How to safely grant temporary access to guests

Date: Aug-09-2024

Author: Kim Brown

Whether your security team is responsible for residential communities, corporate workspaces or healthcare facilities, guests are going to need access to the property.

Granting temporary or short-term access comes with multiple challenges. Security teams need to find a realistic way to track who comes in and out of the building, and in some cases, verify that a visitor really is who they say they are. This is particularly important in cases where the visitor needs access to a resident’s unit or room that contains sensitive information.  

   

Table of contents

   

At the same time, security personnel cannot be expected to spend half an hour conducting thorough verification for each visitor that comes through the door. It would be unfair to the busy individuals who need to complete a job within the property, and unrealistic for your staff to devote that much time to guest management.

The need for a sophisticated, automated solution exists in virtually any environment that has multiple access levels.

   

Access control systems are less efficient when they don’t consider temporary guests

Traditional access control methods often involve cumbersome administrative work, manual verification, and at times, frustration. Not only do these processes consume valuable time, but they leave room for error, which can lead to bigger mistakes and even security breaches.

The problem is that many access control systems are designed for permanent employees and long-term tenants. Security credentials don’t often change for these people, so scanning a badge or fob, or entering a passcode is often enough.  

That’s not to say access control systems don’t do a good job. Most facilities use these systems because they don’t require much human intervention, and they can be customized so that certain areas, such as a pool deck or conference room, are only accessible during certain hours of the day.

However, visitor requirements differ from one person to the next. As such, a more flexible solution is required. Security teams need a standardized way to process visitors and collect important information, but must also have enough options so that they can place limits on how long they can stay or where in the building they can go.

   

Top guest management solutions

Preregistration

With front desk staff

Preregistration requires office employees, management or tenants to do a bit of work, but it can save security and concierge staff hours of valuable time each day.  

Just like it sounds, someone uses a software solution like Patrol Points’ authorized entry feature to preauthorize a guest. The user will leave details about the guest’s visit. For example, a realtor is planning to show an empty office space to an interested buyer, and will need to be granted entry to the space.

The building manager can log this information into the software system, and even attach a picture of the realtor to the entry log. They can specify what time the guest will arrive, and include an end time too if the guest must leave by a certain time.

Depending on how strict security procedures are, the visitor may still be required to provide security with photo ID, credentials, and a signature upon arrival. But after a quick ID verification, the staff member can either give the guest a key or code, or walk with the guest and unlock the space for them.   

If the staff member is required to provide the guest entry to a certain space, this can be documented in the log, along with the time that the door was relocked. In these types of situations, staff must confirm through the software that the door is relocked before the log is considered closed.

   

Without front desk staff

There are systems that will provide visitors with access to facilities via a QR code. This is ideal when there is no staff at the front desk, if staff are on break, or if someone is coming to the building after hours.

In this case, the host would need to enter arrival and departure times, and get the guest to submit their personal information before the day of their visit.  

Access can be customized so that visitors can enter multiple spaces if necessary. If the guest is meeting someone, the host can be notified automatically when the guest checks in.

   

ID scanners

For healthcare facilities, casinos and entertainment venues, your team can benefit from an ID scanner. This type of technology can now be used through a mobile phone which means security staff don’t have to be in front of a computer to assess IDs.  

This solution will automatically use the ID to create visitor profiles, notify security if an ID is fake, and alert staff if the ID belongs to someone who is on a “banned list.” Scanners can drastically reduce the amount of admin work that security or concierge staff are expected to do.   

It is also possible to print badges, including badges with expiration times/dates, but this solution works best for guests who only need access to one space.

If guests will require access to locked spaces, compatible digital locks must be purchased as well. Staff or managers will need to create and update lists that detail who can use their IDs to access the locked spaces.

   

Self-serve kiosks

This can be a less secure option if there are no staff around to monitor the kiosk, but it is still effective for several residential and corporate buildings.

Visitors check themselves in using a kiosk, which is usually located close to the front entrance. They complete information about the reason they are visiting, and information that the company or building requires. They may be required to have their picture taken, and e-sign documents.

Like the ID scanners, it is possible to print guest badges using the photo captured by the kiosk.

Security staff can always check badges if they suspect someone has lied about their credentials or if they have overstayed their welcome.

While technology can do a lot to streamline guest management, it can never replace humans completely!

   

The benefits of guest management hardware and software

   

1. Speeds up access

    Guest management technology automates and streamlines the check-in and documentation process. This not only speeds up the process of granting temporary access, but also helps to reduce errors since there is less pressure for them to rush through manual processes. This ultimately saves your team time and money, allowing your team to focus their time and resources on more critical tasks.  

       

    2. Creates transparency within your team

    When it’s time for a new staff member to start their shift, they may spend a lot of time trying to decipher messy handwriting to figure out what happened before they arrived, and what tasks they need to follow up on before their shift is over.

    By having an online system to review check-ins and authorizations, they have a clearer picture of who visited the property earlier that day. Depending on the system, they may also be able to see if they need to lock any units or rooms during their shift if a guest hasn’t left yet.  

       

    3. Helps to balance security and convenience

    Guest management hardware and software integrate efficiency, safety, and visibility into a single system, offering a much-needed balance between security and convenience. These security solutions can help maintain a secure and welcoming environment, which leads to happier guests and staff.