Weekly Briefing

article sponsor image
Partner Content

Making Visitor Management a Welcome Experience

November 22, 2024 | Brian Sutherland, VP, Commercial, Yardi
3 min read
listen to article Listen to this article

If you’re in CRE, you already know the challenges of managing and tracking visitor access at your properties. You need to know who is entering and for what purpose, how long they stay and when they leave. This can place a burden on site reception teams and can also lead to a frustrating experience for visitors who must wait for authorization to gain access including for scheduled appointments. New tech makes this process easier for everyone and reduces risk through automation and tracking tools for reporting purposes.

Whether you’re an owner or landlord, building manager or corporate occupier, a visitor management solution (VMS) provides a welcome experience for short-term visitors, event attendees, contractors and staff.


Connect people and buildings

Wondering exactly how a VMS can help your building operations and the people you interact with at your sites? If you’re a landlord or owner, you can deliver a smarter building to attract the best tenants. A VMS can increase retention by providing a great experience for those working and visiting, plus you can analyze visitor data for oversight of your portfolio and its utilization.


Building managers can predict staffing requirements to maximize reception utilization and manage visitor volume. For increased security, managers can configure access permissions for tenants and visitors. Corporate occupiers can empower staff to create branded appointments, view pre-visitor information and receive instant notifications when their visitors arrive.


Here are some key benefits of an advanced VMS to consider:

  • Faster check-in: shorter wait times and instant arrival notifications.
  • Flexible visitor management: time-limited access. Visitor appointments can be created using a calendar app or website portal.
  • Contactless check-in: visitors can be checked in by site receptionists through a portal or via a kiosk with QR code, PIN or name.
  • Enhanced security: building managers can proactively manage visitor flows and configure access permissions for tenants and visitors.
  • Customizable experience: corporate occupiers can create branded visitor invites, request pre-visit information and receive instant visitor arrival notifications.
  • Real-time visitor data: staff, tenants, reception teams and building management can access real-time visitor data for strategic decision making on staffing, space utilization and compliance.

VMS value adds

Oversight with real-time data: look for a solution that provides actionable insights to enable safer and more efficient management of your spaces. It will help you stay up to date with planned visitors and keep account of drop-in visitor numbers. You can plan for reception services, security and visitor amenity requirements by reviewing visitor data.


Tenant empowerment: choose a solution that allows you to manage access permissions for meetings and events and enables your tenants to book time-limited appointments by visitor type. Even better, find a solution that integrates with existing tenant management software including all calendar apps to provide a seamless experience.


Security and compliance: ensure your solution is GDPR compliant and helps you stay current with visitors in your building for critical security and compliance. Make sure you are getting an accurate overview of who is where and at what time in your building with a check-in and check-out process. You can also implement additional security with time-limited, temporary access passes for visitors and staff.


Contactless access: opt for a solution that supports smart access using existing access control with a mobile QR code or access card. Activated QR codes can be used with speed lanes, elevators and even meeting rooms. Contactless check-ins can be offered with a free-standing or desk-mounted kiosk.


Easy to integrate: implement a solution with a fully featured API to allow smart connections with new and existing building management technology. Access control integrations with leading manufacturers and tenant engagement platforms allow for an improved experience.


Ready to connect people and buildings to optimize operations and satisfaction? Learn more about Yardi Bluepoint.

Brian Sutherland, VP, Commercial, Yardi
As vice president for commercial real estate, Brian Sutherland is responsible for leading the US commercial sales and marketing organization. Additionally, heoversees sales, marketing and product strategies for Yardi's commercial real estate asset management, procurement, coworking and energy solutions. Before joining Yardi, he spent 15 years as founder and president of several start-up companies.

This Week’s Sponsor

Yardi® develops and supports industry-leading investment and property management software for all types and sizes of real estate companies. Established in 1984, Yardi is based in Santa Barbara, Calif., and serves clients worldwide. For more information on how Yardi is Energized for Tomorrow, visit yardi.com.