Visitor management and customer experiences can be improved through the use of automated visitor management processes. The industry has been observing the growing demand for digital customer experiences and with it, a shift from person-to-person services to a more one-to-many engagement model. This means that businesses are looking for ways to engage people differently using mobile technologies.
Automating visitor management processes using mobile applications has been the objective of many SMEs and enterprises. In this article, we will show you how you can streamline visitor management of your business through simple No Code apps without coding.
A Visitor Management System (VMS) is a technology used to track and manage guests in a professional setting or facility. This can include offices, schools, hospitals, or any other establishment that welcomes a significant number of visitors regularly. The system's primary purpose is to increase security, improve efficiency, and enhance the overall visitor experience.
Traditional visitor management methods, like a paper logbook, have several limitations. They can be time-consuming, difficult to manage, and lacking in privacy and data security. A Visitor Management System automates this process, providing a more secure and efficient solution.
Typically, a Visitor Management System may perform the following functions:
Clappia is a No Code platform to create business-process apps without coding. Anyone with basic excel skills is able to create effective mobile apps, just by using simple drag-and-drop blocks, and effectively automate business processes including visitor management solutions.
Automating visitor management processes with mobile apps has never been so easy. Today, you can create an automated visitor management system using No Code mobile apps in Clappia to manage your users from anywhere.
Let us consider a bundle of mobile apps for Visitor Management system already built and available to use on the Clappia App Marketplace:
1. Officials Master - This app is used to enter all the details of residents/officials in the building.
2. Visitor Enlistment - This app is used to get the details of the visitor, the official to visit, the purpose of visit, date and time of visit, etc.
1. Officials Master - Enter the list of all the officials in the building and their details. The officials master app is used by the visitor enlistment app to pull data from the officials master to the visitor enlistment app.
Name - Enter the name of the official in the building
Mobile - Enter the mobile number of the official
Email - Enter the email of the official
Designation - Enter the official’s designation
Block - Block name or block number of the building the official is located in.
Floor/Cabin Number - Enter the floor number or cabin number of the official.
The below image shows a basic layout of the Officials Master app.
2. Visitor Enlistment - Visitor details will be recorded in this app. Along with that other details such as the reason for the visit, visiting official, check in time, etc, are also recorded.
Visitor Name - Enter the name of the visitor
Mobile Number - Enter the mobile number of the visitor
Visitor Email - Enter the visitor’s email address.
Address - Enter the address of the visitor.
Vehicle Number - Enter the vehicle number of the visitor.
(if the visitor has a vehicle parked at the office premises)
Take a photo - Click a photo of the visitor and upload the same.
Purpose of Visit - Write the purpose of visiting the official.
Details about the visit - Enter the details about the visit to the official.
Select Official to be visited - Select the official to be visited from the list and other details such as name, designation, block, and floor/cabin number will be automatically fetched from the Officials Master app.
Check-In Date and Check-In Time will be automatically filled to the current date and current time.
The below image shows a basic layout of the Visitor Enlistment app.
The visitor Enlistment app sends a notification to the official in the building to approve the visitor. The official can view and acknowledge entries directly from the submissions page. (Clappia mobile app needs to be installed on the official's as well as Gate Entry Manager's phone)
From the submissions page, the gate entry manager can search the submissions using any filter and close the visit in the same way while the visitor leaves the premises.
In case of poor internet connection, the official master data and the visitor data filled in the apps can still be submitted. All the data gets synced automatically once the smartphone is connected to a stable internet connection.
Use these apps and automate the Inventory Management of your business - Clappia App Marketplace
Customize all the mobile apps in the Clappia App Marketplace suitable to your business needs and try them out for free.
An automated visitor management system is a software solution designed to streamline and enhance the process of managing visitors in various facilities, such as offices, schools, hospitals, or events. It replaces traditional paper-based sign-in methods with a digital system that automates visitor registration, check-in, badge printing, and record-keeping, improving security, efficiency, and visitor experience.
Benefits of a visitor management system include:
The primary purpose of visitor management is to ensure the security, safety, and smooth operation of a facility by effectively managing the presence and activities of visitors. Key objectives of visitor management include:
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