Why You Want a Turnkey Visitor Management System

Implementing a new visitor management solution may seem overwhelming for facility managers. But with the right software, it doesn't have to be. Instead, this journey should be seen for what it is - an opportunity to enhance operations and improve security. And ideally, the right solution will help leave behind concerns about complicated or frustrating implementation.

The setup and implementation of a visitor management solution can be complex and may involve multiple (often tedious) steps, especially when it comes to hardware and software configuration. But, this is where turnkey solutions become - well - key.

In the context of visitor management systems, a turnkey solution is a pre-configured, ready-to-use, all-in-one system to effectively manage all aspects of visitor management within a facility. Rather than piecing together different hardware and software elements, these come with all the necessary equipment, software, and support needed to provide a quick, seamless, and hassle-free deployment right out of the box.

VisitorOS, a module of iLobby’s FacilityOS platform, stands out with its flexibility, seamless integration with other technologies, scalability, and user-friendly features. It offers a comprehensive solution that is ready for use upon arrival.

Let’s look at some of the common challenges faced by organizations when implementing a visitor management system and how VisitorOS hits the mark that other solutions are missing by being a turnkey solution.

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Overcoming Common VMS Challenges with VisitorOS

Setting up and configuring a new system can be time-consuming and require a significant resource investment. However, a turnkey VMS allows organizations to start managing visitors in a matter of hours, not months. With pre-configured technology, organizations can save considerable time and cost and focus on their core business activities, secure in the knowledge that the visitor management system is up and running.

A turnkey solution like VisitorOS offers several benefits that modern organizations can’t afford to ignore. The convenience and seamless deployment of these solutions make them a popular choice for many businesses across diverse industries. Let’s look at these same challenges through the lens of VisitorOS’ capabilities.

Implementation

• Hardware and software: iLobby provides and supports all the hardware and software needed to start using VisitorOS right away.
• Pre-configured: Everything comes pre-loaded and pre-configured, allowing for effortless plug-and-play operation. Shipped to each of your facilities, all hardware arrives ready for operation straight out of the box.
• Easy setup: Once your VisitorOS kiosk is installed, mounted in the desired position, and connected to Wi-Fi and power, it’s ready to go.
• Convenient features: VisitorOS offers features to automate the sign-in process and oversee visitor and contractor interactions across all your facilities from a centralized dashboard, eliminating the need for manual practices and monitoring while improving site safety, security, and compliance.
• Ongoing support and maintenance: Trouble with your hardware, no problem. iLobby-provided hardware is MDM-enrolled and fully managed by the iLobby team. If troubleshooting doesn’t resolve an issue, items failing to perform as intended are promptly replaced at no cost to the client.

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Flexibility

Many systems on the market lack flexibility and adhere to rigid standard practices that can result in a more time-consuming and less adaptable workflow. That combined with limited customizations and a lack of scalability, leaves organizations with technology that can't grow and scale with their evolving requirements.

With iLobby, we understand that every business has its unique use cases. Our support team is equipped to deliver both personalized 1:1 support and supporting resources to minimize any points of friction and help ensure the uninterrupted continuity of your operations.

While it is true that many turnkey systems come with predefined settings and practices, this does not necessarily mean that they cannot be configured to better align with specific organizational needs. In fact, VisitorOS is highly configurable and can be adjusted to fit the unique requirements of different businesses. With VisitorOS, users have the ability to customize workflows, personalize visitor experiences, and tailor data capturing for different visitor types. For example, contractors are going to have a sign-in flow with different questions compared to a courier signing in to drop off a package. This level of flexibility ensures that businesses can streamline their operations and improve efficiency without sacrificing the individuality that sets them apart.

Integrations

VisitorOS easily integrates with commonly used applications like access control systems, watchlists, messaging applications, and calendars. iLobby knows that having a visitor management system that works with the tools you use on a daily basis not only optimizes workflows, it helps with adoption and user satisfaction. The range of integrations available for VisitorOS enables you to expand functionality deeper into your facilities, experiencing the advantages of a more interconnected and automated end-to-end solution.

For example, integrating with Microsoft Outlook through a plugin optimizes the experience for hosts. It enables them to create and manage events from within their mailbox. It also automatically sends out invitations to both internal and external guests, ensuring that large groups can be invited easily and efficiently. This connection to Outlook helps hosts reduce manual tasks and makes the process of inviting large groups easier.

With Active Directory integration, visitors checking in can conveniently choose their host from a dropdown list that is directly linked to the Active Directory. This streamlined process minimizes entry errors and ensures accurate information.

With the Salesforce integration, a lead is created in Salesforce when a visitor signs in, capturing their relevant sales contact details from the registration process for future reference. This enables your sales team to establish stronger relationships and deliver personalized experiences to these visitors.

VisitorOS’s extensive list of optional plug-ins and integrations enables users to extend the benefits of their visitor management solution into the systems already being used.

Scalability

As your business grows, your requirements will naturally evolve, thus requiring a visitor management system that aligns with your changing needs. With iLobby, users can take advantage of FacilityOS’s modular platform in addition to VisitorOS’s comprehensive scalability options. Growth can take many forms, so having a technology partner that offers scale both in terms of breadth and depth ensures that your solution can grow and adapt to perfectly suit your future business needs.

Whether you have a single site or a vast global network of locations, our turnkey visitor management solution is designed to adapt and grow alongside your organization, providing you with the flexibility and efficiency you need to scale based on the size and requirements of your organization. Moreover, our global deployment capabilities ensure a seamless setup process, including the distribution of hardware to all your locations, so you can focus on what matters most - your business.

In addition to VisitorOS, which keeps track of on-site visitors, FacilityOS offers several other modules that can enhance the functionality of your visitor management system. For instance, SecurityOS extends the benefits of access control to visitors, ensuring that your premises remain secure at all times. EmergencyOS, on the other hand, digitizes all stages of emergency management so you can respond quickly and effectively when the need arises. DeliveryOS, in turn, allows you to track, manage, and optimize deliveries, saving you time and improving your overall operational efficiency.

Turnkey visitor management solutions, like VisitorOS, offer a hassle-free approach with pre-configured hardware, software, and support for quick and easy deployment. The obvious value of a turnkey solution lies in the ease of setup. Combined with the exceptional support, integrations, scalability, and flexibility from iLobby, facility managers no longer have to face these dreaded common obstacles. Instead, they can rest assured that their solution is ready to go out of the box, and the continued support from iLobby will adapt with them to address their changing needs.

Contact iLobby for a seamless experience that is tailored to meet your unique needs today.