Introduction

A visitor can be someone who comes to the office to meet an employee, attends a business meeting, delivers a shipment or provides a service.

A number of organizations require confirmation from the concerned employee or department before authorizing entry.

Managing this process can be cumbersome through repeated phone calls and manual follow-ups.

A Visitor Approval Management System helps organizations structure the communication and authorization process for visitors to their place of work.

What Is Visitor Approval Management?

Visitor approval management is a process through which an organization screens and authorizes visitors’ entry against the organization’s policies.

It may include visitor registration, host notification, approval/rejection and visitor identification.

A systematic and organized approach to the process through a digital system is easier to manage.

Some of the Challenges of Manual Visitor Approval

Multiple Phone Calls

It is the responsibility of the receptionist to call the employee to confirm a visitor’s appointment.

Approval Delay

It may take a while for the employee to become available to give the appointment confirmation.

Approval Status Uncertainty

It may be difficult to maintain a consistent approval record due to the manual nature of the process.

Limited Coordination

Different departments within the organization may follow various approval processes for visitors.

A Digital Approval Workflow

1. Visitor Registration:

Visitors’ registration is done electronically.

2. Host Notification:

An employee is notified about the visitor.

3. Approval Decision:

An employee reviews the visitor’s request and makes a decision based on the organization’s approval process.

4. Visitor Pass:

A visitor is issued an electronic pass (where supported).

5. Entry Management:

The visitor is allowed entry according to the organization’s entry policies.

Who can Benefit from Visitor Approval Workflows?

Organizations including:

• Corporate offices
• IT parks
• Hospitals
• Educational institutions
• Factories
• Commercial buildings
• Warehouses

These workflows can be adapted according to an organization’s internal policies.

Appliv Visitor Approval Features

Appliv VMS offers features such as host approval, visitor registration, digital passes, QR and RFID access, and access control.

With these features, businesses can manage reception and visitor teams as well as hosts.

Conclusion

A well-defined Visitor Approval Management System can help organizations in following the guest visitation procedures of the organization.

To learn more about how digital visitor approvals can help your organization, take a look at Appliv Visitor Management System.