Managing visitors and contractors is a crucial part of keeping your workplace safe and secure. But if you’re still using a paper-based system, you’re exposing your business to a variety of risks. Paper logbooks seem simple and cost-effective, but they can be unreliable, inefficient, and leave your facility vulnerable.

Paper records are often illegible, incomplete, or misplaced, making it difficult to know who is on your premises at any given time. In an emergency, this could put both visitors and staff at risk. Additionally, paper logs provide minimal privacy, as visitor details can be visible to anyone walking by, exposing you to potential data breaches Facilities Management Advisor Mission Critical Magazine

Research shows that inefficient processes cost businesses both time and money. In fact, a study found that inefficiencies cost companies millions annually, with slow manual processes being a major culprit

In the context of visitor management, this means every minute wasted sifting through paper logs or verifying visitor information manually is time and money lost.

Imagine a busy day when contractors and visitors are coming and going. Your reception staff is overwhelmed with managing handwritten records, and your security team has no real-time visibility into who is on-site or where they are. This lack of control not only poses a security risk but also drains resources.

When it comes to compliance, paper-based logs also fall short. Sensitive information written down can easily be exposed to anyone, violating privacy laws like GDPR Campus Security Today

Moreover, manual tracking makes it nearly impossible to analyse visitor data or generate reports without significant effort.

Switching to a digital visitor management system (VMS) eliminates these inefficiencies. With a VMS, you can automate the entire process—from check-in to tracking visitor movements within the facility. The system securely captures important information like ID, purpose of visit, and access permissions, providing real-time visibility to your security team.

Not only does this enhance security and compliance, but it also saves valuable time for your staff, allowing them to focus on more critical tasks. Plus, the system’s ability to generate reports quickly gives you valuable insights into visitor patterns, helping you optimise operations and reduce costs.

The future of visitor management is digital, and it’s time to leave inefficient, costly paper processes behind. Take the first step towards a more secure, efficient workplace by upgrading to a VMS today.

Why not book a demo with ProVisit and we’ll show you how our digital solution can improve your processes.