ไขข้อสงสัย! ระบบ VMS (Visitor Management System) คืออะไร?

In many places where external individuals need to visit, security is a crucial factor that must not be overlooked. This is where VMS or Visitor Management System plays an important role. Let’s take a deep dive into what VMS is, its key features, and how it benefits users — to help make the right decision for your location.

What is a Visitor Management System (VMS)?

VMS stands for Visitor Management System, a comprehensive platform that handles the entire process of managing visitors — from registration, ID scanning, check-in/out, real-time notifications, to data reporting. Information is stored on a computer or online cloud, and can be retrieved as evidence if an unexpected incident occurs, enhancing safety and trust for both the facility and its visitors.

In summary, VMS is a management software solution that enhances security, builds trust, improves the image of the organization, and provides a more seamless and impressive visitor experience.

Key Features of VMS

Now that you know what a VMS is, let’s explore the key features that make it a top assistant for managing visitors in any facility.

1. Automatic Visitor Registration

Visitors can easily register themselves using devices like tablets or kiosks. These tools allow them to input personal details, purpose of visit, and vehicle registration. The system then stores this information securely.

2. ID/Document Scanning

To enhance safety and prevent loss of documents, VMS enables scanning of ID cards, driver's licenses, or other entry documents. This can be done through cameras or document scanners, storing all relevant information digitally.

3. Staff Notifications

The system sends notifications to the staff member being visited, facilitating faster coordination. If the visit was unplanned, building management can be immediately notified for added security.

4. Check-in/Check-out Time Logging

A core feature of VMS, this records the exact check-in and check-out times automatically when scanning an ID or QR code — useful as verifiable evidence if needed later.

5. Visitor Badge Printing

The system can generate a visitor badge or QR code for easy and modern access, removing the need for physical badge exchange and enhancing the facility’s image.

6. Entry History Logging

VMS logs complete visitor history — including registration info, scanned documents, associated staff, and visit times — all stored securely in a computer or cloud system.

Benefits of Using a VMS

Implementing a VMS delivers benefits for building administrators, staff, and visitors. Here are the main advantages:

1. Enhanced Organizational Security

The system tracks who visits whom, logs all key information (name, ID, visit times), and stores it for future reference if needed.

2. Reduced Reception Workload

With many automated features, visitors can handle their own registration, reducing the workload on reception staff significantly.

3. Boosts Professional Image

Using modern technology projects professionalism and reliability, encouraging repeat visits and positive word-of-mouth — a marketing advantage.

4. Efficient Incident Review

If needed, past visit data can be quickly accessed and reviewed, thanks to comprehensive logging of all visitor information.

5. Compliant with Security and PDPA Policies

VMS systems comply with security protocols and PDPA regulations, so all parties can rest assured about data privacy.

Why Silverman's VMS Stands Out

If you're looking for a reliable VMS solution, here are the key advantages of Silverman's VMS Software:

• Touchless data collection via the cloud — no need to exchange physical cards.

• Supports standard card readers — regular residents can use their existing cards as usual.

• Integrated License Plate Recognition (LPR) system for secure and automatic vehicle access with emergency alerts.

• Allows real-time visitor checks through smartphones.

• Instant notifications to residents or management when visitors arrive, and alerts for blacklisted individuals.

• Available through the Silverman App — with features like gate barrier control.

• Automatically generates executive-level safety reports and real-time monitoring tools.

• Reduces operational costs — no need for visitor logs, paper, pens, or fixing costly errors.

• Helps in safety planning and analyzing visitor traffic for better security staff management.

• Enables downsizing of security staff (in certain organizations).

• Visitor data is well-organized and easy to retrieve.

• Daily and monthly access statistics available.

Who is VMS for?

VMS systems are suitable for any facility that regularly hosts external visitors — such as gated communities, condominiums, apartments, hotels, resorts, retail stores, schools, hospitals, clinics, government buildings, offices, factories, and mid-to-large businesses.

In conclusion, VMS systems are ideal for facilities with frequent visitor interactions, offering security, reliability, and protection from unexpected events. Best of all, they’re more affordable than you might think. If your organization is seeking a robust solution, Silverman has you covered — not only with VMS but also with complete juristic management tools including debt tracking, common fee collection, and accounting systems. Check customer reviews before making your decision!