A VMS is a software-based system that helps organizations manage and track visitors to their premises. In the UK, there are various Visitor Management System solutions available, ranging from basic sign-in sheets to more advanced digital systems.

1. Visitor Management
System in the UK
The Importance of Implementing a
www.hiddenbrains.co.uk

2. What is Visitor Management System?
A visitor management system is a cutting-edge digital solution that automates the
administration of visitors in a business or organisation. It replaces paper-based
logbooks with a digital platform that enables efficient and secure visitor registration,
check-in, and check-out processes.
It can be used in a variety of industries and business kinds, including corporate
offices, educational institutions, healthcare facilities, government buildings,
manufacturing plants, and others.
If, on the other hand, you are seeking for modern visitor management systems, you
may take advantage of extra features such as integration with access control systems,
visitor pre-registration, check-in workflow modification, and data analytics.
Overall, a visitor management system is a comprehensive and effective solution that
replaces manual visitor registration processes with a digital login.

3. How Do VMS Work?
Visitor management systems are often comprised of a combination of software and
hardware components that work in tandem to manage visitors entering and exiting
locations. Here's a small video to assist you understand the normal workflow of a
Visitor Management System:
Mechanism of Visitor Management Solutions
Pre-registration via an online portal or over the phone
Gathering visitor information such as name, company, reason for visit, and
contact information
In the system, a visitor record is created.
Step 1: Register as a visitor:

4. How Do VMS Work?
Scanning of issued identification or permission cards
Photographing a guest
Validation of visitor data against watchlists or blacklists
Step 2: Verify Your Identity:
Printing of a tourist badge or pass containing visitor information and a photo
automatically
Integration with access control systems to provide visitors with access to
restricted locations
Check-in time and date are recorded.
Step 3: Registration and Badge Printing:

5. How Do VMS Work?
Sending automatic notifications to the host via email, SMS, or other means
Display of visitor details and photos on the host’s device or dashboard
Customizable notification options available for different hosts or types of visitors
Step 4: Host Notification:
Real-time monitoring of visitor movement within the facility using video
cameras, access control systems, or other sensors
Identification of unauthorized or suspicious activity
Alerts for security or compliance violations
Step 5: Tracking and Monitoring:
Recording of check-out time and date
Automatic deactivation of visitor access credentials
Collection of visitor feedback or other post-visit information
Step 6: Check-Out:

6. Challenges With Manual VMS?
Security Risks: One such major challenge of using manual visitor management
processes is the security risks. With the lack of a strong verification system in
place, various activities can easily take place such as identity fraud, unauthorized
access, and theft. This can lead to security breaches, property damage, and
potential liability.
Inefficiency: Using a manual visitor registration process can be time-consuming
and inefficient, requiring staff to spend time entering and searching for
information. This can lead to delays and queues at entry points, resulting in a
poor visitor experience.
Lack of Visibility: It becomes difficult for businesses to track and monitor visitor
movement within their workspaces. This can lead to compliance issues, security
breaches, and other risks.

7. Features of VMS
Pre-registration of Visitors: Allow visitors to pre-register online through the
mobile app, saving time during check-in and providing an added layer of security
by requiring advanced approval before allowing access to the business areas.
Visitor Check-In: This feature will allow visitors to check in themselves using a
mobile device, thereby eliminating the need for a receptionist to manually
process visitor information. Also, this will help businesses to stay updated about
day-to-day visitors.
ID Scanning: The system should have the capability to scan and capture visitor
information from issued identification documents such as driver’s licenses or
passports, ensuring accurate and efficient data entry and eliminating the risk of
fraud.
Customized Visitor Badges: The VMS should print customized visitor badges that
clearly display the visitor’s name, photo, and other relevant details, making it
easy to identify visitors and their purpose in the business premises.

8. Features of VMS
Notification Alerts: The system should notify the business owners when their
visitor arrives, allowing them to greet the visitor promptly.
Real-Time Visitor Tracking: The VMS should track visitors’ movements
throughout the area and provide real-time data on their whereabouts in case of
an emergency. Also, in the advanced app version, you can consider keeping a
historical track of visits.
Integration: Prefer building a VMS system that must be compatible with other
security systems in the facility, such as access control and video surveillance, to
provide a comprehensive security solution.
Data Security: The system should have robust data security features to ensure the
protection of sensitive visitor information, including secure data storage,
encryption, and access controls.
Customization: The VMS should be customizable to meet the specific needs of the
organization, including branding, language, and visitor types.

9. Cost To Develop a VMS
Every business is different and has various different requirements. So there is no one-
size fit-to-all solution and so the cost is different for every solution. But calculating
the real cost is not so challenging when you know the factors affecting the app
development cost.
Many resources may provide you with a rough estimation of developing a Contactless
Visitor Management Solution ranging between $10,000 to $20,000 or more.
Before you make any final decision to keep doing the guesswork, it is recommended
to consult with a software development company in the UK or book a free
consultation slot with us to get a more accurate cost estimate based on your specific
needs and requirements.

10. Conclusion
At Hidden Brains UK, we understand that the safety and security of your visitors and
employees are a top priority. That’s why we offer a state-of-the-art Contactless
Visitor Management System that helps you manage your visitors with ease,
efficiency, and security.
Our system is designed to provide a seamless experience for your visitors while
ensuring that your premises remain secure. From pre-registration to check-in and
check-out, our system streamlines the entire process, allowing you to focus on your
core business activities.
So no matter how complex your app development requirements are, our experts are
here to assist you with an optimum quality solution. For more details, you can drop a
query below or get in touch with our experts for real estimations.