The typical implementation process for Vizitor Workplace Management Solution is designed to be quick and efficient, allowing businesses to get started in a short amount of time. Here’s a breakdown of the general steps involved in implementing Vizitor:
Account Creation: The first step is to create an account on the Vizitor platform, which can be done through their website or app.
Customization: Businesses can customize the system to fit their specific needs. This includes configuring visitor fields, adding logos, setting up badge printing, and integrating agreements or privacy policies. The system allows for extensive customization to align with branding and operational requirements.
Hardware Setup: Depending on the organization’s requirements, businesses may need to set up hardware such as tablets for check-in kiosks and label printers for badges. Vizitor supports Apple, Android, or browser-based devices
Vizitor can integrate with tools like Microsoft Teams, Slack, Google Workspace, and Azure Active Directory for seamless notification and synchronization of visitor data with existing workflows. This step ensures that visitor notifications are sent to hosts automatically and that visitor data is securely managed.
Once the system is configured, it is essential to test the setup by running through mock check-ins and ensuring all features (e.g., badge printing, notifications) work as expected.
Staff training is also a key part of the process. Employees need to be familiar with how to manage visitors using the system, including checking in visitors, receiving notifications, and accessing visitor logs;
After testing and training, the system is deployed across the organization’s entry points. This could involve setting up multiple kiosks if needed for larger organizations or multi-site operations.
Post-deployment, businesses can monitor visitor data through real-time reports and analytics provided by Vizitor. This helps optimize visitor management processes over time.
Support is available from Vizitor to assist with any issues or further customization after deployment.
The implementation process for Vizitor is typically very fast:
Basic Setup: For most businesses, basic setup can be completed in less than 30 minutes.
Custom Fields: Users can set custom fields for the check-in form, allowing businesses to capture specific information relevant to their operations.
Customizable Workflows: The system supports customizable workflows tailored to different types of visitors, ensuring that each visitor category follows the appropriate check-in process.
Branding Options: Businesses can customize the interface with their logos and colors, both on the iPad kiosk and on digital visitor badges, to reinforce their brand identity and create a professional appearance.
Pre-Registration: Vizitor allows for the pre-registration of visitors, streamlining the check-in process and ensuring that all necessary information is collected in advance.
Automated Notifications: The platform can send automated notifications to hosts when visitors arrive, which can be customized based on the organization's communication preferences.
Document Customization: Users can customize the documents that visitors need to sign based on the purpose of their visit, such as NDAs or safety agreements.
Visitor Badge Customization: Visitor badges can be customized to include specific details such as name, photo, signature, and check-in time, enhancing security and visitor tracking.
Multi-Location Management: For businesses with multiple locations, Vizitor offers centralized management of visitor data, ensuring consistency and ease of access across different sites.
Customizable Interface Layout: The layout of the sign-in interface can be customized, including background images and video playback, to create a welcoming and informative check-in experience.
Integration with Other Systems: Vizitor integrates with access control systems, emergency alert software, and other security systems, allowing for a comprehensive approach to facility management.
Employees: Up to 50
Employees: Up to 200
Employees: Unlimited
All plans include essential features such as:
Real-time visitor logs and analytics
Additional charges apply for SMS notifications sent outside India.
There are no additional costs for support and maintenance as these are included in the subscription plans. Vizitor provides live global support as part of its service.
Vizitor provides comprehensive training and support to ensure a smooth onboarding experience for new users. The platform offers multiple support channels, including phone, email, and live support, to address any user queries promptly and effectively. Additionally, Vizitor offers training resources that help new users get acquainted with the system's features and functionalities. This training can include:
Live Support: Real-time assistance via chat or phone to help users troubleshoot issues and navigate the platform.
Email Support: Detailed support through email for more complex queries or issues that may require in-depth responses.
Phone Support: Direct phone support for immediate assistance and personalized help.
Training Sessions: Structured training sessions that may include webinars, tutorials, and step-by-step guides to help users understand and utilize the platform effectively.
Vizitor employs a comprehensive set of security measures to protect user data, ensuring compliance with data protection regulations and providing a secure visitor management experience. Here are the key security features:
Customer Feedback Integration: Vizitor is known for being responsive to customer feedback and ready to enhance the platform based on user requirements. This suggests that updates may be driven by user needs and feedback, ensuring that the software evolves to meet customer expectations.
Vizitor's policy on data ownership is designed to comply with GDPR regulations, ensuring that users have control over their personal data. Key aspects of the policy include:
Personal data is collected with the explicit consent of the user. This ensures that users are aware of and agree to the data collection practices.
Vizitor maintains transparency in how user data is used, stored, and processed. Users are informed about the purposes of data collection and how their data will be utilized.
Users have the right to access their personal data. This includes the ability to view the data collected about them and understand how it is being used.
Vizitor's policy also emphasizes data portability, allowing users to manage their personal data effectively. Key elements include:
Users have the right to port their data. This means they can request that their personal data be transferred to another service or platform in a structured, commonly used, and machine-readable format.
Users can request the deletion of their personal data. Vizitor provides mechanisms for users to request that their data be removed from the system, ensuring compliance with GDPR's right to be forgotten.
Vizitor provides flexible subscription options that allow organizations to scale their usage according to their changing needs. Here are the key terms and conditions for scaling up or down:
Designed for larger organizations with unlimited employees, devices, and recorded visits.
Upgrade Process: Organizations can upgrade their subscription by logging into the Vizitor dashboard, navigating to the profile section, and selecting the desired plan. Payment can be processed online, and the subscription is activated immediately upon payment confirmation.
Adding Locations and Devices: Depending on the chosen plan, users can manage multiple locations and devices. For instance, the Premium plan allows unlimited locations, while the Starter plan supports up to two locations.
Downgrade Process: If an organization needs to reduce its subscription level, it can contact Vizitor support or manage the downgrade through the dashboard. The process involves selecting a lower-tier plan and adjusting the billing details accordingly.
Automatic Renewal: The subscription agreement automatically renews for additional terms of the chosen subscription duration, which can be either one year or thirty days.
Advance Payment: Payments are due in advance annually. Services will not commence until payment is received.
Termination for Non-Payment: Services will be terminated if payments are not received within the terms, following a seven-day notice via email.
Cancellation Process: To cancel a Vizitor subscription, users can log into their account, navigate to the Billing section, and select the "Cancel Subscription" option.
Notice Period: Users must provide at least thirty (30) days' notice before the subscription renewal date to avoid automatic renewal.
Data Protection: Vizitor complies with GDPR, ensuring that personal data is collected, processed, and stored securely. This includes obtaining explicit consent from visitors, providing transparency about data usage, and implementing data minimization practices.
Data Access and Deletion: Visitors have the right to access their data and request its deletion. Vizitor ensures that data is only retained as long as necessary and provides mechanisms for data removal upon request.
Security Measures: The platform uses encryption and secure cloud storage to protect visitor data from unauthorized access.
Data Security: ITAR compliance involves stringent controls to prevent sensitive data from being accessed by foreign entities. Vizitor helps meet these requirements by tracking everyone entering a facility and managing confidential data securely.
Supply Chain Security: C-TPAT standards focus on securing the supply chain. Vizitor aids in compliance by capturing visitor photos, issuing automatic badges, and maintaining digital logs, which enhance security and traceability.
Food Industry Compliance: FSMA requires strict data management practices in the food industry. Vizitor's visitor management features support compliance by ensuring secure and accurate data collection and storage.
Healthcare Data Privacy: Although not explicitly mentioned, the adherence to data privacy regulations like GDPR suggests that Vizitor's practices align with HIPAA standards, which are crucial for protecting patient information in healthcare settings.
Real-time Alerts: Automated notifications for security breaches or unauthorized access enhance compliance with security protocols.
Access Control Integration: Seamless integration with existing access control systems ensures centralized monitoring and management, improving overall security posture.
