Access Visitor Management Systems Guide

By: Brian Rhodes, Published on May 11, 2018

"Who are you, and why are you here?"

Facilities that implement Visitor Management Systems hope they never need to ask that question to anyone, ever. While access control goes to great lengths to make sure only approved personnel are able to enter approved areas, they hardly ever handle 'temporary access' well.

For that, Visitor Management fills a niche, and claim to do a better job than the old, proven clipboard sign in sheets.

In this note, we examine visitor management systems, their common features, and how they are best deployed.

"*** *** ***, *** why *** *** ****?"

********** **** ********* ******* ********** Systems **** **** ***** need ** *** **** question ** ******, ****. While ****** ******* **** to ***** ******* ** make **** **** ******** personnel *** **** ** enter ******** *****, **** hardly **** ****** '********* access' ****.

*** ****, ******* ********** fills * *****, *** claim ** ** * better *** **** *** old, ****** ********* **** in ******.

** **** ****, ** examine ******* ********** *******, their **************, *** *** **** are **** ********.

[***************]

Three *****

*** ***** ******* ********** system, ***** *** ***** basic ***** *** *** system:

  • **************:** *** ** ******* to ***** *** **** without ***** ******* **. This ********** **** ** unidentified ****** ** ********* around * *********** ********* or ********* ****, *** it **** ******* **** visitor **** * ******** sponsor, ********* * ********* employee. **** ***** **** that *** *******'* ******** is ******** **** ** a ********** **** *** often ******* ** * fully ******** ***** ***** onsite, ********** **** ********.
  • **********:******* ****** *** ****** credentials *** **** ** issued ** ********* *********, most ******* ********** ******* include ********* *******, **** for ******** *********** ****** worn *** * *** hours **** **** ** clear ******* ** ****** a '*******'. ** ******* is ******** ****** **** has ******* * ********* ID ** ********* ******* badge *********, **** **** quickly *** ** ********** by************ ********* *********.
  • *********:***** ********** *** ** faced **** ******** ********, even *********, ** ******** per ****. ********** *** high-security ********** **** ******** bases ** ******** ************** sites, ******* ********** ***** large ******* ** ******** is ********* *** ****** visits, ******* ******* *****, and ******* ***** *********** times.

************, **** ******* *********** systems **** **** ** visitor ******** *** *** scope ** *** **** visit.

Self-Service ** ***

* ****** ****** ** visitor ********** ******* *** they *** ******** ** be **** ** ******** with **** ***** *********** with *********. ******** *** often **** ******** ** answer ***** ******* ***** themselves, **** *** ********** system ******* ****** *** scenes ** ********* ****** control ********, ****** ***** users ** ********/******, *** otherwise *** *** ******** in *** ******* ****** system.

******** *** ***** ***** to ***** ******* **********, without ************ ** **** of ***** ********* ** manage *** *******:

******* ** ****, * variety ** ***** *******, including ******** ****** *******, accounting, *** ****** ***********, may ** **********.

Common **********

***** *** ***** *** of ******** *** ******** needed *** *** ****** vary, **** ******* *** these ***** **********:

**** ** ** ******** of **** ***:

Workstation & ****** ********

*** ******* ******** ** PC, ******, ** ***** based, ***** ********* ** an ****** ******* ********** server, *** **** ********** stations ****** ****** *** data ***** ***********.

**** **** *****, ******** are '********' **** *** system, *** ***** *********** access *********** ******* ******** openings ** **** ********** areas. **** **** ******* is ***** *** *** following *********** *** *********, as ******** ***** ***** their **** ** **** pictures ***** *** ******** form ** ******* ********** they *** ******.

ID "*******" ******

* ****** ******** ****** record ** * *******, and **** ***** ***** labels ********* ******* * small ***** *** ***** printout ** *** ************ visitor. **** ********* *** purpose ***** '** *******', while ***** ******* *** common ******* ** **** surveillance ******* ** ******* mugshot ******.

Paper ***** *******

*** *** ****** ** a ********* ********** ******* on * ***** ******. (See ******* *****.) *** composition ** *** ***** makes *** ******'* ******** as ******* *****, *** may ******* ******** *** provisional *******/******** ****** *** include *** ****** ****.

*** '*********' ***** ***** visitor ****** ***** ******** the ******* *****:

Barcode *******

** *** ******* ******* on ******* ****** **** to ** ******** ** other *******, *** ********** station ******** * ****** to **** *** ***** into *********** ** ***** tracking ******* ****** *** wearer *********** ********** ** use ****** ********* *******.

D/L ** ** ******

** **** *******, ** optical ** ********* ****** that *** **** ******* ID ******, **** ******'* Licenses (*/*) ** ********** ****** Access ***** (***) ******* values **** *** ** pulled **** *** ******* management ******.

** **** *****, *** information ********* ** ***** readers/scanners ** ***'* ** otherwise ************** *********** ** a ********* ******* **********.

System *****

** *******, *** **** of * ******* ********** system ******** ********, ********, and ****** ***** **** labels *** ***. ** some *****, ******* ********** may ** * ******* (free) ******* ** ** access ******, ** ***** cases ** *** ** offered ** ** ***** module, ** ** *** be * *** ***** app.

*** ****** ***** **** on *** ***** ************* and ***** ** *********** with ***** *******, *** ball **** ***** ***** about ~$*,*** - $**** per ********** ******* ********* all ********, ********, *** peripherals/supplies. **** ****** ********* include:

  • ***'* *********: *** **** ******** **** system, *** **** ****** from ~$****-$**** *** ******* (typically *** *** ********). Price ******* ** ***** of *********** **** ****** readers, ***** *******, *** asset ********** ******** (******* rooms, ********) ** ******** security ******* **** ****** control.
  • ***** ************ '**********':**** ****** **** ***** based ******* ******* ~$***/*****, up ** '**********' ********* network ****** ***** ******** costing $*,*** *****'* *** integrates **** **** ****** control ******* ********* ****, *****, DSX, *******, *****, ** ********, and Software ***** *-****.

***** ******* *** ********* as ********** ** ******* of *** ** ************* Management *******, *** *** needed ***** ********** *** the ****.

************

*** ******** ***** * Visitor ********** ******. **** facilities **** ********** ****** control *** *** **** to ********* ******* ********** beyond * ****-******* ********* system. *******, *** ********* that ***** ** ******* most **** ******* ********** include:

  • ***** ******* ******: ***** ******* ******** requires ******** ***** ***** to *** ****, * Visitor ********** ****** *** gain **********. **** ********** data *****, ******** ***** 'pre-checkin' *********, *** ****** record ******, ***** *** significantly ***** ** *** process ** ******* ******** onsite ******* ******* ************ other ******** ********.
  • **** ********: ******** **** ****** a ******* ** ******* the ********/******** ** ***** individual ****** ***** *** Visitor ********** ** **** administration ** *** ****** easier, *** *** *** temporary ** ****** ** reduce *** **** ** credentialing ***** ****.
  • **** *********: **** ***** ******* dangerous *********. ***********, *** visitor ****** *** **** to **** ***** ** insurance ** ** ******** onsite ** ** ******* by ******** ********. ******* management ******* ** ******* these *******.
  • ****** ********: ** **** *****, visitors *** ******** ******. Rather **** ******** **** every ***** ******** ******** repetitive ***********, ******* ********** retains *** *********** *** can **** ********* ******** are **** ** ******* their ******** **** ***********.

[****: **** ***** *** originally ******* ** ****, but ************* ******* ** 2018.]

Comments (11)

Interesting subject matter Brian, the systems you mention can work standalone and/or be integrated into third party VMS/Access Control systems.

Do you plan to go further towards an evaluation/comparison/benefits of such integrations and also review the Visitor Management component that is part of other VMS/Access Control systems ?

RBH Access visitor management software are options to their access control platform. Prices vary depending on the number of client licenses one or five ($1K or $3K respectively MSRP). Ideal for facilities already using access control to leverage existing operators to manage incoming visitors.

Jolly system has a lot to be desired. They have changed the way they have done things in the past 6 months which have made it very hard to work with in terms of selling and supporting.

We used Jolly's LobbyTrack v. 6 for a couple of years and it worked pretty well for a single site. It was a bit more complex when a second one was added. Support was great and problems were resolved quickly. V. 6 was not compatible with Windows 10 and we were forced to upgrade v.8. The changes took an ok product to one that was unstable and fraught with problems with no workable solutions that could meet our needs for multiple locations. Features we frequently used were discontinued. Jolly wanted to charge us development costs to customize the new version to make v.8 work similarly to v.6. Some features were gone entirely. We are currently evaluating replacement solutions.

Interesting article. Would need high visitor volume to justify cost as you explained in the article. It would be fun to "play" with though!

OK Kudos to you People at IPVM!.. it doesn't pass a day when some customers concerns are not addressed or been addressed somewhere in IPVM.

This subject is more important today than ever before. There is a serious need to manage visitor and to very quickly verify if a person should be at a given location in any facility. Easy Lobby is a good solution but remain expensive IMO. The field is ripe for some new blood .. There aren't many and their solutions, that includes that of Jolly System is half-baked at best.

There is a lot of need in that sector and IME not correctly addressed. Would like to see more innovation in and of course, coverage of this sector.

I visited an account a few years ago that was using this exact system. It was a large orthopedic hospital.

EasyLobby Solo is a good system when not many bells and whistles are needed. We have deployed this at a customer site and they really like it. Is very good for replacing the usual pen and paper sign-in.

Here in Australia there is a company called RightCrowd which do visitor management, haven't sold it into a site yet but from what ive played around with it works well

it also integrates with Inner Range Integriti access control/intrusion system, which will get the visitor management system to dispense a access card with the relevant doors the visitor can access

most sites are too tight with money

I've done several installations of the Envoy system. Only hardware needed is an iPad and a badge printer. It is cloud based and very easy to set up and implement. Works great for organizations large and small. It has lots of nice features such as texting or emailing you a picture of the person who has checked in, invites with customizable texts, etc.

Does anyone have any ideas of a nice looking capture camera? We used to use a Logitech that came with a removeable stalk (I think it was the Orbit??).

I have a smart reception desk and don't really want a crabby clip on $10 webcam!

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