Visitor Self Check-In for Commercial Properties

We recently spoke with a manufacturing company that was looking to replace its visitor management system. Two of their biggest complaints were how the system handled event check-ins and how employees were notified when guests arrived.

One thing that stood out was their need for phone call notifications. The woman we spoke with explained that she often has to call employees herself when their visitors arrive, because not everyone checks their phone or email throughout the day. On a manufacturing floor, that makes sense.

It's a pretty reasonable request, but one their existing system wasn't meeting.

And this isn't the first time we've heard complaints about visitor management software that doesn't work reliably or still requires too much manual work.

How Gate Sentry's Lobby Check In Works

Lobby Check In is part of Gate Sentry or Sentry Solo for commercial properties. Visitors receive a text message with a link and can register from their phones before they arrive. Administrators decide what information is required, which can include:

• Name, company, and contact information
• Custom registration fields
• Screening questions
• Signed NDAs or waivers
• Photo identification
• The employee they're visiting

When visitors arrive, they check in using a desktop computer or tablet at the front desk. The system records their arrival and notifies the right employees and administrators by email, text, or phone call.

A contractor visiting a manufacturing plant may need to answer safety questions and sign an agreement, while someone arriving for a meeting may only need to provide basic contact information.

Visitors enter their own information, so front-desk staff aren't responsible for collecting and typing in every detail.

Event Check-In and Group Arrivals

The company we spoke with also brought up issues with event check-ins.

Lobby Check In supports event guest lists. Facilities can set up the list of expected visitors for an event, and staff can check guests in as they arrive.

For contractors and other groups arriving together, there's also group check-in. Companions scan a QR code to join an existing visit, instead of front-desk staff creating each check-in by hand.

Managing Visitors at Staffed Gates and Lobbies

For facilities with staffed vehicle gates, Gate Sentry also handles visitor check-in before someone reaches the building.

At staffed entrances, guards use the Gate Sentry tablet to process visitors. Visitors can present a SentryPass, which guards scan in about three seconds. Guards can also search by vendor company or license plate, and the tablet flags anyone on the property's ban list.

Lobby Check In handles arrivals at the front desk. Both are managed from the same administrator platform, so staff don't have to switch between separate systems to oversee visitor activity at the gate and the lobby.

What We'd Ask Before Choosing Visitor Management Software

If you're evaluating a new visitor management system, ask the provider to show you more than a basic check-in.

• Can employees get a phone call when their guest arrives, not just an email?
• Can visitors register before they arrive?
• How are event guest lists and group arrivals handled?
• What does the visitor have to do, and what does the front desk still have to do?
• How do you handle visitors at both the gate and the lobby?

I'd recommend having the provider walk through these situations during the demo instead of just checking features off a list.