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System Terminology

Get to know your new system with key terminology used in visitor management

Updated over 5 months ago

Account Structure Overview

Your account serves as the foundation of your visitor management system and is structured as follows:

Organization

The Organization is the highest level in your VMS account, representing your company or institution. It houses global settings, branding elements, and overarching management tools.

Examples: Acme Corporation, Global University, City Council Headquarters.

Key organization-level settings:

  • Branding elements (logos, themes, color schemes).

  • User role management and permissions.

  • Comprehensive reporting and analytics across all locations.

Locations

Each Organization can have multiple Locations representing physical offices, branches, or departments. Locations are independently configurable, allowing customization based on site-specific needs.

Examples: Sydney Head Office, Melbourne Warehouse, Brisbane Regional Office.

Location-specific settings:

  • Visitor types (Guests, Contractors, Deliveries, etc.).

  • Custom sign-in processes and compliance requirements.

  • Staff notifications and alerts.

User Roles and Permissions

VMC’s role-based access control ensures that users have the appropriate permissions according to their responsibilities.

Organization-Level Roles

Users at this level have full control over all locations and settings:

  • Owner: Complete administrative control, including billing, settings, and user management.

Location-Level Roles

Users at this level manage specific sites:

  • Location Admin: Full control over a specific location’s settings and workflows.

  • Receptionist: Manages visitor check-ins, badge printing, and notifications.

Locations and Teams

Users can be grouped into Teams within each Location to facilitate department-specific workflows.

Example: At Sydney Head Office, teams could include IT Support, Human Resources, and Facilities Management.

Teams can be assigned unique workflows, notification preferences, and visitor responsibilities.

Customizing Visitor Workflows

Each location can have unique visitor workflows to ensure compliance and efficiency.

Customizable features include:

  • Sign-In Kiosks: Tailor the visitor experience with branded interfaces and location-specific questions.

  • Host Notifications: Instantly alert hosts when their visitors arrive.

  • Visitor Types: Different workflows for various visitor categories (e.g., guests, contractors, delivery personnel).

Centralized Reporting and Analytics

Gain insights from real-time data across your organization:

  • Organization-Level Reports: Provide analytics across all locations.

  • Location-Specific Reports: Track visitor trends and compliance at each site.

Scaling Your Account

VMC makes it easy to scale as your organization grows:

  • Add new locations seamlessly.

  • Adjust user roles and permissions.

  • Customize workflows to meet evolving visitor requirements.

Visitor Management Terminology

Visitor Management System (VMS)

A digital platform for managing, tracking, and documenting visitor access. VMC’s VMS includes check-in kiosks, visitor badges, host notifications, and security compliance features.

Sign-In Point

A designated area where visitors check-in, such as an iPad kiosk or a QR code station (e.g., Reception desk).

iPad Kiosk

A physical tablet-based check-in station located in the lobby or reception area.

QR Code Check-In

A touchless check-in method where visitors scan a QR code received via email or SMS.

Visitor Badge

A printed ID issued upon check-in, displaying visitor details and access permissions.

Host Notification

An automated alert (via email, SMS, or app) notifying hosts when their visitor has arrived.

Pre-Registration

A feature allowing hosts to register visitors in advance, facilitating faster check-ins.

Visitor Log

A digital record of all visitor check-ins and check-outs, used for security and compliance.

Touchless Check-In

A no-contact check-in process utilizing QR codes, pre-registration, or mobile apps.

Watchlist Screening

A security feature that cross-checks visitors against predefined lists to prevent unauthorized access.

Emergency Evacuation Report

A real-time report listing all visitors currently on-site for efficient emergency evacuation tracking.

Access Levels

Permissions assigned to visitors based on their role, restricting or granting access to specific areas.

Customizable Workflows

Tailored visitor check-in procedures that align with organizational requirements, including unique questions or compliance forms.

NDAs and Legal Agreements

Digital documents that visitors can review and sign during the check-in process for compliance purposes.

Analytics Dashboard

A visual interface displaying visitor trends, check-in patterns, and real-time occupancy data.

Multi-Tenant Support

A feature for shared buildings, directing visitors to the correct organization or floor.

Badge Printing Integration

Enables on-site visitor badge printing via compatible hardware.

Cloud-Based Platform

A system hosted online for centralized visitor management across multiple locations.

GDPR/Privacy Compliance

Built-in compliance features ensure adherence to data privacy regulations like GDPR.

Visitor Types

Categories of visitors (e.g., contractors, vendors, guests) with distinct workflows and permissions.

API Integration

The ability to connect VMC’s VMS with other software tools, such as scheduling apps or security platforms.

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