We are seeing a clear trend of increasing demand for visitor management systems, and there are several reasons for this. As today’s organisations become more security-conscious, the traceability of visitors – whether customers, suppliers, consultants or other guests – is becoming increasingly important. At the same time, these requirements extend beyond security to making a professional first impression, especially as partly staffed and fully unmanned receptions become more common. Today’s modern companies need a visitor management system that is as secure as it is representative of the company’s image.
Here are some important factors to consider when looking at and comparing visitor management systems:
- Long-term viability – A good visitor management system must be supported, updated and keep pace with market demands for new features. A system that is not developed further quickly becomes outdated.
- IT security and regulatory compliance – Make sure the supplier meets the requirements for an information security management system (ISMS), such as those set by the Swedish Civil Contingencies Agency (MSB).
- Data management and storage – Make sure data is stored and remains within Sweden/the EU. Find out how the supplier handles cloud services and their security. This is especially important for government organisations.
- Certificates and encryption – Make sure all data is end-to-end encrypted.
- Integration – The system should be able to integrate with other systems, such as an existing access control system.
- GDPR and data protection – The system must meet the applicable legal requirements for storing and deleting personal data and be adaptable to the company’s GDPR policy.
- Flexibility – Choose a system that can be configured to your needs: multiple options on the kiosk, optional fields for the visitor to fill in, and so on.
- Evacuation – The system should have an evacuation module that gives a clear overview of visitors and their status in the event of an evacuation.
- Support – Review the support organisation’s availability and expertise.
- Branding – A visitor kiosk is the public face of the company and should convey the same message as the organisation. Choose a system with a kiosk design that matches your corporate identity.
