Visitor management is widely understood as the process of identifying and providing access to approved guests to a gated residential community. This process is enabled by software and community partners. Community safety is ensured and protected through the coupling of manned gatehouses and efficient Visitor Management Software.
The Visitor Management Process
When an individual approaches a manned gatehouse the security officer welcomes the visitor to the community and requests critical information to identify the visitor’s ability to access the property as a guest. An example of a professional greeting would be like “Welcome to Twin Bridges, how may I help you?” The visitor would state the resident’s name or location on the property. To ensure security protocols, the Security officer should request a picture identification such as a driver’s license to ensure positive ID.
At this time the security officer would utilize the Visitor Management Software to look up the resident’s last name and verify the correct address. A well-designed security gate software would allow the security officer to search by any one of the following last name, address, or phone number. The Visitor Management Software should predominantly display the address. When viewing the registered guest list for that resident, the software should have the guest broken down into classes. For example, repeat guest, service, deliveries, and family members along with the classes the security gate software should alphabetize the classes based on the last name of the guest, this indexing will allow the security officer to locate the guest quickly and efficiently.
When processing the approved guest, the Visitor Management Software should allow the security officer to enter the license plate of the vehicle the guest is driving for accountability and informational data in the event of a security requirement.
Value-added features a true Visitor Management Software should offer is the ability to print clear and accurate driving directions (also referred to as a pass) to a resident’s address. It’s strongly recommended to avoid printing the resident’s name on the pass in the event the guest discards the pass improperly. This would allow others access to private information such as the resident’s name and address.
The ability to send an SMS or email message to inform the resident that his/her guest was properly accessed through the security gate software and delivered to the intended resident in seconds would be of great value to the homeowner association.
Secure Credential Management (SCM)
Utilizing a single source for all your access control requirements has several benefits. The robust visitor management software could integrate with a community’s access control system such as transponders, barcodes, key fobs, and other secured credentials. Integrating the residents’ access control devices into the Visitor management software offers a single database that increases the productivity of your security gate software admin duties. Access control integration should also allow the community to have one account per resident with the resident’s name, address, contact information, and registered vehicles along with any other secured credentials that are available to the registered residents.
Offering a secured APP that allows the resident to access their account and register new guest or delete unwanted guest in the Visitor management software, not only empowers the resident to maintain their own account it equally saves time and money for the homeowner association management team by offloading the day-to-day changes requested by residents in the security gate software.
To help those less technology savvy, a Visitor management software company should also offer a feature well known in the security gate software arena as “Voicemail” also known as “Virtual Access System” that can be accessed by simply calling a dedicated telephone number for the community. The software should allow for a two-step authentication such as the resident’s phone number and a security code or pin number. Features like adding a guest for today or tomorrow allows for a speedy process. Additional options, date range of up to 14 days in advance can enhance the security gate software.
Driver’s license scanning Optical Character Recognition, also known as OCR, is when a security officer processes a guest, which seems to be a great feature that comes with some drawbacks. Utilizing third party devices causes security concerns along with technology failures. Should processing guests quickly is a feature your community requires, then driver’s license scanning may add additional time to your guest processing. The ability to have a copy of the driver’s license associated with the guest that was processed is a benefit. Ensure the Visitor management System encrypts the image and has a two-step authentication to access the image. There may be several security and privacy concerns with regards to a gated community having the guest’s identity accessible to the staff.
What sets a good Visitor Management Software apart from its competitors? A Guide on What to look for when finding the software for your community.
A successful security gate software company is dedicated to having a deep understanding of Visitor Management processes for residential gated communities. A true understanding of the common rules and challenges of a gated community allows a company to develop software solutions that enhance and enable your community rather than slow it down.
Knowing the importance of efficiency and efficiency in Visitor Management software design allows the company to develop features that include and enable the need to process a guest in a timely manner to avoid the stacking of vehicles at an entrance of a gated community. The impact of long, dreaded lines of numerous vehicles and a slow processing of guests isn’t just time consuming and frustrating it can also lead to liability concerns. For example, having a long line of vehicles at your gatehouse could cause the community to be liable for accidents on a major thoroughfare. Communities with added traffic at the community entrance due to the slow or lack of security gate software is an avoidable problem by utilizing and leveraging Visitor Management Software and its underlying modules and components.
We know, as developers of Visitor Management Software, that trust is something you build within a community by having responses in place when concerns arise and when it is a new concern managing those in an efficient and effective manner can alter the perception your community has of their safety. The more positive experiences community partners and residents have the more secure they will feel as reliability and consistency are the best catalysts for trust and community building.
The Visitor Management Software is a modern tool that allows a security officer to relay the day-to-day procedures and processes they utilize to foster that safety and trust.
Offering configurable and customizable features while leveraging an encrypted and secured database will allow the community to utilize the data captured for other features and systems that gated communities may require in the future. Allowing for a 3–5-year plan for growth and changes that may come, will guide the community as technology advances in the Visitor management software world.
Due to the rise in cyber-crime and ransomware attacks, Visitor Management Systems should be secured in a cloud-based environment. Options such as redundant servers, server options based on traffic and size of community, one size does not fit all when it comes to security gate software. Secured offsite backup of communities’ data. When referring to offsite backup, the data should be located off the current network that the server resides on. Having a separate system located in a different region decreases the chances of loss and allows for a quicker recovery in the event of catastrophic failure. Encrypted data to prevent data loss in ransomware attacks and private information exposure.
Any good security gate software should be solution-driven and simple to operate. The company should have a simple and effective solution for the security officer to access the system, in the event a temporary security officer is required to fill in for a shift. The company should offer training on an as needed basis along with advanced training options. Tools such as a quick start guide and online videos to assist in the ongoing training of the security team. Remote, email and telephone support access to the security staff directly will also shorten the support time when required.