{"id":39320,"date":"2025-08-07T08:00:17","date_gmt":"2025-08-07T12:00:17","guid":{"rendered":"https:\/\/eptura.com\/?p=39320"},"modified":"2025-08-10T14:43:07","modified_gmt":"2025-08-10T18:43:07","slug":"how-new-tech-is-transforming-visitor-management","status":"publish","type":"post","link":"https:\/\/eptura.com\/discover-more\/blog\/how-new-tech-is-transforming-visitor-management\/","title":{"rendered":"Smarter check-ins are just the start: How new tech is transforming visitor management"},"content":{"rendered":"<p><span data-contrast=\"auto\">Visitor management has long been a challenge for facility and workplace leaders. Manual check-ins, inconsistent data, and limited visibility often lead to inefficiencies and security gaps. AI-driven visitor management platforms (VMS) can help strengthen and simplify the process \u2013 especially for companies with multiple locations across sites and regions \u2014 by automating check-ins, customizing workflows for different visitor types, and centralizing data across global facilities.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<h2 aria-level=\"2\"><span data-contrast=\"none\">Key takeaways<\/span><span data-ccp-props=\"{&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:160,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h2>\n<ul>\n<li><b><span data-contrast=\"auto\">Modern VMS streamline key processes<\/span><\/b><span data-contrast=\"auto\">: By automating check-ins, including customized workflows for different visitor types, modern visitor management solutions improve security, reduce inefficiencies, and enhance the visitor experience<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><b><span data-contrast=\"auto\">Remote registration allows visitors to complete their check-in process before arriving: <\/span><\/b><span data-contrast=\"auto\">The result is reduced wait times and more accurate data collection. The feature is particularly useful in high-traffic environments<\/span><span data-ccp-props=\"{&quot;134233117&quot;:false,&quot;134233118&quot;:false,&quot;335559738&quot;:319,&quot;335559739&quot;:319}\">\u00a0<\/span><\/li>\n<li><b><span data-contrast=\"auto\">Facial recognition technology enhances security by instantly verifying visitor identities: R<\/span><\/b><span data-contrast=\"auto\">ole-based access controls ensure that sensitive information is only accessible to authorized personnel. Collectively, they can make visitor management more secure and reliable<\/span><span data-ccp-props=\"{&quot;134233117&quot;:false,&quot;134233118&quot;:false,&quot;335559738&quot;:319,&quot;335559739&quot;:319}\">\u00a0<\/span><\/li>\n<\/ul>\n<p><span data-contrast=\"auto\">Across industries, facility and workplace leaders are embracing new tech to tackle old problems. In fact, 68% of facility managers are planning to implement AI-powered VMS solutions within the next year to improve security, automate check-ins, and enhance the overall visitor experience, according to the <\/span><span data-contrast=\"none\">2025 Workplace Index report<\/span><span data-contrast=\"auto\">.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<h2 aria-level=\"2\"><span data-contrast=\"none\">What are the common challenges of manual visitor management?<\/span><span data-ccp-props=\"{&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:160,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h2>\n<p><span data-contrast=\"auto\">Visitor management in the workplace has traditionally come with a number of challenges, from inefficiencies to security concerns. Manual processes often result in unreliable data, with visitor logs prone to errors and inconsistencies. Long wait times in lobbies can frustrate both visitors and staff, while inadequate screening methods may affect safety and compliance.\u00a0<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><a href=\"https:\/\/lp.eptura.com\/demo\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-large wp-image-39322\" src=\"https:\/\/eptura.com\/wp-content\/uploads\/2025\/08\/Slide-4-3-1024x307.webp\" alt=\"\" width=\"840\" height=\"252\" srcset=\"https:\/\/eptura.com\/wp-content\/uploads\/2025\/08\/Slide-4-3-1024x307.webp 1024w, https:\/\/eptura.com\/wp-content\/uploads\/2025\/08\/Slide-4-3-300x90.webp 300w, https:\/\/eptura.com\/wp-content\/uploads\/2025\/08\/Slide-4-3-768x230.webp 768w, https:\/\/eptura.com\/wp-content\/uploads\/2025\/08\/Slide-4-3-1536x461.webp 1536w, https:\/\/eptura.com\/wp-content\/uploads\/2025\/08\/Slide-4-3-1200x360.webp 1200w, https:\/\/eptura.com\/wp-content\/uploads\/2025\/08\/Slide-4-3.webp 1756w\" sizes=\"auto, (max-width: 709px) 85vw, (max-width: 909px) 67vw, (max-width: 1362px) 62vw, 840px\" \/><\/a><\/p>\n<p><span data-contrast=\"auto\">The manual check-in experience can feel outdated and unprofessional, potentially affecting how visitors perceive the organization. These issues underscore the need for a more effective and streamlined approach to visitor management \u2014 one that recent workplace trends have made even more critical.\u00a0<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<h2 aria-level=\"2\"><span data-contrast=\"none\">What are the recent trends driving the need for modern visitor management?<\/span><span data-ccp-props=\"{&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:160,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h2>\n<p><span data-contrast=\"auto\">Several trends are forcing facility and workplace leaders to take a closer look at how they manage visitors, including:<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<ul>\n<li><b><span data-contrast=\"auto\">Rising operational costs<\/span><\/b><span data-contrast=\"auto\">: With the cost of running facilities on the rise, organizations are seeking ways to operate more efficiently. Streamlining visitor processes can help reduce administrative overhead and improve resource use<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><b><span data-contrast=\"auto\">Hybrid work models<\/span><\/b><span data-contrast=\"auto\">: Flexible work schedules have made space planning more complex. Visitor management helps track occupancy and coordinate access, supporting better use of shared spaces<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><b><span data-contrast=\"auto\">Increased office attendance<\/span><\/b><span data-contrast=\"auto\">: 66% of companies expect employees to be in the office <\/span><a href=\"https:\/\/www.cbre.com\/insights\/briefs\/2025-outlook-for-office-attendance\"><span data-contrast=\"none\">three or more days a week in 2025<\/span><\/a><span data-contrast=\"auto\">, and the shift is bringing more people into the workplace, making visitor coordination more important<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><b><span data-contrast=\"auto\">Security and compliance<\/span><\/b><span data-contrast=\"auto\">: Maintaining a secure and compliant workplace remains essential. VMS tools provide accurate visitor logs, support regulatory requirements, and help ensure a safe environment<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<\/ul>\n<p><span data-contrast=\"auto\">Together, these trends are reshaping how organizations think about visitor management. The need for greater efficiency, tighter security, and more responsive space planning has made traditional methods increasingly unsustainable. As a result, many facility leaders are turning to technology-driven solutions that offer automation, real-time data, and centralized control.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<h2 aria-level=\"2\"><span data-contrast=\"none\">What are some of the key features in digital visitor management?<\/span><span data-ccp-props=\"{&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:160,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h2>\n<p><span data-contrast=\"auto\">Modern visitor management systems have evolved past the traditional sign-in sheet. Today\u2019s solutions support a wide range of operational, security, and compliance needs, while also improving the overall experience for guests and staff alike. Whether you&#8217;re managing a corporate office, healthcare facility, or multi-tenant building, the right features can help you streamline check-in, enhance safety, and provide valuable insights into visitor activity.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<h3 aria-level=\"3\"><span data-contrast=\"none\">Remote registration<\/span><span data-ccp-props=\"{&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:160,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h3>\n<p><span data-contrast=\"auto\">Visitors can complete registration before arriving on-site, significantly improving operational flow. Remote registration enables guests to submit essential details like the purpose of their visit, host information, and health declarations. For example, a contractor visiting a manufacturing site can confirm safety training compliance in advance, reducing delays at entry. Once submitted, the system generates a unique QR code for fast, contactless check-in, which improves the visitor experience and reduces the administrative burden to ensure accurate data collection. Integration with internal systems allows for automatic updates to visitor logs and notifications to relevant staff, helping teams prepare for incoming guests more effectively.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<h3 aria-level=\"3\"><span data-contrast=\"none\">Autonomous check-in<\/span><span data-ccp-props=\"{&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:160,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h3>\n<p><span data-contrast=\"auto\">Self-service check-in options are becoming increasingly valuable in high-traffic environments. Rather than relying on front desk personnel, visitors can use digital kiosks or mobile apps to check themselves in when they arrive. The feature is particularly useful in corporate offices, healthcare facilities, and educational campuses where managing large volumes of guests efficiently is critical.\u00a0<\/span><span data-ccp-props=\"{&quot;134233117&quot;:false,&quot;134233118&quot;:false,&quot;201341983&quot;:0,&quot;335551550&quot;:1,&quot;335551620&quot;:1,&quot;335559685&quot;:0,&quot;335559737&quot;:0,&quot;335559738&quot;:0,&quot;335559739&quot;:160,&quot;335559740&quot;:279}\">\u00a0<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-large wp-image-39325\" src=\"https:\/\/eptura.com\/wp-content\/uploads\/2025\/08\/Touchless-registration-and-check-in-1024x640.webp\" alt=\"\" width=\"840\" height=\"525\" srcset=\"https:\/\/eptura.com\/wp-content\/uploads\/2025\/08\/Touchless-registration-and-check-in-1024x640.webp 1024w, https:\/\/eptura.com\/wp-content\/uploads\/2025\/08\/Touchless-registration-and-check-in-300x188.webp 300w, https:\/\/eptura.com\/wp-content\/uploads\/2025\/08\/Touchless-registration-and-check-in-768x480.webp 768w, https:\/\/eptura.com\/wp-content\/uploads\/2025\/08\/Touchless-registration-and-check-in-1536x960.webp 1536w, https:\/\/eptura.com\/wp-content\/uploads\/2025\/08\/Touchless-registration-and-check-in-2048x1280.webp 2048w, https:\/\/eptura.com\/wp-content\/uploads\/2025\/08\/Touchless-registration-and-check-in-1200x750.webp 1200w\" sizes=\"auto, (max-width: 709px) 85vw, (max-width: 909px) 67vw, (max-width: 1362px) 62vw, 840px\" \/><\/p>\n<p><span data-contrast=\"auto\">For example, a university might deploy branded kiosks at multiple entrances to allow guest lecturers and vendors to check in independently. These systems help you capture visit details, issue temporary access credentials, and sync with internal calendars or meeting room bookings. While autonomous check-in reduces wait times and staff workload, it also provides a consistent and professional experience for visitors.<\/span><span data-ccp-props=\"{&quot;134233117&quot;:false,&quot;134233118&quot;:false,&quot;201341983&quot;:0,&quot;335551550&quot;:1,&quot;335551620&quot;:1,&quot;335559685&quot;:0,&quot;335559737&quot;:0,&quot;335559738&quot;:0,&quot;335559739&quot;:160,&quot;335559740&quot;:279}\">\u00a0<\/span><\/p>\n<h3 aria-level=\"3\"><span data-contrast=\"none\">Digital logbook<\/span><span data-ccp-props=\"{&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:160,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h3>\n<p><span data-contrast=\"auto\">A digital logbook provides real-time visibility into visitor activity, supporting both operational and compliance needs. Unlike paper logs, digital records are searchable, secure, and accessible remotely. Facility managers can use this data to analyze visitor trends, identify peak traffic times, and assess resource needs. For example, a corporate office might notice a surge in vendor visits on Mondays and adjust staffing accordingly. The logbook also supports audit readiness by maintaining a complete and accurate record of all visitor interactions, which is essential for regulatory inspections or internal reviews.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<h3 aria-level=\"3\"><span data-contrast=\"none\">Facial recognition for check-In<\/span><span data-ccp-props=\"{&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:160,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h3>\n<p><span data-contrast=\"auto\">Facial recognition technology is a powerful tool for streamlining visitor check-in while enhancing security. Instead of presenting ID or scanning a QR code, visitors can be identified instantly through biometric verification at entry points. The feature is particularly effective in high-security environments such as corporate headquarters, research facilities, or government buildings, where identity confirmation is critical.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">For example, a visitor arriving at a secure data center can be automatically matched to their pre-registered profile using facial recognition, granting access without manual intervention. The system can also flag unregistered individuals or mismatches, helping prevent unauthorized entry. Beyond convenience, facial recognition reduces physical contact, speeds up the check-in process, and ensures a consistent and professional experience. When integrated with access control and visitor logs, it supports real-time monitoring and audit readiness, making it a valuable addition to modern visitor management strategies.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<h2 aria-level=\"2\"><span data-contrast=\"none\">What are the key features and benefits of digital visitor management for large organizations with multiple facilities?<\/span><span data-ccp-props=\"{&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:160,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h2>\n<p><span data-contrast=\"auto\">For organizations with a global footprint, managing visitor operations across multiple sites presents a unique set of challenges, including maintaining consistent security standards, ensuring compliance with regional data protection laws, and delivering a seamless visitor experience regardless of location. Modern visitor management platforms are designed to address these complexities through centralized control, flexible configuration, and scalable policy enforcement.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<h3><span data-contrast=\"none\">Centralized global administration<\/span><\/h3>\n<p><span data-contrast=\"auto\">A unified administrative dashboard allows global facility leaders to monitor and manage visitor activity across all locations from a single interface. Centralized visibility supports consistent policy enforcement, simplifies reporting, and enables faster, data-driven decision-making. For example, administrators can track visitor volumes across regions, identify unusual patterns, and adjust staffing or access protocols accordingly. Additional oversight is especially valuable for organizations operating in regulated industries or managing high-security environments.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<h3><span data-contrast=\"none\">Configurable data retention policies<\/span><\/h3>\n<p><span data-contrast=\"auto\">Data privacy regulations differ significantly across jurisdictions, requiring organizations to tailor their data handling practices accordingly. A modern visitor management system allows administrators to configure data retention settings based on local legal requirements like retaining visitor logs only for the duration necessary to fulfill business or compliance obligations. These settings can be applied globally and locked at the administrative level to prevent unauthorized changes at the site level. You can then ensure all locations remain compliant with applicable laws while maintaining a consistent approach to data governance.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<h3><span data-contrast=\"none\">Enhanced visitor privacy controls<\/span><\/h3>\n<p><span data-contrast=\"auto\">Protecting the privacy of visitors is increasingly important, particularly in sectors where sensitive meetings or client interactions are common. Advanced visitor management platforms offer granular privacy controls that allow organizations to obscure visitor names, meeting details, and host information from unauthorized personnel, helping prevent internal data exposure and supports compliance with privacy regulations. For example, in a shared office environment, these controls can ensure that only relevant staff have access to visitor information, preserving confidentiality and professionalism.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-large wp-image-39321\" src=\"https:\/\/eptura.com\/wp-content\/uploads\/2025\/08\/Access-Control-and-ID-Verification-1-1024x640.webp\" alt=\"\" width=\"840\" height=\"525\" srcset=\"https:\/\/eptura.com\/wp-content\/uploads\/2025\/08\/Access-Control-and-ID-Verification-1-1024x640.webp 1024w, https:\/\/eptura.com\/wp-content\/uploads\/2025\/08\/Access-Control-and-ID-Verification-1-300x188.webp 300w, https:\/\/eptura.com\/wp-content\/uploads\/2025\/08\/Access-Control-and-ID-Verification-1-768x480.webp 768w, https:\/\/eptura.com\/wp-content\/uploads\/2025\/08\/Access-Control-and-ID-Verification-1-1536x960.webp 1536w, https:\/\/eptura.com\/wp-content\/uploads\/2025\/08\/Access-Control-and-ID-Verification-1-2048x1280.webp 2048w, https:\/\/eptura.com\/wp-content\/uploads\/2025\/08\/Access-Control-and-ID-Verification-1-1200x750.webp 1200w\" sizes=\"auto, (max-width: 709px) 85vw, (max-width: 909px) 67vw, (max-width: 1362px) 62vw, 840px\" \/><\/p>\n<h3><span data-contrast=\"none\">Role-based access to facility data<\/span><\/h3>\n<p><span data-contrast=\"auto\">Not all facility data should be visible to every employee. Role-based access controls allow organizations to restrict visibility of sensitive areas like executive suites, research labs, or secure storage zones within digital floorplans and dashboards. These controls ensure that only authorized personnel can view or manage information related to high-security spaces. The feature is particularly useful in large or multi-tenant buildings where different teams or departments require varying levels of access to facility data.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<h3><span data-contrast=\"none\">Scalable policy enforcement across locations<\/span><\/h3>\n<p><span data-contrast=\"auto\">Standardizing visitor workflows across multiple sites helps ensure consistency while still allowing for local flexibility. Administrators can define global policies, including ID verification, health declarations, or watchlist screening, and apply them across all locations. At the same time, local teams can adapt workflows to meet site-specific needs, such as language preferences or unique access protocols. A balance of centralized control and local adaptability is essential for organizations with diverse operational environments, from corporate campuses to manufacturing facilities.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<h2 aria-level=\"2\"><span data-contrast=\"none\">The future of the workplace is welcoming, secure with AI-backed visitor management<\/span><span data-ccp-props=\"{&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:160,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h2>\n<p><span data-contrast=\"none\">Organizations need a more connected, informed, and intelligent workplace ecosystem that can address key operational challenges, including those created by unreliable, manual visitor management.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"none\">At the Intelligent Workplace product event, Eptura Chief Executive Officer Brandon Holden outlined the many challenges large companies face at their commercial offices. \u201cEnterprises are under pressure to manage rising office occupancy, deliver frictionless experiences, and make smarter decisions about their spaces and assets,\u201d he said.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"none\">With insights and announcements from across the organization, Eptura showed how our platform will help industry professionals enhance workplace efficiency and security through a variety of features and updates.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"none\">To learn more about the future of work and the growing role of visitor management, <\/span><a href=\"https:\/\/lp.eptura.com\/webinar-intelligent-worktech-25.html\"><span data-contrast=\"none\">watch the event video on-demand<\/span><\/a><span data-contrast=\"none\">.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>68% of facility managers are planning to implement AI-powered VMS solutions within the next year to improve security, automate check-ins, and enhance the overall visitor experience, according to the 2025 Workplace Index report.\u00a0<\/p>\n","protected":false},"author":26,"featured_media":39324,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"content-type":"","inline_featured_image":false,"footnotes":"","_wpscp_schedule_draft_date":"","_wpscp_schedule_republish_date":"","_wpscppro_advance_schedule":false,"_wpscppro_advance_schedule_date":"","_wpscppro_dont_share_socialmedia":null,"_wpscppro_custom_social_share_image":0,"_facebook_share_type":"default","_twitter_share_type":"default","_linkedin_share_type":"default","_pinterest_share_type":"default","_linkedin_share_type_page":"","_instagram_share_type":"default","_medium_share_type":"default","_threads_share_type":"","_google_business_share_type":"","_selected_social_profile":[],"_wpsp_enable_custom_social_template":false,"_wpsp_social_scheduling":{"enabled":false,"datetime":null,"platforms":[],"status":"template_only","dateOption":"today","timeOption":"now","customDays":"","customHours":"","customDate":"","customTime":"","schedulingType":"absolute"},"_wpsp_active_default_template":true},"categories":[7],"tags":[],"class_list":["post-39320","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-blog"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v26.5 (Yoast SEO v26.5) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Smarter check-ins are just the start: How new tech is transforming visitor management | Eptura<\/title>\n<meta name=\"description\" content=\"68% of facility managers are planning to implement AI-powered VMS solutions within the next year to improve security, automate check-ins, and enhance the overall visitor experience, according to the 2025 Workplace Index report.\u00a0\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/eptura.com\/discover-more\/blog\/how-new-tech-is-transforming-visitor-management\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Smarter check-ins are just the start: How new tech is transforming visitor 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