Choosing the best visitor management system for your CRE

Today’s commercial real estate landscape requires visitor management systems (VMS) for property managers and building owners to understand the use of their property. These systems go far beyond simply logging visitors; they enhance security, streamline operations, and improve the overall tenant experience.

The role of visitor management systems in commercial real estate

VMS serves as the first point of contact for anyone entering a commercial property. They automate the check-in process, provide digital visitor logs, and often integrate with access control systems to ensure only authorized individuals can enter specific areas. But their role extends far beyond these basic functions, positioning them as a cornerstone of modern CRE operations.

Staying ahead of industry trends

The CRE industry is constantly evolving. A VMS can keep you prepared for the following trends so you can gain a competitive advantage:

• Digital transformation: As the real estate sector embraces technology, VMS represents a significant step towards digitizing traditionally manual processes. This shift improves efficiency and aligns with tenants’ expectations for modern, tech-enabled spaces.
• Enhanced security measures: In an era of increasing security concerns, VMS provides a robust layer of protection. These systems can perform instant background checks, create watchlists, and maintain detailed digital records of all visitors – features becoming standard expectations in high-end commercial properties.
• Contactless technologies: The global pandemic has accelerated the adoption of touchless solutions. Modern VMS often incorporate features like QR code check-ins, mobile passes, and facial recognition, reducing the need for physical contact and supporting health and safety protocols.
• Data-driven decision-making: VMS analyzes valuable occupancy data from visitors. This information can inform decisions on staffing, security measures, and even lease negotiations.
• Compliance and liability: With increasing regulatory requirements, particularly data protection and privacy, VMS helps ensure compliance by securely managing visitor information and providing audit trails when necessary.

Enhancing indoor environment monitoring

Beyond managing visitors, modern VMS plays an important role in monitoring and optimizing the indoor environment of commercial buildings.

Integration with air quality sensors allows VMS to track and report key metrics such as CO2 levels, particulate matter, and volatile organic compounds (VOCs). This data can be used to adjust HVAC systems in real time, ensuring a healthy and comfortable environment for occupants. It also helps ensure EU air quality compliance in commercial buildings.

Some advanced VMS integrates with building management systems to help regulate temperature and humidity levels based on occupancy and external weather conditions, contributing to both comfort and energy efficiency.

How a modern visitor management system can benefit your CRE

Let’s explore the tangible benefits a VMS offers.

Better data insights and more

One of the most significant benefits of a modern VMS is the wealth of data and insights it can provide across your property:

• Visitor analytics: VMS collects and analyzes data on visitor traffic patterns, peak hours, and visit durations using occupancy sensors. This information can inform staffing decisions, optimize lobby layouts, and even influence lease negotiations by demonstrating foot traffic to potential tenants. Using tools like Utilize, this data turns into actionable insights.
• Security enhancements: Maintaining detailed digital records of all visitors significantly improves security. It can flag repeat visitors, create watch lists for potential security risks, and provide instant alerts to building management about unauthorized access attempts.
• Compliance and auditing: In the event of an incident or audit, VMS provides a comprehensive, time-stamped log of all visitors. This can be crucial for insurance purposes, legal compliance, and demonstrating due diligence in building management.
• Resource optimization: Tracking visitor patterns and space utilization can help optimize resource allocation. For instance, you might adjust cleaning schedules based on high-traffic periods or reprogram elevators to improve efficiency during peak hours.
• Vendor management: VMS can track service provider performance for properties with frequent contractor or vendor visits, ensuring they adhere to scheduled visit times and agreed-upon service levels.
• Emergency preparedness: In case of an emergency, VMS provides an accurate, real-time count of building occupants, which can be invaluable for first responders.
• Environmental impact: Integrating a VMS with building management systems can, based on occupancy data, contribute to more efficient energy use, support sustainability goals, and potentially reduce operational costs.

Improve tenant experience with VMS

Beyond operational benefits, a modern VMS can significantly enhance the experience for tenants and their visitors by streamlining processes and providing more control to tenants. These systems replace long queues and paper logbooks with quick, digital check-ins, creating a professional first impression and saving time for both visitors and reception staff.

VMS can further expand its capabilities by integrating tenant scheduling and access control systems. This creates a unified, friction-free experience from the lobby to the office for all tenants and guests. They can check in, unlock their doors, and control the climate at their workspace all from a single platform.

Features to look for in a visitor management system

While you need your VMS to meet your current needs, you also want the necessary features for future growth. Here are the features you should look for in a VMS that can adapt to future requirements:

• Intuitive interface: User-friendly design for both staff and visitors, with a clean, modern layout that guides users through the check-in process effortlessly
• Customizable branding: Options to tailor the interface to your brand, including custom welcome screens, logos, and color schemes
• Versatile check-in methods: Support for various check-in options, such as self-service kiosks, mobile check-in, QR codes, and traditional front desk check-in
• Efficient pre-registration: Capabilities for tenants or hosts to pre-register visitors, significantly streamlining the check-in process
• Visual record creation: Visitor photo capture features enhance security by creating a visual record of each visitor
• Advanced ID verification: Scanning and verification of government-issued IDs, adding an extra layer of security
• Electronic document signing: Ability to have visitors digitally sign NDAs, waivers, or other documents during check-in
• Automated host alerts: Instant notifications to inform hosts when their visitors arrive, preferably through multiple channels (email, SMS, Slack, etc.)
• On-demand badge printing: For properties requiring physical identification, a system that can print temporary visitor badges
• Comprehensive security screening: Advanced features that can cross-reference visitors against internal watchlists or government-denied party lists
• Powerful analytics tools: Comprehensive reporting capabilities, allowing you to analyze visitor data and generate insights
• Secure data management: Adherence to data protection regulations like GDPR or CCPA, with features such as data encryption and automatic data deletion
• Cloud-based accessibility: A solution offering advantages in terms of accessibility, scalability, and ease of updates
• Mobile-friendly operation: Systems with mobile apps or responsive web interfaces for managing the VMS on-the-go
• Multilingual capabilities: Support for multiple languages if your property caters to an international clientele
• Quick evacuation assistance: Ability to rapidly generate an accurate list of all building occupants in case of an emergency

Integrating VMS with other measures

A well-integrated VMS can serve as a central hub in your property’s technology ecosystem, enhancing overall efficiency, security, and user experience. So, when selecting a VMS consider its potential to integrate with your existing tech stack and future planned technologies. That way you can get the full value out of your tech investments.

Here are the integrations we find most important:

• Access control systems: Integration with access control allows for automatic provisioning of temporary access credentials to visitors, enhancing security and convenience.
• Building management systems: By connecting VMS with your smart building management system, you can optimize energy usage based on real-time occupancy data.
• Tenant experience apps: Integration with tenant apps can provide a unified experience, allowing tenants to manage visitors through the same platform they use for other building-related tasks.
• Elevator systems: In high-rise buildings, VMS can integrate with smart elevator systems to automatically call elevators and select floors for visitors.
• Parking management systems: Integration can streamline parking allocation and billing for visitors.
• Meeting room booking systems: Connecting VMS with room booking platforms can automate the entire visit process, from reservation to check-in.
• Digital signage: Integration with digital signage systems can provide personalized wayfinding information to visitors upon check-in.
• HR systems: For corporate environments, integration with HR databases can streamline employee onboarding and temporary worker management.

Choosing the right system for your building portfolio

Selecting the ideal visitor management system (VMS) for your commercial real estate portfolio requires careful consideration of your specific needs, existing infrastructure, and future growth plans. Here are key factors to consider:

• Scalability: Ensure the VMS can grow with your portfolio. It should easily accommodate additional locations and increased visitor traffic without compromising performance.
• Multi-location management: For portfolios with multiple properties, look for systems that offer centralized management capabilities. These capabilities allow you to oversee and control all locations from a single dashboard.
• Customization flexibility: Each property in your portfolio may have unique requirements. Choose a VMS that allows for property-specific customizations while maintaining overall brand consistency.
• Integration capabilities: The system should seamlessly integrate with your existing tech stack, including access control, building management systems, and tenant experience platforms across your portfolio.
• Cost-effectiveness: Consider both upfront costs and long-term value. A more expensive system might offer better ROI through improved efficiency and enhanced tenant satisfaction.
• Support and training: Opt for a vendor that provides comprehensive support and training, ensuring smooth implementation across your entire portfolio.
• Data consolidation: The VMS should offer portfolio-wide data aggregation and analytics, providing valuable insights for strategic decision-making.
• Compliance and security: Ensure the system meets security and compliance standards for all regions where your properties are located.

Tips for implementing a visitor management system successfully

Once you’ve chosen the right VMS for your portfolio, follow these tips for a successful implementation:

1. Develop a phased rollout plan: Start with a pilot program in one or two buildings before expanding to your entire portfolio. This allows you to identify and address any issues early on.
2. Customize for each property: While maintaining overall consistency, tailor the system to meet the specific needs of each building in your portfolio.
3. Provide comprehensive training: Ensure all staff, from security personnel to property managers, are thoroughly trained on the new system.
4. Communicate with tenants: Inform tenants about the new system well in advance. Highlight the benefits and provide clear instructions on how to use it.
5. Offer ongoing support: Set up a support system for both staff and tenants to address any questions or issues that arise during and after implementation.
6. Monitor and gather feedback: Regularly collect feedback from staff, tenants, and visitors to identify areas for improvement.
7. Continuously optimize: Use the data and insights gathered from the VMS to continuously refine and improve your visitor management processes.
8. Stay updated: Keep your VMS software up-to-date and be open to adopting new features as they become available.

Elevate your building operations with Proptech technology

Implementing a modern VMS is just one aspect of leveraging property technology (Proptech) to enhance your CRE operations. The real value of your VMS comes through integrations with your other Proptech.

That’s the exact purpose ProptechOS was built for. It acts as the operating system of your commercial real estate properties connecting all of your building technology and data. Book a demo of ProptechOS for free today for our experts to show you how integrating your Proptech can enhance your portfolio’s performance.