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Visitor Management and Access Control Tips

Visitor management is an important part of any business’s security plan, and one of the main functions of an access control system. Visitors come for many reasons, most of which are completely legitimate. But having visitors and other non-employees in your building, whether making deliveries or here for a business meeting, can pose a threat at any time, especially if those guests are left unattended for any period of time.

Most businesses understand the importance of a good visitor management protocol and how it integrates with an access control system. Your business should, too. Here are some helpful steps you can take to improve your visitor management, and tips to make things run more smoothly.


Give Visitors Timed Badges – and Limit Their Access

When visitors are given access badges so they can wander freely, make sure their badges expire after a set time, such as at the end of their scheduled visit or at the close of business. This can be programmed within the access control system itself for physical control, or by giving each visitor a color-coded badge that the security team can recognize as expired the following day. This will prevent visitors from coming back the next day uninvited or even accidentally. Also, it’s a good idea to ask for the badge back when they visitor leaves to keep it out of the wrong hands.

Keep Access Logs and Review Data

Today’s access control systems come with integrated data and logs of all visitors and users who access certain doors or access points. Being able to access these easily allows you to review data about who has come and gone and when, making sure only authorized personnel have accessed secure areas, ensure staff compliance, and lets you track visitors in case of a security breach.

Some systems even include analytics, giving you the integrated ability to view trends and gain insights into your staff and visitor traffic.

Verify Identity

Basic protocols can make all the difference in security. The first thing security staff should do when a visitor enters is verify their identity, by asking for some form of identification – whether passport or driver’s license. These ensures everybody who comes into your building is exactly who they say they are.

Verify The Reason For the Visit

This one if often overlooked but is essential as verifying the visitor’s identity: make sure the reason they’ve given for their visit is the correct one by checking with their contact, before giving them access to the building. This can clear up any confusion over visits and ensure every guest is taken care of by the right employee.

Only Grant Access To Necessary Areas

This is an important rule but one that is generally overlooked; only give visitors with temporary credentials access to the places they need to conduct the business of their visit. This can be easily done via a role-based access control system and keeps visitors from wandering into the wrong areas – purposely or not.

Update and Review Protocols Regularly

Staying on top of visitor management and security means keeping things fresh and up-to-date. Make sure your access control system is frequently updated and maintained to keep it running smoothly and conduct regular audits of access control protocols and credentials to verify that everything is being conducted as determined.  Spotting problems and improving procedures can prevent problems before they arise.

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