Implementing a visitor management system for your establishment

Workplace occurrences have shown us the importance of protecting employees, visitors, and property in modern establishments. Incorporating a modern visitor management system into your organization’s overall security plan provides an added level of safety you can’t get from paper logbooks.

Implementing a visitor management system can be costly if not done right and we take a look at some key steps to make in implementing the solution for your establishment.


Identify your visitor management needs


This is usually the first step you make before you can proceed to the market to shop for solutions. This phase involves speaking with all relevant stakeholders to understand what the solution must do, system requirements, and the nice-to-have features. 

Armed with that information, thoroughly examine the market for a solution with all the features you need. Picking one with the necessary features eliminates the need to add complementary programs later. Also, make a point to understand the hardware requirements for the solution. Modern visitor management solutions such as Secuviz require dedicated equipment, typically a tablet or computer to work efficiently.


Schedule demos with prospective service providers


The second phase involves meeting with service providers and having them demonstrate their solutions, which should highlight each application’s strengths and shortcomings. A demo’s main advantage is that it allows you to envision how the system will work for you, your colleagues, your visitors, and anyone wishing to audit visitor information after it is implemented. Think about the types of visitors your receive in your work environment and ask how it will satisfy their needs once configured for you.


Ensure it fits your Budget


No matter how great and helpful a system’s features are, it all comes down to your budget and how well it fits in. Over and above that, it helps to find out if the system will have hidden additional charges down the line. Solutions such as Secuviz offer many essential features with the adaptability to be upgraded or downgraded as and when the need arises. There’s no point paying through the nose to buy a complex system with features you won’t use.


Installing  the visitor management system


The next phase of implementing a visitor management system is the physical deployment of the solution at the reception. Here you will have to consider things such as location and optimize the design to maintain a welcoming yet secure environment. If there are integrations with other third-party systems that need to happen then this is an opportunity to ensure optimum use of space as well as lighting. The idea is for the solution to create an intuitive check-in process that ensures the best user experience possible for both visitors and front desk operators.


Configuring the visitor management system


After installing, the next step is configuring the software to fit your needs. Configuring software involves two steps. One is having your visitor management system reflect your brand. Secondly, you have to configure it to meet the required workflows to handle the needs of visitors who enter your premises. 

The whole system ought to integrate flawlessly. It takes a few sub-steps to configure a visitor check-in system fully. Customizing the workflows will involve eliminating redundancies in the system. You want to ensure that there are minimal errors with its performance. Modern systems such as Secuviz process data efficiently and even generate reports for use by management.


Testing of the system


Just like with every system you will come across, there are no guarantees that the system will run like a well-tuned Swiss watch. Testing reveals if all the configurations and customizations are working flawlessly together. You’ll need to conduct real-time testing to find errors and system failures. It’s also a chance to see if the system works effectively with your requirements.


Notify team members


A visitor management solution is a significant step up, especially from traditional visitor record-keeping methods. For that reason, employees need to know about the changes.

Notifying employees about the visitor management solution allows them to familiarize themselves with the system and point out any further bottlenecks that need ironing out. 

A simple email should do the trick. Let team members know you have implemented the system and who to contact in case they need assistance. 




Deployment of the visitor management solution is the last step. By the time of deployment, the system should be working optimally and error-free. Moreover, it should work along with other security programs effortlessly.




Monitoring visitors’ movement in your organization is increasingly becoming an important part of physical security management. Following this step-by-step guide to setting up the visitor management system ensures the system runs flawlessly. If you are still taking time to decide whether you need a visitor management solution, then worry no more since our team of experts is more than happy to take you through the process. Get in touch today!