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Satisfy Regulatory Compliance With Secuviz Visitor Management System

A Visitor Management System is not just an impressive way to welcome clients and manage all visits to an commercial establishments. Having a data-backed understanding of who comes through an office door has lots of benefits including satisfying regulatory compliance. We shall look at two ways in which this can be achieved.

COVID-19 Regulation Compliance

Most businesses have had to stay in touch with an evolving set of rules and restrictions related to the COVID-19 pandemic. Visitor records have played an important role in demonstrating compliance with the Ministry of Health protocols. Here are examples of how visitor management systems can help with such compliance.

· Visitor records can be used to show that a building did not exceed maximum occupancy limits

· Such a solution keeps a records of who came in and out of the office and this information could be used for contact tracing purposes.

Data Protection Act of 2019

Kenya enacted a data privacy and protection law, named the Data Protection Act of 2019 (the DPA). The DPA guarantees every individual’s right to privacy especially Personally Identifiable Information otherwise known as (PII).

Organizations that still use physical visitor registration books, run the risk of exposing personal visitor details to other visitors. This is obviously problematic with the introduction of the DPA as it is very hard to guarantee the privacy of visitor data .

Conclusion

The Secuviz Visitor Management System can help organisations to achieve compliance, whilst improving the visitor management processes. With our solution, all components of the visitor management system can be connected over a secure network, for safe data collection and storage.

#satisfyingregulatorycompliance

VISITOR MANAGEMENT SYSTEMS FOR MODERN OFFICES

In today's environment, it's more important than ever to know who has access to your properties and when. A post-COVID world increases the need for appropriate visitor management solutions for the office, due to the specific challenges surrounding contact tracing and reducing the risk of close contact in public spaces. Plus, flexible working hours means employees are more likely to be in the office at unpredictable times, boosting remote management, building automation, and more.

Today, there are more solutions than ever in the Commercial Real Estate (CRE) market to effectively and concisely record who visits your buildings, why they do it and where they spend their time. Together we can evaluate these solutions to determine the best option for you and your tenants.

According to The Receptionist, modern visitor management systems — which include open source visitor sign-in system variations — can achieve all of the following to increase office productivity and safety:

· Maintain a cloud-based visitor log

· Take photos of your visitors to help you identify them

· Print visitor ID badges, customized with your company’s logo

· Capture signatures for NDAs and other legal agreements

· Accept deliveries from UPS, FedEx, and other courier services

· Send SMS, email, and Slack notifications when visitors arrive

· Allow two-way communication between employees and visitors

· Accept food deliveries and document drop-off

· Provide instructions for visitors

· Enable remote-controlled access for visitors when needed

Types of visitor management systems for office

There are a wide variety of visitor management systems available for offices. Whether simple or technologically advanced, they all facilitate guest access in office buildings, notify employees of guest arrival, and track visitor time in and out.

Office visitor management systems fall into three main categories:

1. Pen-and-paper

2. Reception desk

3. Video intercom system

1. Pen-and-paper

The pen-and-paper method of visitor management is probably the oldest method that is still used today. While it gets the job done, it’s full of pitfalls and inefficiencies.

First of all, it’s the least secure way for visitors to sign into an office building. Handwriting can easily be misread or completely illegible, which leads to inaccurate visitor information. Also, without thorough identity verification, visitors can write down false information, causing a security breach.

2. Reception desk

Having a staffed reception or front desk is a common — yet outdated — way to manage visitors within an office building.

A receptionist desk is typically located in the lobby of a commercial building. Visitors see the staff members working the desk to start the sign-in process, including providing ID cards, taking a photo, and receiving a visitor pass with access credentials. The desk attendant calls the tenant the visitor is there for and then sends the visitor up to the appropriate floor and office suite.

Then, the visitor has to sign in all over again at the reception desk of the particular office suite. During busy hours, desk attendants can easily get overwhelmed, and visitors may feel frustrated about long waits and redundant sign-in processes.

The reception desk method of managing visitors might have worked in the past. But with the advent of technology that streamlines the whole visitor management process, reception desks seem more and more outdated.

3. Video intercom system

Installing a modern video intercom for office visitor management is one of the most secure and effective solutions. Some video intercom systems are even cloud-based, meaning that you can collect and manage guest access information from anywhere with an internet connection.

With video intercom systems, visitors can look up the tenant they’re visiting in the directory to request building entry. Alternatively, a tenant could give their visitor access credentials — in the form of QR or PIN codes — in advance.

Corporate offices

For corporate offices big and small, having a comprehensive visitor management system is essential. Typically, office buildings have multiple tenants, meaning that various businesses and organizations are housed under the same building. So, on any given day, a variety of clients, customers, partners, job candidates, and countless other visitors will come and go all day long.

A traditional receptionist desk might not have the bandwidth to welcome and register all these guests. To streamline visitor management, consider investing in an access control system with a mobile app. This way, tenants can directly give access credentials to their guests, open the door for them after visually verifying their identities, and help them navigate to the correct office suite.

Benefits of visitor management in offices

If your office building doesn’t have a visitor management system, then you’re missing out on some key benefits. Or, if your current system is outdated, then you’re falling behind on building automation.

Here are a few benefits of installing a modern visitor management system in your office:

· Keep employees safe

· Manage workplace capacity

· Improve the tenant experience

· Make a good first impression

· Minimize contact

Choosing the best visitor management system for your office

If you decide to invest in a visitor management system, you’re moving in the right direction toward making property access simple for office guests. As the number of visitors to commercial properties continues to increase, you must accommodate a wide array of office guests.

Here are essential features to look for in an office visitor management system:

· Robust mobile app:

Pick a system that comes with a smartphone app, which allows tenants and guests to open doors from their smartphones. Some even allow tenants to send their guests’ virtual keys to enter the property when they arrive.

· Delivery PINs for couriers:

A common frustration among tenants is missing a delivery, or worse, experiencing package theft. Ensure that your tenants never miss a delivery by empowering them to create delivery PINs. Food and package delivery people can access the building by entering the one-time PIN code. Then, the courier can securely place the package inside the building even if the tenant isn’t in the office.

· Video and photos:

Lastly, make sure to pick a system that stores video & photos of all door entries. That way, it’s easy to contact-trace or catch a trespasser if necessary.

#vmsformodernoffice

Satisfy your Regulatory Compliance With Our Secuviz Visitor Management System.

#visitor management system

visitor management is one of the most important components of office space.Institutions considering expanding to new offices in other locations can benefit immensely from a visitor management system that accommodates such growth.

#vmsformodernoffices

VISITOR MANAGEMENT SYSTEM IN HOSPITALS

Hospitals and healthcare facilities have unique and complex security and operational needs. Hospital facilities include not only healthcare facilities, but also a wide range of services for patients, visitors and staff alike. Some major facilities even include medical college campuses and hostels.

Hospitals generally comprise of sprawling campuses & massive buildings that serve hundreds and thousands of patients and their visitors on a daily basis.

How Can Hospitals Benefit from a Digital Visitor Management System?

The magnitude and complexity of the security and operational challenges that hospitals face require them to have a robust and efficient management system for security and hospital operations. One such solution is digital visitor management software for hospitals to ensure safety in hospital facilities and to manage your visitors more efficiently.

1. Secure your Hospital by Monitoring & Tracking Visitors

A visitor management system also recognizes different categories of visitors and captures maximum visitor data along with visitor photo and standard details such as email id and phone numbers, within seconds.

This way, hospitals can prevent unlawful activities on the premises. All records are accessible in a single dashboard and can be viewed real-time as well.

2. Improve your Hospital’s Brand & Reputation

Having a Visitor Management Software at the front desk enables automated check-in processes which leads to a decrease in the pressure of handling visitors on the staff, eventually resulting in building the reputation and brand image of hospitals, which is necessary for highly competitive hospital industry.

A good system can create mutual dependency and trust between the hospital management and visitors. Also, the system will impress visitors which might directly or indirectly affect your brand reputation. They know that your hospital is more concerned about visitor security and also about hospital management. Naturally, it builds mutual trust between the visitors and the hospital management and also it leads to building a brand reputation in the visitor’s mind.

3. Improve Work Efficiency and Patient Satisfaction

According to a recent survey, 45% of people said they choose to use a VMS for their organization to improve work efficiency.

An advanced visitor app has advanced self-service features. Such a system allows the patient or patient assistant to add their own visitor list to the system. Visitors can automatically gain access to visit the patient during visiting hours.

The system can also enable the patient or attendant to identify someone as an unwelcome visitor. This empowers the patient and contributes greatly to improving patient satisfaction.

Hospitals also have receptionists in the main lobby as well as in the reception areas of respective departments. Self-registration software can lessen the burden on hospital receptionists who are usually overburdened with managing visitors. The modern digital visitor management system enables visitors to manually enter their details and schedule the meeting with hosts and give a seamless experience for the visitors. The QR code-based visitor id in the VMS gives a seamless check-in experience for the visitors.

Self-registration visitor app is an efficient way of handling visitors, especially, pre-registered visitors, and can complement manual check-ins that receptionists handle. Having a VMS at your front desk can reduce pressure on hospital receptionists who are mostly overburdened by managing visitors thereby improving their work efficiency by leaps and bounds.

#vmsinhospitals

Find Our best Visitor Management Systems for COVID Times. Contact us at [email protected] for further details.

#vmsforcovidtimes

VISITOR MANAGEMENT SYSTEMS FOR MODERN OFFICES

In today's environment, it's more important than ever to know who has access to your properties and when. A post-COVID world increases the need for appropriate visitor management solutions for the office, due to the specific challenges surrounding contact tracing and reducing the risk of close contact in public spaces. Plus, flexible working hours means employees are more likely to be in the office at unpredictable times, boosting remote management, building automation, and more.

Today, there are more solutions than ever in the Commercial Real Estate (CRE) market to effectively and concisely record who visits your buildings, why they do it and where they spend their time. Together we can evaluate these solutions to determine the best option for you and your tenants.

According to The Receptionist, modern visitor management systems — which include open source visitor sign-in system variations — can achieve all of the following to increase office productivity and safety:

· Maintain a cloud-based visitor log

· Take photos of your visitors to help you identify them

· Print visitor ID badges, customized with your company’s logo

· Capture signatures for NDAs and other legal agreements

· Accept deliveries from UPS, FedEx, and other courier services

· Send SMS, email, and Slack notifications when visitors arrive

· Allow two-way communication between employees and visitors

· Accept food deliveries and document drop-off

· Provide instructions for visitors

· Enable remote-controlled access for visitors when needed

Types of visitor management systems for office

There are a wide variety of visitor management systems available for offices. Whether simple or technologically advanced, they all facilitate guest access in office buildings, notify employees of guest arrival, and track visitor time in and out.

Office visitor management systems fall into three main categories:

1. Pen-and-paper

2. Reception desk

3. Video intercom system

1. Pen-and-paper

The pen-and-paper method of visitor management is probably the oldest method that is still used today. While it gets the job done, it’s full of pitfalls and inefficiencies.

First of all, it’s the least secure way for visitors to sign into an office building. Handwriting can easily be misread or completely illegible, which leads to inaccurate visitor information. Also, without thorough identity verification, visitors can write down false information, causing a security breach.

2. Reception desk

Having a staffed reception or front desk is a common — yet outdated — way to manage visitors within an office building.

A receptionist desk is typically located in the lobby of a commercial building. Visitors see the staff members working the desk to start the sign-in process, including providing ID cards, taking a photo, and receiving a visitor pass with access credentials. The desk attendant calls the tenant the visitor is there for and then sends the visitor up to the appropriate floor and office suite.

Then, the visitor has to sign in all over again at the reception desk of the particular office suite. During busy hours, desk attendants can easily get overwhelmed, and visitors may feel frustrated about long waits and redundant sign-in processes.

The reception desk method of managing visitors might have worked in the past. But with the advent of technology that streamlines the whole visitor management process, reception desks seem more and more outdated.

3. Video intercom system

Installing a modern video intercom for office visitor management is one of the most secure and effective solutions. Some video intercom systems are even cloud-based, meaning that you can collect and manage guest access information from anywhere with an internet connection.

With video intercom systems, visitors can look up the tenant they’re visiting in the directory to request building entry. Alternatively, a tenant could give their visitor access credentials — in the form of QR or PIN codes — in advance.

Corporate offices

For corporate offices big and small, having a comprehensive visitor management system is essential. Typically, office buildings have multiple tenants, meaning that various businesses and organizations are housed under the same building. So, on any given day, a variety of clients, customers, partners, job candidates, and countless other visitors will come and go all day long.

A traditional receptionist desk might not have the bandwidth to welcome and register all these guests. To streamline visitor management, consider investing in an access control system with a mobile app. This way, tenants can directly give access credentials to their guests, open the door for them after visually verifying their identities, and help them navigate to the correct office suite.

Benefits of visitor management in offices

If your office building doesn’t have a visitor management system, then you’re missing out on some key benefits. Or, if your current system is outdated, then you’re falling behind on building automation.

Here are a few benefits of installing a modern visitor management system in your office:

· Keep employees safe

· Manage workplace capacity

· Improve the tenant experience

· Make a good first impression

· Minimize contact

Choosing the best visitor management system for your office

If you decide to invest in a visitor management system, you’re moving in the right direction toward making property access simple for office guests. As the number of visitors to commercial properties continues to increase, you must accommodate a wide array of office guests.

Here are essential features to look for in an office visitor management system:

· Robust mobile app:

Pick a system that comes with a smartphone app, which allows tenants and guests to open doors from their smartphones. Some even allow tenants to send their guests’ virtual keys to enter the property when they arrive.

· Delivery PINs for couriers:

A common frustration among tenants is missing a delivery, or worse, experiencing package theft. Ensure that your tenants never miss a delivery by empowering them to create delivery PINs. Food and package delivery people can access the building by entering the one-time PIN code. Then, the courier can securely place the package inside the building even if the tenant isn’t in the office.

· Video and photos:

Lastly, make sure to pick a system that stores video & photos of all door entries. That way, it’s easy to contact-trace or catch a trespasser if necessary.

#vmsformodernoffices

SecuViz is a future ready Visitor Management System in Nairobi, Kenya for modern day businesses and establishments as well as gated residential estates.

#visitormanagementsystem

Satisfy Regulatory Compliance With Secuviz Visitor Management System

A Visitor Management System is not just an impressive way to welcome clients and manage all visits to an commercial establishments. Having a data-backed understanding of who comes through an office door has lots of benefits including satisfying regulatory compliance. We shall look at two ways in which this can be achieved.

COVID-19 Regulation Compliance

Most businesses have had to stay in touch with an evolving set of rules and restrictions related to the COVID-19 pandemic. Visitor records have played an important role in demonstrating compliance with the Ministry of Health protocols. Here are examples of how visitor management systems can help with such compliance.

· Visitor records can be used to show that a building did not exceed maximum occupancy limits

· Such a solution keeps a records of who came in and out of the office and this information could be used for contact tracing purposes.

Data Protection Act of 2019

Kenya enacted a data privacy and protection law, named the Data Protection Act of 2019 (the DPA). The DPA guarantees every individual’s right to privacy especially Personally Identifiable Information otherwise known as (PII).

Organizations that still use physical visitor registration books, run the risk of exposing personal visitor details to other visitors. This is obviously problematic with the introduction of the DPA as it is very hard to guarantee the privacy of visitor data .

Conclusion

The Secuviz Visitor Management System can help organisations to achieve compliance, whilst improving the visitor management processes. With our solution, all components of the visitor management system can be connected over a secure network, for safe data collection and storage.

#satisfyingregulatorycompliance

SecuViz Visitor Management Systems in Nairobi, Kenya is reliable, efficient, and allows you to be in control of the visitor movement within location.

#visitormanagementsystem

BENEFITS OF SECUVIZ

SecuViz is the future of visitor management. SecuViz holds immense benefits compared to a manual system.

Benefits of Secuviz are as,

Faster Visitor Sign-up

Without manual input, the reception can process the input faster, avoiding a messy reception. This is especially useful when organizing high-turnout seminars or events.

Improved visitor Experience

Your visitors no longer have to manually fill in and spend time at the reception. Frequent visitors do not have to enter their details on every arrival. Checking out is also a hassle-free process, requiring the pass to be placed in the drop box. Visitors leave with a positive impression of your organization.

More security and Transparency

Thanks to 2-point authentication, you can be sure that you receive correct information when you host a visitor. The system is fully traceable and eliminates the possibility of errors when entering the data.

Easy Disc Creation.

All visitor data is stored in the system for easy retrieval. This allows you to keep an administration without extra effort. The information can be used to generate reports and analyze the movement of visitors through the site.

Environmentally Friendly

The system is automated (except for paper passes) and requires no paperwork. This is an environmentally friendly solution that also reduces the need for space to store physical documents.

Enhanced Security

SecuViz allows selective access so that visitor access can be limited to only those departments/facilities they are scheduled to visit.

Data Storage

SecuViz stores visitor data such as name, average duration of a visit, department visited, areas visited, etc.

Reduce Paperwork

With VMS, you can go digital so you don't have to keep track of handwritten records and ledgers from multiple sources.

Reduce errors and save time

VMS eliminates human errors, automates data entry and saves your business time.

Manage Employees

You can also manage your own employees by granting pre-registered access based on their designations.

Optimize visitor Flow

With the fully automated system, identification, scanning and analysis of visitors is seamless and saves both parties time.

Register multiple visitors

Multiple users can be pre-registered in the system at the same time, useful when your facility is hosting large-scale professional meetings or summits.

Easy to use with user-friendly interface

Easy to install, use, update and configure with other devices such as cameras, fingerprint sensors, etc.

Receive smart Reports

Receive daily, weekly or monthly reports on the visits, the reason for the visit, the history of your customers, etc.

Guarantee the confidentiality of the Information

Your customers' personal data is safe in the system and cannot be accessed by unauthorized persons.

Reusable Visitor Cards

Because visitors are logged out when leaving the system, cards can be reused at a cost-effective cost.

Achieve Compliance

Visitor data management is a compliance requirement. With VMS you can easily meet the requirements.

#benefitsofsecuviz

Find Here Benefits of Secuviz. SecuViz is the best visitor management system vms in Nairobi, Kenya.Find Here Benefits of Secuviz. SecuViz is the best visitor management system vms in Nairobi, Kenya.

#benefitsofsecuviz

KEY FEATURES OF VISITOR MANAGEMENT SYSTEM

SecuViz is a future ready Visitor Management System for modern day businesses and establishments as well as gated residential estates

Features of SecuViz include:

Customized modules

Different organizations have different visitor management mandates. SecuViz allows you to personalize your VMS system as per your requirement.

Pre-booked appointments

Appointments can be created and managed with utmost ease. If visitors pre-share the requisite data, SecuViz can create a visitor pass in advance!

Visitor notification

Receive your guests personally! Hosts can choose to receive notifications on their email and mobiles when a visitor logs in. The notifications contain the visitor’s photograph for easy identification.

Data retrieval

Allow repeat visitors and those with prior appointments a quick and hassle-free check in experience. Once the visitor data is fed into the system, the system can automatically retrieve the data during the next visit.

Access control

Increase the security of your premises by restricting visitor access. Access cards can be programmed to offer select access based on the purpose of visit.

Report generation

Collect and analyze visitor logs on the go. All visitor data can be easily retrieved and used to create a variety of insightful reports.

Data security

Keep your visitor data confidential. All components of the visitor management system are connected over a secure network, for safe data collection and storage.

Emergency notifications

Ensure the safety of all those present in the location. Emergency messages can be broadcasted over the system to reach all members’ personal devices.

2-point authentication

Prevent the security risks of inconsistent data. Visitors are required to furnish their mobile number, which is verified using the onetime authentication key and ID proof for authentication, resulting in the creation of accurate and traceable records. The system can also be equipped with a webcam to take a picture of the visitor during the check-in process.

#keyfeaturesofvms

Here you will find our best visitor management system key features that help you to select Best Visitor Management System VMS in Nairobi, Kenya.

#keyfeaturesofvms

SMART SECURITY CAMERA SYSTEM

Best Locations to Install Security Cameras for Better Commercial Security

1. Parking Lots

Anyone who visits your premises is likely to enter through the parking lot. So, using a commercial or corporate security surveillance system in open areas such as parking lots is a smarter choice. Make sure to adjust the field of view as it helps to maximize the area you are monitoring. Also, these security cameras can be used to zoom in to the point that license plate recognition is possible if there ever were an instance that it was needed.

2. Employee Lounges

The employee lounge or break rooms are often the first and last places the employees visit in their shifts. Also, these locations are quite common for workplace disagreements or harassment. This makes it essential to consider installing surveillance cameras in such locations as it provides evidence should you need it, while not upsetting employees.

3. Reception Desks

As one of the highest traffic areas of individual workplaces, installing the commercial or residential security systems in your reception helps ensure better surveillance security and footage of virtually anyone visiting your business. You may want to cover the security cameras with an additional shield to make sure the cameras are not visible to visitors or customers. Also for added protection, if at any time there is a robbery that takes place in your business is will help ensure they can’t see the security cameras you have. Covering these security cameras or merely getting the ones that are designed smaller will help if any situation may occur.

4. Dumpsters

Another excellent place for the placement of commercial or corporate security cameras is the dumpster area, which is usually secluded and away from the main building. Installing cameras in these areas is also essential, as dumpster areas are often overlooked when designing a surveillance system. When these areas are neglected, it also makes the area more vulnerable for employees to steal from their workplace and to become victims of possible robberies. Using the security cameras in these areas with effective audio recording can provide additional evidence when no one is around to witness any criminal acts or misconduct.

5. Office Supply Room

This area is one of the most critical places for business owners. Though items in this area may seem small and insignificant eventually, they begin to add up, even the most minor things like pens or paper can add up when you look at annual losses. Using 360 degree overhead cameras in such locations is a great option to monitor the stored items, and to make sure the security of expensive equipment stays in the office.

#smartsecuritycamerasystem

SecuViz is the best visitor management system vms in Nairobi, Kenya. It is a smart solution to record, track, and streamline the movement of visitors.

#bestvisitormanagementsystem

5 Subtle Benefits of a Visitor Management System

Visitor Management Systems (VMS) essentially function to manage visitors, track and regulate visitor movement and restrict visitor entry to unauthorized sections of any commercial or industrial premises. Visitor management systems streamline visitor flow and allow hosts to engage in transactions without overlaps.

While these are the more evident benefits of a visitor management system, there are several subtle benefits of employing a visitor management system in your business premises.

Here’s a glimpse of 5 subtle benefits of adopting a VMS for your organization or facility:

1. Creates a First Impression of Professionalism

When visitors enter your business premises, think of the first few minutes of their interaction – even before the actual transaction has started. These vital few minutes weave a strong image in the mind of visitors about the business, the service offering and the brand.

Most often, this image creates a lasting impression about the organization and does not alter with subsequent interactions. A comprehensive visitor management system creates a positive first impression that reflects your business professionalism, value for time and orderliness and thoroughness of your security systems.

2. Bolsters Security

An advanced visitor management system can check the entry of miscreants by acting as a visual deterrent. Individuals who are not entering for a genuine transaction or business purpose will hesitate to reveal personal details – including display of authorized ID card and photograph that will be recorded on a system.

Moreover, to move within the premises, visitors are provided temporary badges or access cards that allow entry only to certain sections of the building or property, thereby ensuring additional security.

3. Aids Data Compliance and Access to Visitor Records

A feature-rich visitor management system enables front-desk employees to collect, record and store multiple details – name of visitor, time, date, purpose and duration of visit, host name, etc. These can also be retrieved easily in case of any requirement.

Several industrial and business regulations are now including mandatory logs of visitors as a compliance practice. Data from VMS can aid compliance. From good-to-haves, visitor records are now transforming into must-haves for any commercial establishment.

4. Optimizes Time

Employing a visitor management system allows you to schedule visits and meetings and share these schedules with prospective visitors. Upon arrival, front desk exchanges and screening are faster and hassle-free as compared to conventional systems since visitors can share their appointment details and these can be verified at a click.

Potential visitors can also pre-book appointments through VMS and hosts receive notifications. Hosts can accept, reschedule or reject the appointment request and plan their business days optimally. Reducing delays at the reception reduces the likelihood of delayed meetings thus saving time for both hosts and guests.

5. Facilitates Environment-friendly Practices

Replacing visitor logbooks and paper-based systems with visitor management systems help organizations streamline visitor flow and administrative tasks while supporting environment-friendly practices. Use of paper is minimal except for visitor entry badges.

#bestvisitormanagementsystem

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