Picture this – The bell rings, signaling the end of the class and in no time, students flock to the school gate! Parents arrive to pick their child up and at the same time, students for the next session of school begin entering. A chaos at the school’s entrance! That’s because managing a constant flow of people is a perpetual challenge for educational institutions. Thus, placing merely ribbon barriers doesn’t suffice anymore. Modern challenges demand new-age solutions!
Now, imagine this – a more serious situation. A stranger walks into the school with a pleasant smile and a random reason for the visit. No one asks him for ID or stops him. He gains a seamless passage inside the school. And before someone realizes, he is already inside the premises. This is even more concerning, right?
But that’s precisely the reality with which many Indian educational institutions grapple. Ensuring security has become more critical than ever, whether in a school or college.
And that’s exactly wherein visitor management systems step in! Let’s explore more.
Current Visitor Management Challenges Educational Institutions Confront
Honestly, in many educational institutions in India, conventional visitor management is fraught with issues, making the process slow, inefficient, inaccurate, and error-prone. Let’s quickly run through some common challenges Indian educational institutions face, particularly while managing a heavy flow of visitors.
· Paper-based tracking that involves maintaining a register at the gate. Visitors come, write something in illegible handwriting. Some keep the entries incomplete. Let alone the challenges involved in tracking visitor history.
· Security gaps that involve missing ID checks, background checks, or real-time tracking, give unauthorized people the opportunity to slip through easily.
· Long queues at the entrance during rush hours result in frustrated visitors and a heavy workload for the receptionists. Result? Spoiled campus experience!
· Lack of accountability leads to pinpointing, blame games, and directionless investigations, particularly in the event of a security incident.
· Emergency response is hindered as security personnel do not know who’s on the campus in what numbers. Manual records may be inaccurate, slow, and unreliable.
All these and many other reasons denote the need to install a visitor management system. Here’s how installing an efficient, scalable, and robust one can help.
7 Reasons Visitor Management Systems are Imperative for Every Indian Educational Institution
From enhanced security and better access control to analytics, these factors make it evident that visitor management systems are no longer optional but a necessity
1. More Secure Campus
Visitor management systems are programmed to exercise strict control over each individual entering the premises. They integrate advanced features like ID scanning, photo capturing, and even provide real-time alerts for suspicious individuals or those blacklisted. These strengthen security, preventing security incidents and safeguarding students, teachers, authorized visitors, and staff members from potential threats.
Besides, you can even integrate the system with access control gates to ensure only authorized people enter the premises.
2. Accurate and Easily Accessible Record-Keeping
Illegible registers are gradually becoming history. We’ve already indicated why in the preceding section. Visitor management systems digitize visitor data, ensuring accuracy and making records easily accessible and searchable. This ease of access and search helps conduct visitor security audits, investigations, and track visitor history easily.
3. Seamless Check-Ins
Making people wait for entry and exit signifies inefficiency and denotes the approach of the institution towards people! However, modern visitor management systems offer quick and usually contactless check-in options like QR code scanning or self-service kiosks. These facilities reduce waiting times drastically, free up security personnel, and drive a smoother and more delightful entry-exit experience for visitors.
4. Better Emergency Preparedness
Disasters usually don’t knock on your door before occurring! They barge in and wreak havoc. What matters in such situations is how prepared and aware you are of the people on the premises. Visitor management systems provide real-time data on who is currently on the campus, including their exact entry time, purpose of visit, and person to be visited. It provides security personnel with the information they need for a quick, smooth, and comprehensive evacuation. Besides, the insights are also crucial for accountability.
5. Peace of Mind for Parents
Every parent wants their child to stay safe while in school, college, or university. A disorganized and flawed visitor management system can raise concerns in their mind and keep them worried throughout the time their child is in the institution.
A visitor management system, which is part of the broader security ecosystem, contributes to peace of mind for parents. By securing entry and exit and preventing unauthorized entries, the system shows your concerns towards students’ safety. Consequently, it helps boost the parents’ confidence and trust in the institution.
6. Customized Access
Advanced visitor management systems can integrate with your existing access control systems, enabling you to provide specific access permissions to visitors based on their purpose of visit. For instance, if a vendor has come for electrical room maintenance, they would have access only to the electrical room.
7. Data-Driven Insights
Digitization helps record data and every interaction an individual has with the visitor management system. Furthermore, analytics help translate this data into valuable insights into visitor movements, entry and exit patterns, rush hours, and common visitor types. These refer to capabilities that can help your administrators allocate resources optimally and ensure continuous improvement to their security procedures and protocols.
Safer, Smarter, and More Efficient Campuses with DAccess’s Visitor Management Systems!
Now that you know the why of a visitor management system, you must also know whom to partner with! Choose DAccess and reap the benefits of an efficient, robust, scalable, and customizable visitor management system. Enriched with features and armed with the latest technologies to combat modern security concerns, our visitor management systems help make visitor movements smooth, prevent unauthorized access, and contribute to a safer campus. Want to know more? Email us at info@daccess.co.in.