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Blog > Visitor Management   6 min read

What are the Advantages of an Employee Sign-In System?

July 21, 2022

Managing personnel is a challenge in any facility, especially if there is a rotation of contractors and temporary employees. Sign-ins are essential to keeping your workplace secure, safe, and compliant. The solution you use determines how effective and efficient this important process is.  

Empowered employee management starts with reliable strategies and technology. Complex facilities use employee sign-in systems to automate screening, headcounts, timekeeping, and recordkeeping. This article discusses the importance of employee sign-in systems and how to make the most of yours. 

4 Key Benefits of an Employee Sign-In System 

An automated workforce sign-in system can transform the sign-in experience. Optimize workplace employee management, security, and safety with an employee sign-in platform. 

  1. Streamline Processes with an Efficient Employee Management System

All movement in and out of your traffic should be fluid. Employee sign-in platforms control the flow of all people in your facility, reducing traffic, security risks, and wait times. To streamline registration, create simplified visitor induction for contractors, temporary employees, and guests. 


Simplified Sign-in 

An automated sign-in system allows employees to access the building without manually entering their names and dates in physical sign-in books. They can simply use the intuitive self-guided check-in system, minimizing the time spent at the entry. The self-guided system also frees up demands on valuable personnel. Reception and security officers are no longer required to check in and validate entrants. 

Easier Management 

Make overseeing employees more efficient for managers. Through employee attendance tracking, you can know when an employee signs in and out and the number of those who are absent. If you manage multiple locations, you can link each to the central database, monitoring all activity from a single dashboard.  

This is especially helpful for keeping headcounts in emergencies and audits, creating logs for records, and tracking employee entrances. 

  1. Fast Workforce Screening

Temporary employee and contractor induction can be a lengthy process. Documents, NDAs, and certifications take time to submit and fill. Leveraging visitor pre-registration allows touchless sign-in for a premium visitor experience. Check-in temporary employees with the scan of a QR code after they fill out their pre-registration info from their smartphone.  

Keep long, manual entry processes out of your entrances and lobby areas with pre-registration. You can validate IDs, e-signatures, documents, and certifications in advance. This process also enables fast workforce screening.   

Automate screening directly through your employee management system. This process immediately flags individuals who match integrated watchlists. Admins can easily add government and custom watchlists to your system to reduce specific risks and match compliance requirements.  

And as your company continues to adjust to the new normal — and the continually evolving changes that come with it — proper screening of employees is critical for the safety of everyone in the workplace.  

Consider automating and enforcing health and safety regulations as part of your sign-in processes.  

Send health screening questionnaires as part of your pre-registration process, and incorporate them into on-site sign-in kiosks. Ensure all employees and visitors complete mandatory screenings.   

For added safety, FeverCheck technology incorporates a thermal body camera for temperature screening. You can use this to deny entry to potential health risks and create a contract tracing flow. 

Fast Workforce Screening
  1. Customize Individual User Permissions

You have complete control with your employee sign-in platform. Cloud-based visitor management systems allow for custom user positions on both the administrative- and employee-facing sides.  

The visitor management dashboard provides essential information for several people. For mailroom management, individuals need access to sign-in packages. Security teams need real-time views and headcounts. Administrators need access to create reports for audits and reviews. Not everyone, however, requires the same level of access. Custom permissions allow you to provide users only the specific access they need while protecting sensitive data.  

Your employee management system also allows you to dictate who accesses your premises. If an employee has quit their job, for example, you can cancel their access permissions to avoid a scenario where they enter and leave your building at will after their employment has ended.   

You can also set visitor types with different capabilities. For example, if your company only operates during the day, you can deactivate all access permissions at night. Contractors coming in late, such as cleaning crews, can be given special permissions for after-hours access. Controlling access protects employees working late and eases visitor tracking.  

Another way to set individual user permissions is to create a timeline for access. Take the example of a contractor working on a month-long project. You can set their visitor badge or pre-registration information to expire at the end of that month. During that whole month, their entries are swift, and there is no need to repeat the full employee sign-in process. You can adjust the expiry date or have them reenter their information if extra time is necessary.   

  1. Mitigate Compliance Risks and Protect Intellectual Property

Employee sign-in systems incorporate automated capacity tracking and management. You can automatically manage which spaces people go into, impose capacity limits in your offices or building, and deny access to over-capacity rooms. You can also easily verify identification using visitor management systems with ID scanners.  

Implementing these measures allows your organization to improve compliance to industry standards, follow regulations and avoid penalties.   

On top of that, employee sign-in systems help collect contractor documents and credentials before or even on the day of arrival.  

Once the documents are in the system, they are safe and cannot be accessed by unauthorized persons. 

Download the ebook for more visitor management benefits.

How a Sign-In System Improves Enterprise Performance

Investing in a sign-in system is one of the most reliable ways to enhance the performance and growth of your company and create an ambient environment for everyone. Here are some of the benefits of sign-in systems.  

Allow Seamless Check-ins 

Sign-in systems ease the process of accessing your building. Instead of manually filling out your personal information upon approval, employees sign in through the self-guided, intuitive system.  

Pre-registration makes the process quicker and stress-free for visitors. The company sends a one-link invitation to a visitor so that they can fill out the necessary information in advance. Upon arrival, they just scan their QR code at the entry kiosk to gain access. Once they have signed in, they may also get visitor badges. 

Read The Advantages of Visitor Badges in the Workplace for more information on employee badges. 

Encourage Innovation 

An advanced sign-in system streamlines your business operations. It provides technological solutions like contactless signs, time-tracking, and activity recording, so no one has to spend their time and energy on mundane, manual tasks. As a result, your employees can focus their efforts on innovative solutions that grow your business.  

Onboard New Employees with Ease 

Sign-in systems are valuable during temporary worker and contractor induction. Many documents and waivers need to be signed or submitted, making the sign-in process a bit complex and slow.  

The pre-registration feature in sign-in systems eases the process. Visitors can sign NDAs and waivers, accept policies, and upload and submit important documents in advance. Then, upon their arrival, all they have to do is scan their device. 

Invest in Digital Signature Tools and Sign-In Systems

Transform your workplace with iLobby's employee sign-in system and invest in digital signature tools to scale efficiency and workplace security. Our custom software solutions fit your automation, security, and reporting needs, regardless of your industry. With user-friendly interfaces, sign-ins are quick and intuitive, requiring no additional training.

Schedule a demo today and discover how iLobby's industry-leading sign-in systems and employee management solutions can optimize your complete visitor check-in process with VisitorOS. Improve workplace safety, security, and compliance through game-changing automation and people-powered support with VisitorOS from iLobby. 

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Jeff Gladwish

Jeff Gladwish is the Chief Revenue Officer at iLobby where he spearheads the go-to-market strategy, driving the growth and adoption of our Facility and Visitor Management solutions. In 2023, Jeff was named one of Influitive’s Fearless 50 Customer-Led Marketing Leaders, an award that recognizes executives pushing the boundaries of customer marketing, advocacy, community, and loyalty.

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