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Master visitor management effortlessly with Spica's Door Cloud

Master visitor management effortlessly with Spica's Door Cloud
Categories: Access Control
5 minute read

The Visitor management system (VMS) encompasses a wide range of processes and technologies that focus on controlling and monitoring visitors’ access to various facilities. This concept is critical in a variety of settings, from corporate buildings and educational institutions to hospitals and government agencies.

Traditional methods such as logbooks are being replaced by digital solutions such as Spica’s Door Cloud, which offer greater security, efficiency and ease of use. Let’s take a closer look at the key benefits of a good visitor management system and how you can benefit from Door Cloud.

What are the main benefits of a good visitor management system?

The key objectives of visitor management include increased safety, improved operational efficiency and ensured smooth experience for visitors and hosts. Here’s how:

Increased security: Modern visitor management systems significantly increase the security of a facility. By accurately recording the details of each visitor, these systems ensure that only authorized individuals are granted access. Advanced features such as automatic alerts can also help to quickly identify and respond to potential security threats and incidents.

Operational efficiency: Automated visitor management systems streamline the visitor management process and reduce the administrative burden on staff. Tasks such as pre-registering visitors, creating badges/ access links and notifying hosts of arriving visitors are simplified.

Enhanced visitor experience: Sophisticated systems such as Door Cloud offer visitors a more welcoming and seamless experience. Features such as pre-registration, mobile access and fast check-in processes reduce waiting times and improve the overall impression of the organization.

Adaptability and scalability: Advanced systems can be customized to meet a company's specific needs. Whether it’s a small office or a large complex with multiple tenants, these systems can scale and adapt to changing requirements.

Visitor management is not just about tracking who comes in and out, but it's a sophisticated blend of security, efficiency, and hospitality.

Door Cloud now comes with the Visitor Management System

If you are not yet familiar with Door Cloud: It's a modern access control platform from SPICA that integrates cloud and mobile technologies, enabling remote control and door access from anywhere. Door Cloud's competitive advantage lies in its ability to open doors remotely, support different locks and readers and integrate seamlessly with existing systems.

The platform is based on industry-leading technologies and supports a range of hardware, allowing it to adapt to different organizational requirements. It also offers incident management capabilities that enable organizations to respond efficiently to security-related events.

Door Cloud’s Key Link solution (a link that opens doors) has already established itself as an incredibly useful tool for guest or visitor access. This link, accessible through any standard web browser, eliminates the need for a separate app or registration. It's perfect for situations like inviting guests or managing visitors – anyone with a smartphone and internet can use it straight from their browser.

But to be honest, Key Link is not a complete visitor management system (VMS). So, we are pleased to announce the integration of VMS directly into the Door Cloud platform, which is a significant step forward in our approach to access management.

Traditionally, Visitor management systems (VMS) have been seen as something other than access control solutions. However, after extensive research and strategic planning, we have taken a ground-breaking step and joined the two fields.

In developing our system, we have deliberately avoided overloading it with an excessive number of features, which we believe would be counterproductive. Instead, we have focused on carefully selecting and implementing use cases that best align with Door Cloud's access control capabilities.

These use cases are based on the type of a visit:

  • Visits by invitation: After receiving an electronic invitation created by the host, the visitor is asked to accept or reject the invitation. After the confirmation the host issues the Key Link granting the visitor access to certain doors and at certain times. The visitor can conveniently check in automatically at their first access point or at reception and follow the same procedure for check-out.
  • Ad hoc visits: The protocol is equally efficient for unexpected visitors. Reception staff are responsible for verifying the visitor's details and coordinating with the host to initiate the visit. Depending on the specific access control regulations, the Key Link may be issued to facilitate access. At the end of their visit, guests must check out at reception.

With the VMS from Door Cloud, you are not on your own. You can still pair Door Cloud with other VM systems or integrate our VMS with other access control solutions. And hey, if you want to run our VMS without access control, it is also totally doable. Think of locations with open areas for visitors or places where visitors are shown around.

If you would like to learn more about Door Cloud and how it can improve visitor management in your organization, please visit the Door Cloud website or contact us.

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