register visitors can expedite the check-in process by eliminating the need to record basic details and verify with tenants. So, your security desk only has to check the visitor list to know whether to let a visitor in.

For pre-registration, you can have tenants email or call you with visitor requests and information. But, this means you have to manually keep track of all visitor requests – which is time-consuming. And, you have to get the information to your security desk – which is another task to add to your never-ending to-do list.

A simpler way is to use check-in software that allows tenants to input any visitor details themselves. So, you don’t have to worry about pre-registering – other than to approve the requests. Tenants can do everything themselves, and the software allows your security desk to get this information automatically.

That way, you can shorten the visitor check-in process – without having to spend all your time on it.

Step 2: Provide Multiple Ways to Check In

Along with creating a pre-registration process, allowing visitors to check-in using different methods can shorten the check-in process.

The traditional way to check-in visitors has everyone waiting in line to get in. With this method, you can only check in one visitor at a time. Everyone else has to wait while you go through the whole check-in process. So, visitors are standing in your lobby for a while – just to get checked in.

If tenants have appointments with visitors, this could throw off their schedule for the entire day. And, the long wait times could make visitors not want to return to your building. This has the potential to cost tenants revenue – leading to them looking for another building with better visitor access policies.

Having multiple options for visitors to check-in can shorten the process. You could have several people responsible for checking in visitors to make the process more efficient. But, this requires you to hire extra staff – cutting into building revenue. Or, reallocate staff – stretching your resources thin.

Another option is to use software for visitors that allows visitors to check in from web or mobile apps. That way, multiple visitors can begin the check-in process at the same time. So, visitors don’t have a long wait time – and have a good experience in your building.

Creating multiple ways for visitors to check-in is another way to shorten visitor wait time.

Step 3: Quickly Capture Visitor Details

Making sure you have complete visitor details can help you keep unwanted visitors out. And, it can help you know exactly who visitors had contact with while in your building.

Knowing who is and has been in your building is key to keeping your tenants safe. If a visitor is in your building while sick, you need to know as soon as the visitor learns of it. Otherwise, tenants and staff in your building could be spreading the illness throughout your property – and even to other places throughout your city.

If you don’t have a way to capture important visitor info – like date of visit – then it’s difficult to know who the visitor interacted with. So, you won’t be able to inform the right people – increasing the risk of your whole building getting infected.

Plus, having a way to capture visitor info helps you keep out any problematic guests. Without a way to note if visitors caused problems, you could be letting in the same visitor again – likely leading to more issues you have to deal with.

To capture visitor details, you could have a sign-in sheet – where they write down important info. But, this increases contact points and the ability to spread illness. Plus, you have to manually store this information – which takes time and resources. And, this can make it hard to find those details if you need them.

An easier way is to use check-in software for visitors that allows you to capture details right from the software. Your security desk can easily pull guest info from the pre-registration profile. And, quickly add relevant details – like a date stamp or picture.

Since these records are digital, you can search for needed info with criteria like date or name. That way, you can find visitor details quickly – allowing you to notify occupants about health issues as soon as possible. And, your security desk can pull up details in real-time – to see if a visitor has caused problems before.

Having a way to capture contact details quickly and easily helps you shorten the check-in process. And, it helps you notify tenants of any health concerns and keep problematic visitors out.

Wrapping It Up

Your check-in process is the first impression for visitors of your staff and building. If you have an easy process that takes just a few minutes, both guests and tenants will think favorably of your property.

But, if checking in takes a long time, visitors are going to have a negative experience. This could prompt tenants to leave for another building with better visitor access policies.

To shorten your check-in process – while still keeping occupants safe – you should simplify your pre-registration process, provide multiple ways to check-in, and have a way to quickly capture visitor details. Check-in software can help you do this in no time. That way, your check-in process can be a breeze for visitors – while still helping you have a secure building.

Looking for a visitor access software to help with checking in visitors? Give Building Engines a try. Building Engines’ visitor access module has all those features and more. So, you can make the check-in process safer and more efficient.

Get started with your free Building Engines visitor access demo today.

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