{"id":11485,"date":"2025-07-18T09:00:44","date_gmt":"2025-07-18T09:00:44","guid":{"rendered":"https:\/\/archieapp.co\/blog\/?p=11485"},"modified":"2026-03-03T17:07:02","modified_gmt":"2026-03-03T17:07:02","slug":"visitor-management-process","status":"publish","type":"post","link":"https:\/\/archieapp.co\/blog\/visitor-management-process\/","title":{"rendered":"How Visitor Management Process Works &#038; How to Build Yours"},"content":{"rendered":"\t\t<div data-elementor-type=\"wp-post\" data-elementor-id=\"11485\" class=\"elementor elementor-11485\" data-elementor-settings=\"{&quot;ha_cmc_init_switcher&quot;:&quot;no&quot;}\">\n\t\t\t\t\t\t<section class=\"elementor-section elementor-top-section elementor-element elementor-element-f144cc7 elementor-section-boxed elementor-section-height-default elementor-section-height-default\" data-id=\"f144cc7\" data-element_type=\"section\" data-e-type=\"section\" data-settings=\"{&quot;_ha_eqh_enable&quot;:false}\">\n\t\t\t\t\t\t<div class=\"elementor-container elementor-column-gap-default\">\n\t\t\t\t\t<div class=\"elementor-column elementor-col-100 elementor-top-column elementor-element elementor-element-8bea2b5\" data-id=\"8bea2b5\" data-element_type=\"column\" data-e-type=\"column\">\n\t\t\t<div class=\"elementor-widget-wrap elementor-element-populated\">\n\t\t\t\t\t\t<div class=\"elementor-element elementor-element-523833c elementor-widget elementor-widget-post-info\" data-id=\"523833c\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"post-info.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t<ul class=\"elementor-inline-items elementor-icon-list-items elementor-post-info\">\n\t\t\t\t\t\t\t\t<li class=\"elementor-icon-list-item elementor-repeater-item-42351c9 elementor-inline-item\">\n\t\t\t\t\t\t\t\t\t\t<span class=\"elementor-icon-list-icon\">\n\t\t\t\t\t\t\t\t<i aria-hidden=\"true\" class=\"fas fa-calendar\"><\/i>\t\t\t\t\t\t\t<\/span>\n\t\t\t\t\t\t\t\t\t<span class=\"elementor-icon-list-text elementor-post-info__item elementor-post-info__item--type-custom\">\n\t\t\t\t\t\t\t\t\t\tOriginally published: February 24, 2025\t\t\t\t\t<\/span>\n\t\t\t\t\t\t\t\t<\/li>\n\t\t\t\t<li class=\"elementor-icon-list-item elementor-repeater-item-d880058 elementor-inline-item\" itemprop=\"datePublished\">\n\t\t\t\t\t\t\t\t\t\t<span class=\"elementor-icon-list-icon\">\n\t\t\t\t\t\t\t\t<i aria-hidden=\"true\" class=\"fas fa-calendar\"><\/i>\t\t\t\t\t\t\t<\/span>\n\t\t\t\t\t\t\t\t\t<span class=\"elementor-icon-list-text elementor-post-info__item elementor-post-info__item--type-date\">\n\t\t\t\t\t\t\t<span class=\"elementor-post-info__item-prefix\">Last updated:<\/span>\n\t\t\t\t\t\t\t\t\t\tJuly 18, 2025\t\t\t\t\t<\/span>\n\t\t\t\t\t\t\t\t<\/li>\n\t\t\t\t<\/ul>\n\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-203196e elementor-widget elementor-widget-text-editor\" data-id=\"203196e\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p><span style=\"font-weight: 400;\">Gone are the days of messy paper sign-in sheets \u2014 modern visitor management systems (VMS) can now automate the entire visitor management process, making it faster and more efficient for guests and employees. Whether you&#8217;re welcoming a job candidate, supplier, or VIP guest, a good VMS can help build custom check-in experiences and improve visitor flow management as a whole.\u00a0\u00a0\u00a0<\/span><\/p><p><span style=\"font-weight: 400;\">This guide will walk you through how a visitor management system works, the best ways to design a visitor management system process, and different visitor management flows you might want to consider. <\/span><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-e11fc54 elementor-toc--minimized-on-tablet elementor-widget elementor-widget-table-of-contents\" data-id=\"e11fc54\" data-element_type=\"widget\" data-e-type=\"widget\" data-settings=\"{&quot;exclude_headings_by_selector&quot;:[],&quot;collapse_subitems&quot;:&quot;yes&quot;,&quot;headings_by_tags&quot;:[&quot;h2&quot;],&quot;container&quot;:&quot;.content-container&quot;,&quot;marker_view&quot;:&quot;numbers&quot;,&quot;minimize_box&quot;:&quot;yes&quot;,&quot;minimized_on&quot;:&quot;tablet&quot;,&quot;hierarchical_view&quot;:&quot;yes&quot;,&quot;min_height&quot;:{&quot;unit&quot;:&quot;px&quot;,&quot;size&quot;:&quot;&quot;,&quot;sizes&quot;:[]},&quot;min_height_tablet&quot;:{&quot;unit&quot;:&quot;px&quot;,&quot;size&quot;:&quot;&quot;,&quot;sizes&quot;:[]},&quot;min_height_mobile&quot;:{&quot;unit&quot;:&quot;px&quot;,&quot;size&quot;:&quot;&quot;,&quot;sizes&quot;:[]}}\" data-widget_type=\"table-of-contents.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t<div class=\"elementor-toc__header\">\n\t\t\t<h2 class=\"elementor-toc__header-title\">\n\t\t\t\tBuilding a visitor management process\t\t\t<\/h2>\n\t\t\t\t\t\t\t<div class=\"elementor-toc__toggle-button elementor-toc__toggle-button--expand\"><\/div>\n\t\t\t\t<div class=\"elementor-toc__toggle-button elementor-toc__toggle-button--collapse\"><\/div>\n\t\t\t\t\t<\/div>\n\t\t<div class=\"elementor-toc__body elementor-toc__list-items--collapsible\">\n\t\t\t<div class=\"elementor-toc__spinner-container\">\n\t\t\t\t<i class=\"elementor-toc__spinner eicon-animation-spin eicon-loading\" aria-hidden=\"true\"><\/i>\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t<section class=\"elementor-section elementor-top-section elementor-element elementor-element-e17369e elementor-section-boxed elementor-section-height-default elementor-section-height-default\" data-id=\"e17369e\" data-element_type=\"section\" data-e-type=\"section\" data-settings=\"{&quot;_ha_eqh_enable&quot;:false}\">\n\t\t\t\t\t\t<div class=\"elementor-container elementor-column-gap-default\">\n\t\t\t\t\t<div class=\"elementor-column elementor-col-100 elementor-top-column elementor-element elementor-element-a97a04d\" data-id=\"a97a04d\" data-element_type=\"column\" data-e-type=\"column\">\n\t\t\t<div class=\"elementor-widget-wrap elementor-element-populated\">\n\t\t\t\t\t\t<div class=\"elementor-element elementor-element-2bcc199 elementor-widget elementor-widget-heading\" data-id=\"2bcc199\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h2 class=\"elementor-heading-title elementor-size-default\">What is a visitor management process?<\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-8fcda6c elementor-widget elementor-widget-text-editor\" data-id=\"8fcda6c\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p><span style=\"font-weight: 400;\">A <\/span><b>visitor management process<\/b><span style=\"font-weight: 400;\"> is the way businesses keep track of people who enter their building. It helps you make check-ins easy, keeps the workplace secure, and ensures a smooth check-in experience for your guests.<\/span><\/p><p><span style=\"font-weight: 400;\">Here\u2019s how it usually works:<\/span><\/p><ol><li style=\"font-weight: 400;\" aria-level=\"1\"><b>Visitor registration<\/b><span style=\"font-weight: 400;\"> \u2013 Guests sign in, either by pre-registering online or checking in at the front desk using a <\/span><a href=\"https:\/\/archieapp.co\/blog\/visitor-management-kiosk\/\"><span style=\"font-weight: 400;\">visitor management kiosk<\/span><\/a><span style=\"font-weight: 400;\">, tablet, QR code, or sign-in sheet.<\/span><\/li><li style=\"font-weight: 400;\" aria-level=\"1\"><b>Identity verification<\/b><span style=\"font-weight: 400;\"> \u2013 Depending on security needs, visitors may need to show an ID, take a photo, or have a temporary badge printed.<\/span><\/li><li style=\"font-weight: 400;\" aria-level=\"1\"><b>Host notification<\/b><span style=\"font-weight: 400;\"> \u2013 The system automatically alerts the employee they\u2019re visiting, so the guest doesn\u2019t have to wait around for too long.<\/span><\/li><li style=\"font-weight: 400;\" aria-level=\"1\"><b>Access control<\/b><span style=\"font-weight: 400;\"> \u2013 Some workplaces provide temporary keycards or require an escort to restricted areas.<\/span><\/li><li style=\"font-weight: 400;\" aria-level=\"1\"><b>Tracking and check-out:<\/b><span style=\"font-weight: 400;\"> Visitor details are logged, and the system records their departure for security and compliance reasons.<\/span><\/li><\/ol><p><span style=\"font-weight: 400;\">A <\/span><b>visitor management system (VMS)<\/b><span style=\"font-weight: 400;\"> automates this process, speeding up check-ins, improving security, and maintaining accurate <\/span><a href=\"https:\/\/archieapp.co\/solutions\/digital-visitor-log\"><span style=\"font-weight: 400;\">visitor logs<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-5f2e3e7 elementor-widget elementor-widget-image\" data-id=\"5f2e3e7\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"image.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t\t\t\t<figure class=\"wp-caption\">\n\t\t\t\t\t\t\t\t\t\t<img fetchpriority=\"high\" decoding=\"async\" width=\"860\" height=\"371\" src=\"https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2025\/04\/Visitor-management-features-at-Archie-1-1024x442.png\" class=\"attachment-large size-large wp-image-12721\" alt=\"Instant host notifications - Archie&#039;s visitor management features.\" srcset=\"https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2025\/04\/Visitor-management-features-at-Archie-1-1024x442.png 1024w, https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2025\/04\/Visitor-management-features-at-Archie-1-300x130.png 300w, https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2025\/04\/Visitor-management-features-at-Archie-1-768x332.png 768w, https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2025\/04\/Visitor-management-features-at-Archie-1-1536x663.png 1536w, https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2025\/04\/Visitor-management-features-at-Archie-1-2048x885.png 2048w, https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2025\/04\/Visitor-management-features-at-Archie-1-400x173.png 400w, https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2025\/04\/Visitor-management-features-at-Archie-1-700x302.png 700w\" sizes=\"(max-width: 860px) 100vw, 860px\" \/>\t\t\t\t\t\t\t\t\t\t\t<figcaption class=\"widget-image-caption wp-caption-text\"><\/figcaption>\n\t\t\t\t\t\t\t\t\t\t<\/figure>\n\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t<section class=\"elementor-section elementor-top-section elementor-element elementor-element-a47ab55 elementor-section-boxed elementor-section-height-default elementor-section-height-default\" data-id=\"a47ab55\" data-element_type=\"section\" data-e-type=\"section\" data-settings=\"{&quot;_ha_eqh_enable&quot;:false}\">\n\t\t\t\t\t\t<div class=\"elementor-container elementor-column-gap-default\">\n\t\t\t\t\t<div class=\"elementor-column elementor-col-100 elementor-top-column elementor-element elementor-element-dc4afcd\" data-id=\"dc4afcd\" data-element_type=\"column\" data-e-type=\"column\">\n\t\t\t<div class=\"elementor-widget-wrap elementor-element-populated\">\n\t\t\t\t\t\t<div class=\"elementor-element elementor-element-b7c9b4f elementor-widget elementor-widget-heading\" data-id=\"b7c9b4f\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h2 class=\"elementor-heading-title elementor-size-default\">Why use a visitor management system \u2014 features and benefits <\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-4408104 elementor-widget elementor-widget-text-editor\" data-id=\"4408104\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p><span style=\"font-weight: 400;\">A visitor management system (VMS) makes it easy to <a href=\"https:\/\/archieapp.co\/blog\/the-importance-of-welcoming-visitors-the-right-way\/\">welcome guests<\/a> while keeping your workplace safe and organized.\u00a0<\/span><span style=\"font-size: 16px; font-weight: 400; letter-spacing: 0px;\">Instead of using paper sign-in sheets or manually logging visitor details, a VMS automates the entire visitor management process:<\/span><\/p><ul><li style=\"font-weight: 400;\" aria-level=\"1\"><b>Fast check-in:<\/b><span style=\"font-weight: 400;\"> Guests can sign in using a QR code, mobile app, or touchscreen tablet \u2014 there is no need for paper logs.<\/span><\/li><li style=\"font-weight: 400;\" aria-level=\"1\"><b>Instant host notifications:<\/b><span style=\"font-weight: 400;\"> Hosts get an automatic alert when their visitor arrives.<\/span><\/li><li style=\"font-weight: 400;\" aria-level=\"1\"><b>Visitor badges:<\/b><span style=\"font-weight: 400;\"> The system prints <a href=\"https:\/\/archieapp.co\/solutions\/visitor-badge-system\">visitor badges<\/a> with names and photos for easy identification.<\/span><\/li><li style=\"font-weight: 400;\" aria-level=\"1\"><b>Digital forms &amp; NDAs:<\/b><span style=\"font-weight: 400;\"> Visitors can sign agreements or safety policies on the spot.<\/span><\/li><li style=\"font-weight: 400;\" aria-level=\"1\"><b>Third-party integrations:<\/b><span style=\"font-weight: 400;\"> VMS syncs with <\/span><a href=\"https:\/\/archieapp.co\/blog\/flexible-workspace-tech-stacks\/\"><span style=\"font-weight: 400;\">office tools<\/span><\/a><span style=\"font-weight: 400;\">, security systems, and <\/span><a href=\"https:\/\/archieapp.co\/blog\/best-access-control-systems\/\"><span style=\"font-weight: 400;\">access control software<\/span><\/a><span style=\"font-weight: 400;\"> for improved workplace security.\u00a0<\/span><\/li><li style=\"font-weight: 400;\" aria-level=\"1\"><b>Detailed visitor logs<\/b><span style=\"font-weight: 400;\">: You can keep a record of all check-ins to know who\u2019s in the building at all times.<\/span><\/li><li style=\"font-weight: 400;\" aria-level=\"1\"><b>Emergency alerts: <\/b><span style=\"font-weight: 400;\">A VMS can instantly notify visitors and staff in case of an emergency.<\/span><\/li><li style=\"font-weight: 400;\" aria-level=\"1\"><b>Language support: <\/b><span style=\"font-weight: 400;\">Visitor management systems support different languages so every visitor has a smooth check-in experience.<\/span><\/li><li style=\"font-weight: 400;\" aria-level=\"1\"><b>Custom visitor flows: <\/b>The <a href=\"https:\/\/archieapp.co\/blog\/best-visitor-management-software\/\">best visitor management systems<\/a> let you personalize the check-in experience based on the visitor type.<\/li><\/ul><p>Looking for the best VMS out there? From the moment a visitor registers to when they leave, Archie ensures everything is quick, easy, and secure. Guests can pre-register online, check in with a QR code, and receive instant notifications when their host is ready. Archie is more than just a visitor management system, though \u2014 it\u2019s a complete solution for making workplaces run smoothly.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-ea5efae elementor-align-center elementor-widget elementor-widget-button\" data-id=\"ea5efae\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"button.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<div class=\"elementor-button-wrapper\">\n\t\t\t\t\t<a class=\"elementor-button elementor-button-link elementor-size-sm\" href=\"https:\/\/archieapp.co\/schedule-a-demo\">\n\t\t\t\t\t\t<span class=\"elementor-button-content-wrapper\">\n\t\t\t\t\t\t\t\t\t<span class=\"elementor-button-text\">Try Archie<\/span>\n\t\t\t\t\t<\/span>\n\t\t\t\t\t<\/a>\n\t\t\t\t<\/div>\n\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t<section class=\"elementor-section elementor-top-section elementor-element elementor-element-606f9ca elementor-section-boxed elementor-section-height-default elementor-section-height-default\" data-id=\"606f9ca\" data-element_type=\"section\" data-e-type=\"section\" data-settings=\"{&quot;_ha_eqh_enable&quot;:false}\">\n\t\t\t\t\t\t<div class=\"elementor-container elementor-column-gap-default\">\n\t\t\t\t\t<div class=\"elementor-column elementor-col-100 elementor-top-column elementor-element elementor-element-662afce\" data-id=\"662afce\" data-element_type=\"column\" data-e-type=\"column\">\n\t\t\t<div class=\"elementor-widget-wrap elementor-element-populated\">\n\t\t\t\t\t\t<div class=\"elementor-element elementor-element-45c509e elementor-widget elementor-widget-heading\" data-id=\"45c509e\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h2 class=\"elementor-heading-title elementor-size-default\">How does a visitor management system work?<\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-a0a2ad6 elementor-widget elementor-widget-video\" data-id=\"a0a2ad6\" data-element_type=\"widget\" data-e-type=\"widget\" data-settings=\"{&quot;youtube_url&quot;:&quot;https:\\\/\\\/www.youtube.com\\\/watch?v=PpZlwASW3nI&quot;,&quot;video_type&quot;:&quot;youtube&quot;,&quot;controls&quot;:&quot;yes&quot;}\" data-widget_type=\"video.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t<div class=\"elementor-wrapper elementor-open-inline\">\n\t\t\t<div class=\"elementor-video\"><\/div>\t\t<\/div>\n\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-734a529 elementor-widget elementor-widget-text-editor\" data-id=\"734a529\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p><span style=\"font-weight: 400;\">To get started, most visitor management systems need a tablet or touchscreen at the entrance for check-ins, a computer to manage visitor records, and a stable Wi-Fi connection if they are cloud-based.<\/span><\/p><p><span style=\"font-weight: 400;\">You can also use:<\/span><\/p><ul><li style=\"font-weight: 400;\" aria-level=\"1\"><b>Badge printers<\/b><span style=\"font-weight: 400;\"> for temporary visitor badges<\/span><\/li><li style=\"font-weight: 400;\" aria-level=\"1\"><b>QR code scanners<\/b><span style=\"font-weight: 400;\"> for faster check-ins<\/span><\/li><li style=\"font-weight: 400;\" aria-level=\"1\"><b>Cameras<\/b><span style=\"font-weight: 400;\"> for ID verification<\/span><\/li><li style=\"font-weight: 400;\" aria-level=\"1\"><b>Badge readers<\/b><span style=\"font-weight: 400;\"> for access control<\/span><\/li><li style=\"font-weight: 400;\" aria-level=\"1\"><b>Visitor kiosk stands<\/b><span style=\"font-weight: 400;\"> for self-check-ins<\/span><\/li><\/ul><p><span style=\"font-weight: 400;\">They do come with additional costs, though.\u00a0<\/span><span style=\"font-size: 16px; font-weight: 400; letter-spacing: 0px;\">No matter which hardware you choose, here\u2019s how a visitor management system works step by step:<\/span><span style=\"font-weight: 400;\"><br \/><\/span><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-a3af8d7 elementor-widget elementor-widget-heading\" data-id=\"a3af8d7\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h3 class=\"elementor-heading-title elementor-size-default\">#1 Pre-registration<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-482f491 elementor-widget elementor-widget-text-editor\" data-id=\"482f491\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p><span style=\"font-weight: 400;\">Before a visitor arrives, the system can send them an email invitation with important details, like directions, safety requirements, or a health screening form. This way, guests can pre-register, making the check-in process even faster. However, if someone arrives without an invitation, they can still register on the spot \u2935<\/span><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-42a5809 elementor-widget elementor-widget-heading\" data-id=\"42a5809\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h3 class=\"elementor-heading-title elementor-size-default\">#2 Check-in at arrival<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-920796e elementor-widget elementor-widget-text-editor\" data-id=\"920796e\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p><span style=\"font-weight: 400;\">When visitors arrive, they check in using a visitor management kiosk or their phone, depending on the hardware. They may need to enter their details, take a quick photo, or sign important documents (like an NDA or safety agreement). If they were pre-registered, they can just scan a QR code for an even faster check-in.<\/span><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-e115b0e elementor-widget elementor-widget-image\" data-id=\"e115b0e\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"image.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<img decoding=\"async\" width=\"860\" height=\"611\" src=\"https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2025\/02\/Guest-registration-screen-Archie-visitor-management-1024x727.png\" class=\"attachment-large size-large wp-image-12708\" alt=\"Guest registration screen - Archie visitor management.\" srcset=\"https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2025\/02\/Guest-registration-screen-Archie-visitor-management-1024x727.png 1024w, https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2025\/02\/Guest-registration-screen-Archie-visitor-management-300x213.png 300w, https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2025\/02\/Guest-registration-screen-Archie-visitor-management-768x545.png 768w, https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2025\/02\/Guest-registration-screen-Archie-visitor-management-1536x1090.png 1536w, https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2025\/02\/Guest-registration-screen-Archie-visitor-management-400x284.png 400w, https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2025\/02\/Guest-registration-screen-Archie-visitor-management-700x497.png 700w, https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2025\/02\/Guest-registration-screen-Archie-visitor-management.png 1544w\" sizes=\"(max-width: 860px) 100vw, 860px\" \/>\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-431d695 elementor-widget elementor-widget-heading\" data-id=\"431d695\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h3 class=\"elementor-heading-title elementor-size-default\">#3 Automated security screening<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-16e552b elementor-widget elementor-widget-text-editor\" data-id=\"16e552b\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p><span style=\"font-weight: 400;\">The system can automatically screen visitors based on the company\u2019s settings. It can check if the visitor is pre-approved, restrict early check-ins, or require them to answer screening questions before they are allowed inside.\u00a0<\/span><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-54d72fb elementor-widget elementor-widget-heading\" data-id=\"54d72fb\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h3 class=\"elementor-heading-title elementor-size-default\">#4 Notifying the host<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-272751d elementor-widget elementor-widget-text-editor\" data-id=\"272751d\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p><span style=\"font-weight: 400;\">As soon as the visitor checks in, the system sends an instant notification to their host so they know their guest has arrived \u2014 there is no waiting around at the reception.<\/span><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-13c7059 elementor-widget elementor-widget-heading\" data-id=\"13c7059\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h3 class=\"elementor-heading-title elementor-size-default\">#5 Meeting the guest<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-6c690bb elementor-widget elementor-widget-text-editor\" data-id=\"6c690bb\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p><span style=\"font-weight: 400;\">Since the host knows exactly who to expect, they can <\/span><a href=\"https:\/\/archieapp.co\/blog\/the-importance-of-welcoming-visitors-the-right-way\/\"><span style=\"font-weight: 400;\">greet the visitor<\/span><\/a><span style=\"font-weight: 400;\"> right away.<\/span><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-e9a64c6 elementor-widget elementor-widget-heading\" data-id=\"e9a64c6\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h3 class=\"elementor-heading-title elementor-size-default\">#6 Keeping visitor records<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-a8960da elementor-widget elementor-widget-text-editor\" data-id=\"a8960da\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p><span style=\"font-weight: 400;\">The system also records all visitor check-ins and check-outs. This helps businesses keep track of who was in the building at any given time, improving <a href=\"https:\/\/archieapp.co\/blog\/hybrid-workplace-security\/\">workplace security<\/a> and compliance. The visitor logs can also provide useful insights into visitor trends, helping businesses improve their check-in experience over time.<\/span><\/p><p><b>\ud83d\udca1 You can learn more about VMS solutions from our <a href=\"https:\/\/resources.archieapp.co\/hubfs\/Guides\/Visitor%20Management%20System%20PDF.pdf\">visitor management system PDF guide \u2192<\/a><\/b><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-32e12dc elementor-widget elementor-widget-image\" data-id=\"32e12dc\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"image.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t\t\t\t<figure class=\"wp-caption\">\n\t\t\t\t\t\t\t\t\t\t<img decoding=\"async\" width=\"860\" height=\"543\" src=\"https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2025\/03\/Visitor-presence-logs-in-Archie-1024x647.png\" class=\"attachment-large size-large wp-image-13618\" alt=\"Visitor presence logs in Archie.\" srcset=\"https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2025\/03\/Visitor-presence-logs-in-Archie-1024x647.png 1024w, https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2025\/03\/Visitor-presence-logs-in-Archie-300x189.png 300w, https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2025\/03\/Visitor-presence-logs-in-Archie-768x485.png 768w, https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2025\/03\/Visitor-presence-logs-in-Archie-1536x970.png 1536w, https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2025\/03\/Visitor-presence-logs-in-Archie-400x253.png 400w, https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2025\/03\/Visitor-presence-logs-in-Archie-700x442.png 700w, https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2025\/03\/Visitor-presence-logs-in-Archie.png 1900w\" sizes=\"(max-width: 860px) 100vw, 860px\" \/>\t\t\t\t\t\t\t\t\t\t\t<figcaption class=\"widget-image-caption wp-caption-text\"><\/figcaption>\n\t\t\t\t\t\t\t\t\t\t<\/figure>\n\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t<section class=\"elementor-section elementor-top-section elementor-element elementor-element-2094eef elementor-section-boxed elementor-section-height-default elementor-section-height-default\" data-id=\"2094eef\" data-element_type=\"section\" data-e-type=\"section\" data-settings=\"{&quot;_ha_eqh_enable&quot;:false}\">\n\t\t\t\t\t\t<div class=\"elementor-container elementor-column-gap-default\">\n\t\t\t\t\t<div class=\"elementor-column elementor-col-100 elementor-top-column elementor-element elementor-element-9a4cf10\" data-id=\"9a4cf10\" data-element_type=\"column\" data-e-type=\"column\">\n\t\t\t<div class=\"elementor-widget-wrap elementor-element-populated\">\n\t\t\t\t\t\t<div class=\"elementor-element elementor-element-b804b3d elementor-widget elementor-widget-heading\" data-id=\"b804b3d\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h2 class=\"elementor-heading-title elementor-size-default\">How to create a visitor management system<\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-4388bf3 elementor-widget elementor-widget-text-editor\" data-id=\"4388bf3\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p>To build your own visitor management framework, you&#8217;re going to need:\u00a0<\/p><ul><li><strong>A host<\/strong> \u2014 The employee or person the visitor is meeting,<\/li><li><strong>A receptionist<\/strong> \u2014 The person (or a digital kiosk) helping with the check-in process,<\/li><li><strong>Visitor management software<\/strong> \u2014 An advanced <a href=\"https:\/\/archieapp.co\/visitor-management-system\">visitor management system<\/a> like Archie handles the entire check-in process, and last but not least,<\/li><li><strong>Visitors!<\/strong><\/li><\/ul>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-6128ffd elementor-widget elementor-widget-heading\" data-id=\"6128ffd\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h3 class=\"elementor-heading-title elementor-size-default\">Identify the types of visitor you expect<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-0adf0eb elementor-widget elementor-widget-text-editor\" data-id=\"0adf0eb\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p><span style=\"font-variant-ligatures: normal; font-variant-caps: normal; font-family: 'Noto Sans JP', 'Helvetica Neue', 'sans-serif'; font-size: 16px; font-style: normal; font-weight: 400;\">Visitor flow management starts with defining different types of visitors, and then deciding how guests will check in, what security measures they need, and whether they should pre-register or sign in on arrival. Think about who typically visits your space:\u00a0<\/span><\/p><ul><li>Clients or customers<\/li><li>Job candidates<\/li><li>Vendors or contractors<\/li><li>Delivery drivers<\/li><li>Friends or family members of employees<\/li><\/ul>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-bcf8c96 elementor-widget elementor-widget-heading\" data-id=\"bcf8c96\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h3 class=\"elementor-heading-title elementor-size-default\">Map out the full visitor journey<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-e0db195 elementor-widget elementor-widget-text-editor\" data-id=\"e0db195\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p>Each type of visitor might need a slightly different check-in experience.\u00a0<span style=\"font-family: 'Noto Sans JP', 'Helvetica Neue', 'sans-serif'; font-size: 16px; letter-spacing: 0px;\">But, with the right software,\u00a0you can automate the entire visitor management system process flow.\u00a0<\/span><\/p><p><a href=\"https:\/\/archieapp.co\/visitor-management-system\">Archie<\/a><span style=\"font-family: 'Noto Sans JP', 'Helvetica Neue', 'sans-serif'; font-size: 16px; letter-spacing: 0px;\">\u00a0allows you to fully customize how visitors check in and move through your space. For example, you can require certain visitors to take a photo, print an ID badge, or fill out a post-visit survey. You can even set up automatic follow-ups, like sending a satisfaction survey after their visit.\u00a0<\/span><\/p><p><span style=\"font-family: 'Noto Sans JP', 'Helvetica Neue', 'sans-serif'; font-size: 16px; letter-spacing: 0px;\">Before you start setting it all up, it&#8217;s best to map out different events and actions that take place during a visit:<\/span><\/p><ul><li data-start=\"1771\" data-end=\"1836\">The host sends an <strong data-start=\"1789\" data-end=\"1803\">invitation<\/strong> to the visitor before the visit.<\/li><li data-start=\"1839\" data-end=\"1896\">The visitor <strong data-start=\"1851\" data-end=\"1875\">arrives at reception<\/strong> or a check-in kiosk.<\/li><li data-start=\"1899\" data-end=\"1965\">They <strong data-start=\"1904\" data-end=\"1916\">check in<\/strong> by entering their details or scanning a QR code.<\/li><li data-start=\"1968\" data-end=\"2006\"><strong data-start=\"1968\" data-end=\"1987\">ID verification<\/strong> happens if needed.<\/li><li data-start=\"2009\" data-end=\"2081\">The visitor <strong data-start=\"2021\" data-end=\"2053\">signs any required documents<\/strong> like an NDA or safety form.<\/li><li data-start=\"2084\" data-end=\"2117\">They <strong data-start=\"2089\" data-end=\"2116\">receive a visitor badge<\/strong>.<\/li><li data-start=\"2120\" data-end=\"2174\">The <strong data-start=\"2124\" data-end=\"2144\">host is notified<\/strong> that their guest has arrived.<\/li><li data-start=\"2177\" data-end=\"2234\">The visitor <strong data-start=\"2189\" data-end=\"2212\">meets with the host<\/strong> or attends a meeting.<\/li><li data-start=\"2237\" data-end=\"2309\">After the visit, the visitor <strong data-start=\"2266\" data-end=\"2280\">checks out<\/strong> and their record is updated.<\/li><\/ul><p class=\"\" data-start=\"2311\" data-end=\"2450\">Mapping this out helps you see where you need technology, what steps need extra security, and where you can make things quicker and easier.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-a348c37 elementor-widget elementor-widget-image\" data-id=\"a348c37\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"image.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t\t\t\t<figure class=\"wp-caption\">\n\t\t\t\t\t\t\t\t\t\t<img loading=\"lazy\" decoding=\"async\" width=\"860\" height=\"484\" src=\"https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2025\/02\/Visitor-management-process-flow-chart-1024x576.png\" class=\"attachment-large size-large wp-image-11490\" alt=\"\" srcset=\"https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2025\/02\/Visitor-management-process-flow-chart-1024x576.png 1024w, https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2025\/02\/Visitor-management-process-flow-chart-300x169.png 300w, https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2025\/02\/Visitor-management-process-flow-chart-768x432.png 768w, https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2025\/02\/Visitor-management-process-flow-chart-1536x864.png 1536w, https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2025\/02\/Visitor-management-process-flow-chart-2048x1152.png 2048w, https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2025\/02\/Visitor-management-process-flow-chart-387x218.png 387w, https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2025\/02\/Visitor-management-process-flow-chart-400x225.png 400w, https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2025\/02\/Visitor-management-process-flow-chart-700x394.png 700w\" sizes=\"(max-width: 860px) 100vw, 860px\" \/>\t\t\t\t\t\t\t\t\t\t\t<figcaption class=\"widget-image-caption wp-caption-text\">Visitor management process flow chart<\/figcaption>\n\t\t\t\t\t\t\t\t\t\t<\/figure>\n\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-8406568 elementor-widget elementor-widget-heading\" data-id=\"8406568\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h3 class=\"elementor-heading-title elementor-size-default\">Plan for emergencies<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-683ea47 elementor-widget elementor-widget-text-editor\" data-id=\"683ea47\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p class=\"\" data-start=\"3647\" data-end=\"3745\">Your visitor management framework also needs to cover <span data-start=\"3682\" data-end=\"3714\">what happens in an emergency<\/span>. A good system should help you:<\/p><ul><li data-start=\"3748\" data-end=\"3833\">Quickly see a real-time list of everyone inside the building (employees and visitors)<\/li><li data-start=\"3836\" data-end=\"3881\">Send emergency alerts via text, email, or app<\/li><li data-start=\"3884\" data-end=\"3954\">Help security and safety teams run quick roll calls <a href=\"https:\/\/archieapp.co\/solutions\/emergency-evacuations\">during evacuations<\/a><\/li><\/ul><p class=\"\" data-start=\"3956\" data-end=\"4076\">Visitors are your responsibility once they\u2019re inside \u2014 and having a plan makes a big difference in stressful situations.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-360e5d9 elementor-widget elementor-widget-image\" data-id=\"360e5d9\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"image.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<img loading=\"lazy\" decoding=\"async\" width=\"860\" height=\"595\" src=\"https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2025\/07\/Archie-emergency-evacuation-features_2-1024x708.png\" class=\"attachment-large size-large wp-image-13936\" alt=\"Archie emergency evacuation feature.\" srcset=\"https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2025\/07\/Archie-emergency-evacuation-features_2-1024x708.png 1024w, https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2025\/07\/Archie-emergency-evacuation-features_2-300x207.png 300w, https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2025\/07\/Archie-emergency-evacuation-features_2-768x531.png 768w, https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2025\/07\/Archie-emergency-evacuation-features_2-1536x1062.png 1536w, https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2025\/07\/Archie-emergency-evacuation-features_2-400x276.png 400w, https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2025\/07\/Archie-emergency-evacuation-features_2-700x484.png 700w, https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2025\/07\/Archie-emergency-evacuation-features_2.png 1736w\" sizes=\"(max-width: 860px) 100vw, 860px\" \/>\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-a99106c elementor-widget elementor-widget-heading\" data-id=\"a99106c\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h3 class=\"elementor-heading-title elementor-size-default\">Train your team<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-66782f2 elementor-widget elementor-widget-text-editor\" data-id=\"66782f2\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p class=\"\" data-start=\"4106\" data-end=\"4272\">A fancy system won\u2019t do much good if no one knows how to use it! First, make sure everyone understands the visitor rules you\u2019ve put in place. This includes:<\/p><ul><li data-start=\"371\" data-end=\"429\">What type of identification do visitors need to show (if any)<\/li><li data-start=\"432\" data-end=\"488\">Where visitors are allowed to go (and where they\u2019re not)<\/li><li data-start=\"491\" data-end=\"547\">Whether visitors need to be escorted around the building<\/li><li data-start=\"550\" data-end=\"627\">What screening questions or health checks must visitors complete before entry<\/li><\/ul><p class=\"\" data-start=\"629\" data-end=\"822\">These rules should find the right balance between making visitors feel welcome and keeping your workplace safe. Clear guidelines also help your team stay consistent and avoid confusion.<\/p><p class=\"\" data-start=\"824\" data-end=\"1001\">Next, train your team on how to use the visitor management system itself. Everyone, from the front desk staff to security teams to employees hosting visitors, should know:<\/p><ul><li data-start=\"1004\" data-end=\"1041\">How visitors are supposed to check in<\/li><li data-start=\"1044\" data-end=\"1091\">How hosts are notified when their guest arrives<\/li><li data-start=\"1094\" data-end=\"1152\">What to do if something goes wrong or there\u2019s an emergency<\/li><\/ul><p class=\"\" data-start=\"1154\" data-end=\"1356\">Short training sessions, quick-reference guides, and simple videos are all great ways to get everyone comfortable with the process. A little preparation now can save a lot of time (and headaches) later!<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t<section class=\"elementor-section elementor-top-section elementor-element elementor-element-71d890a elementor-section-boxed elementor-section-height-default elementor-section-height-default\" data-id=\"71d890a\" data-element_type=\"section\" data-e-type=\"section\" data-settings=\"{&quot;_ha_eqh_enable&quot;:false}\">\n\t\t\t\t\t\t<div class=\"elementor-container elementor-column-gap-default\">\n\t\t\t\t\t<div class=\"elementor-column elementor-col-100 elementor-top-column elementor-element elementor-element-2a1af13\" data-id=\"2a1af13\" data-element_type=\"column\" data-e-type=\"column\">\n\t\t\t<div class=\"elementor-widget-wrap elementor-element-populated\">\n\t\t\t\t\t\t<div class=\"elementor-element elementor-element-7385fc7 elementor-widget elementor-widget-heading\" data-id=\"7385fc7\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h2 class=\"elementor-heading-title elementor-size-default\">Visitor flow management \u2014 examples<\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-5ac5346 elementor-widget elementor-widget-heading\" data-id=\"5ac5346\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h3 class=\"elementor-heading-title elementor-size-default\">1. Fully pre-registered visit<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-8cbb854 elementor-widget elementor-widget-text-editor\" data-id=\"8cbb854\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p><span style=\"font-weight: 400;\">For frequent visitors, VIP guests, or scheduled meetings, a pre-registration process makes check-ins quick and easy. Visitors fill out all necessary details in advance, including ID verification, safety agreements, and any required forms. When they arrive, they simply scan a QR code at a self-check-in kiosk or reception desk. Their host is automatically notified, and if needed, a visitor badge is printed. This process minimizes wait times and reduces front desk involvement.<\/span><\/p><p><span style=\"font-weight: 400;\">\ud83d\udca1 <\/span><b>Best for:<\/b><span style=\"font-weight: 400;\"> Corporate offices, coworking spaces, or businesses with frequent external visitors.<\/span><\/p><p><span style=\"font-weight: 400;\">\ud83d\udccc <\/span><b>Reception involvement:<\/b><span style=\"font-weight: 400;\"> Minimal \u2013 the process is almost fully automated.<\/span><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-5bf5ebd elementor-widget elementor-widget-heading\" data-id=\"5bf5ebd\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h3 class=\"elementor-heading-title elementor-size-default\">2. Pre-registered visit with on-site registration<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-205851e elementor-widget elementor-widget-text-editor\" data-id=\"205851e\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p><span style=\"font-weight: 400;\">Some workplaces require visitors to pre-register in advance, but additional steps are completed on-site. Visitors may need to confirm their details, take a photo, or sign additional agreements upon arrival. While walk-ins are not accepted, pre-registered guests can finalize their check-in using a tablet or kiosk at the front desk. Once the check-in is complete, the visitor receives an ID badge, and their host is notified.<\/span><\/p><p><span style=\"font-weight: 400;\">\ud83d\udca1 <\/span><b>Best for:<\/b><span style=\"font-weight: 400;\"> Secure offices, research facilities, and organizations with controlled visitor access.<\/span><\/p><p><span style=\"font-weight: 400;\">\ud83d\udccc <\/span><b>Reception involvement:<\/b><span style=\"font-weight: 400;\"> Moderate \u2013 staff may assist with final registration but don\u2019t handle every step.<\/span><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-8e183b6 elementor-widget elementor-widget-heading\" data-id=\"8e183b6\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h3 class=\"elementor-heading-title elementor-size-default\">3. Walk-in visitors <\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-00f408e elementor-widget elementor-widget-text-editor\" data-id=\"00f408e\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p><span style=\"font-weight: 400;\">For workplaces that allow unplanned guests, walk-in visitors need to complete their registration upon arrival. They enter their details on a tablet or kiosk and, if required, take a photo and sign any legal forms (NDAs, safety waivers, etc.). Once they check in, their host is notified, and they may need to wait at the reception until someone picks them up. Depending on security policies, they might receive a temporary keycard or need an escort to access certain areas.<\/span><\/p><p><span style=\"font-weight: 400;\">\ud83d\udca1 <\/span><b>Best for:<\/b><span style=\"font-weight: 400;\"> Service centers, event venues, and businesses that allow guest drop-ins.<\/span><\/p><p><span style=\"font-weight: 400;\">\ud83d\udccc <\/span><b>Reception involvement:<\/b><span style=\"font-weight: 400;\"> High \u2013 front desk staff actively assist visitors with check-in and security checks.<\/span><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-a1ab654 elementor-widget elementor-widget-heading\" data-id=\"a1ab654\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h3 class=\"elementor-heading-title elementor-size-default\">4. Contractors &amp; vendors <\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-e575dd2 elementor-widget elementor-widget-text-editor\" data-id=\"e575dd2\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p><span style=\"font-weight: 400;\">Workplaces that manage contractors or vendors often have stricter security measures. Visitors may need to upload their certifications or proof of compliance before they arrive. When they check in, they might have to watch a safety briefing video to get access. The system can provide temporary access credentials, like a digital keycard, to allow entry into restricted areas.<\/span><\/p><p><span style=\"font-weight: 400;\">\ud83d\udca1 <\/span><b>Best for:<\/b><span style=\"font-weight: 400;\"> Warehouses, manufacturing plants, and high-security offices.<\/span><\/p><p><span style=\"font-weight: 400;\">\ud83d\udccc <\/span><b>Reception involvement:<\/b><span style=\"font-weight: 400;\"> Low to moderate \u2013 a self-serve kiosk can handle most of the process.<\/span><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-64e92eb elementor-widget elementor-widget-heading\" data-id=\"64e92eb\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h3 class=\"elementor-heading-title elementor-size-default\">5. High-security visitors <\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-9381492 elementor-widget elementor-widget-text-editor\" data-id=\"9381492\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p><span style=\"font-weight: 400;\">In facilities with strict security protocols, visitors must go through additional screening. They must pre-register and receive manual approval before arrival. They may also need to provide ID verification or undergo a security check before entering. Access is only granted after approval from security or an admin.<\/span><\/p><p><span style=\"font-weight: 400;\">\ud83d\udca1 <\/span><b>Best for:<\/b><span style=\"font-weight: 400;\"> Government buildings, research labs, or businesses with confidential data.<\/span><\/p><p><span style=\"font-weight: 400;\">\ud83d\udccc <\/span><b>Reception involvement:<\/b><span style=\"font-weight: 400;\"> High \u2013 manual approvals and security checks are required.<\/span><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-979a57b elementor-widget elementor-widget-text-editor\" data-id=\"979a57b\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p><span style=\"font-weight: 400;\">Not all visitors are the same, so a one-size-fits-all check-in process doesn\u2019t work for every workplace. A good visitor management system like <\/span><a href=\"https:\/\/archieapp.co\/visitor-management-system\"><span style=\"font-weight: 400;\">Archie<\/span><\/a><span style=\"font-weight: 400;\"> lets you customize the check-in experience based on visitor type, security requirements, and the desired check-in experience.\u00a0<\/span><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-36fbf75 elementor-widget elementor-widget-video\" data-id=\"36fbf75\" data-element_type=\"widget\" data-e-type=\"widget\" data-settings=\"{&quot;youtube_url&quot;:&quot;https:\\\/\\\/www.youtube.com\\\/watch?v=eEuSQtXLQG4&quot;,&quot;video_type&quot;:&quot;youtube&quot;,&quot;controls&quot;:&quot;yes&quot;}\" data-widget_type=\"video.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t<div class=\"elementor-wrapper elementor-open-inline\">\n\t\t\t<div class=\"elementor-video\"><\/div>\t\t<\/div>\n\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-55ae10a elementor-align-center elementor-widget elementor-widget-button\" data-id=\"55ae10a\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"button.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<div class=\"elementor-button-wrapper\">\n\t\t\t\t\t<a class=\"elementor-button elementor-button-link elementor-size-sm\" href=\"https:\/\/archieapp.co\/schedule-a-demo\">\n\t\t\t\t\t\t<span class=\"elementor-button-content-wrapper\">\n\t\t\t\t\t\t\t\t\t<span class=\"elementor-button-text\">Try Archie<\/span>\n\t\t\t\t\t<\/span>\n\t\t\t\t\t<\/a>\n\t\t\t\t<\/div>\n\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t<section class=\"elementor-section elementor-top-section elementor-element elementor-element-cf9906f elementor-section-boxed elementor-section-height-default elementor-section-height-default\" data-id=\"cf9906f\" data-element_type=\"section\" data-e-type=\"section\" data-settings=\"{&quot;_ha_eqh_enable&quot;:false}\">\n\t\t\t\t\t\t<div class=\"elementor-container elementor-column-gap-default\">\n\t\t\t\t\t<div class=\"elementor-column elementor-col-100 elementor-top-column elementor-element elementor-element-9a748f3\" data-id=\"9a748f3\" data-element_type=\"column\" data-e-type=\"column\">\n\t\t\t<div class=\"elementor-widget-wrap elementor-element-populated\">\n\t\t\t\t\t\t<div class=\"elementor-element elementor-element-d614dc1 elementor-widget elementor-widget-author-box\" data-id=\"d614dc1\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"author-box.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t<div class=\"elementor-author-box\">\n\t\t\t\t\t\t\t<a href=\"https:\/\/www.linkedin.com\/in\/berenika-teter\/\" class=\"elementor-author-box__avatar\" target=\"_blank\" rel=\"noopener\">\n\t\t\t\t\t<img decoding=\"async\" src=\"https:\/\/archieapp.co\/blog\/wp-content\/uploads\/2024\/11\/Profile-1-300x300.png\" alt=\"Berenika Teter\">\n\t\t\t\t<\/a>\n\t\t\t\n\t\t\t<div class=\"elementor-author-box__text\">\n\t\t\t\t\t\t\t\t\t<a href=\"https:\/\/www.linkedin.com\/in\/berenika-teter\/\" target=\"_blank\" rel=\"noopener\">\n\t\t\t\t\t\t<h4 class=\"elementor-author-box__name\">\n\t\t\t\t\t\t\tBerenika Teter\t\t\t\t\t\t<\/h4>\n\t\t\t\t\t<\/a>\n\t\t\t\t\n\t\t\t\t\t\t\t\t\t<div class=\"elementor-author-box__bio\">\n\t\t\t\t\t\t<p>Archie's Content Manager, fueled by filter coffee and a love for remote work. When she\u2019s not writing about coworking spaces and hybrid workplaces, you can probably find her exploring one.<\/p>\n\t\t\t\t\t<\/div>\n\t\t\t\t\n\t\t\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t<section class=\"elementor-section elementor-top-section elementor-element elementor-element-5854451 elementor-section-boxed elementor-section-height-default elementor-section-height-default\" data-id=\"5854451\" data-element_type=\"section\" data-e-type=\"section\" data-settings=\"{&quot;_ha_eqh_enable&quot;:false}\">\n\t\t\t\t\t\t<div class=\"elementor-container elementor-column-gap-default\">\n\t\t\t\t\t<div class=\"elementor-column elementor-col-100 elementor-top-column elementor-element elementor-element-c74c9d6\" data-id=\"c74c9d6\" data-element_type=\"column\" data-e-type=\"column\">\n\t\t\t<div class=\"elementor-widget-wrap\">\n\t\t\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t<\/div>\n\t\t","protected":false},"excerpt":{"rendered":"<p>Let\u2019s walk you through how a visitor management system works, along with the best ways to design your visitor management process.<\/p>\n","protected":false},"author":15,"featured_media":11486,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[153],"tags":[],"class_list":["post-11485","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-visitor-management"],"acf":[],"_links":{"self":[{"href":"https:\/\/archieapp.co\/blog\/wp-json\/wp\/v2\/posts\/11485","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/archieapp.co\/blog\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/archieapp.co\/blog\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/archieapp.co\/blog\/wp-json\/wp\/v2\/users\/15"}],"replies":[{"embeddable":true,"href":"https:\/\/archieapp.co\/blog\/wp-json\/wp\/v2\/comments?post=11485"}],"version-history":[{"count":52,"href":"https:\/\/archieapp.co\/blog\/wp-json\/wp\/v2\/posts\/11485\/revisions"}],"predecessor-version":[{"id":19562,"href":"https:\/\/archieapp.co\/blog\/wp-json\/wp\/v2\/posts\/11485\/revisions\/19562"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/archieapp.co\/blog\/wp-json\/wp\/v2\/media\/11486"}],"wp:attachment":[{"href":"https:\/\/archieapp.co\/blog\/wp-json\/wp\/v2\/media?parent=11485"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/archieapp.co\/blog\/wp-json\/wp\/v2\/categories?post=11485"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/archieapp.co\/blog\/wp-json\/wp\/v2\/tags?post=11485"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}