Visitor management systems are becoming increasingly popular in schools and other organizations to track guests and improve security. Implementing a new system requires training staff on how to properly use it. With some planning and effort, you can ensure your staff is comfortable and effective in using your visitor management system.
Why Visitor Management Systems Matter
Keeping track of who is in your building is crucial for maintaining a safe, secure environment. school visitor tracking systems allow you to:
- Screen visitors against databases of known risks
- Require visitors to check-in and check-out
- Print visitor badges
- Control access to certain areas
- Monitor real-time occupancy
Without diligent tracking, unauthorized individuals could enter undetected. Visitor management systems close security gaps and give you greater awareness and control over the comings and goings in your facility.
Planning a Successful Training Program
Introducing a new system requires changing processes and workflows for your staff. Take time to plan a training program that sets them up for success:
Evaluate Skill Levels
Identify who needs to use the visitor management system and their existing competencies. Training new hires will differ from experienced employees. Take into account any knowledge gaps or resistance to new technology.
Schedule a Training Session
Set aside enough time for attendees to learn the system. Hands-on practice is crucial for building skills and confidence. If possible, provide small-group workshops to allow for individual attention.
Customize Training Materials
Focus training on the specific system and procedures used in your school. Generic materials may confuse more than help. Create user-friendly quick reference guides tailored to your facility.
Assign Dedicated Support
Provide ongoing support as staff get acquainted with the system. Have dedicated personnel to answer questions and assist if issues arise after initial training.
Conducting Effective Visitor Management Training
The training session should leave staff excited to use the new technology. Keep it focused and engaging with these tips:
Start with the Basics
Explain the basics like logging in, navigation, and account management. Build a solid foundation before moving onto specialized functions.
Highlight Benefits
Demonstrate how the system makes tracking visitors easier, faster and more accurate. Link features to real-life examples that highlight the advantages.
Use Hands-On Exercises
Active participation cements learning. Give trainees sample scenarios to walk through such as adding a new visitor or printing a badge. Provide individual login credentials for practice.
Be Patient and Supportive
This is likely new technology for your staff. Reassure them that proficiency comes with experience. Address concerns and emphasize that ongoing support is available.
Make It Relatable
Tie training back to the why – improving school security. Use familiar terminology and relate features to existing workflows. This helps learners map new concepts to what they already know.
Key Topics to Cover
Staff should be proficient in these core areas after training:
Adding Visitor Records
- Collecting required visitor information
- Entering data correctly into system fields
- Adding photos or scanning IDs
- Printing badges
Managing Visitor Check-In
- Finding visitor records for scheduled appointments
- Handing out proper badges
- Following check-in procedures like sign-in sheets or electronic kiosks
Monitoring Visits
- Viewing real-time reports and occupancy
- Keeping track of visitor locations
- Extending or closing out records after visits
Generating Reports
- Running reports on visitor logs, trends, frequency etc.
- Exporting data to share with stakeholders
- Archiving records after visits
Controlling Access
- Assigning appropriate access permissions to visitors
- Enabling and disabling access levels
- Managing keys or access cards after visits
Responding to Issues
- Handling missing visitor records and unauthorized individuals
- Reporting incidents or suspicious activity
- Using overrides or manual procedures if technology fails
Practice scenarios should let staff demonstrate these skills. Trainees should also know your facility’s policies surrounding visitor management.
Making Training Stick
A one-time training session has limited effectiveness. You need to reinforce skills and provide ongoing learning opportunities.
Quick Reference Guides
Create simple user instructions and post them near devices. Include basic steps for common tasks to prevent confusion.
Refresh Training Periodically
Follow up training with refresher sessions. Upgrade skills and share best practices.
Encourage Peer Support
Colleagues can be a great resource for informal coaching and advice. Foster discussions between co-workers to share tips.
Review Metrics Regularly
Analyze reports on lobby traffic, wait times, and bottlenecks. Discuss as a team how to improve workflows.
Reward Progress
Recognize employees who become proficient in the system. Incentivize skill development tied to metrics.
With an organized training program and ongoing learning, your staff will make the most of your investment in a visitor management system. Consistency and competency in using the technology will translate to better security and experiences for staff, students and guests.
Frequently Asked Questions
What are the benefits of visitor management systems?
Visitor management systems improve security by tracking everyone who enters your building. Features like visitor badges, access control and occupancy monitoring help prevent unauthorized entry and give you greater awareness.
How should we prepare for implementing a new system?
Plan a customized training program for your staff. Evaluate their existing skills and knowledge gaps. Schedule hands-on workshops and provide ongoing support. Quick reference guides and reminders can help reinforce training.
What are some key topics to cover in training?
Important skills include adding visitor records, managing check-in procedures, monitoring visits, generating reports, controlling access, and handling issues. Trainees should be able to demonstrate core tasks like creating badges, checking visitors in, and running reports.
How can we help staff stay proficient after initial training?
Follow up with periodic refresh sessions. Encourage peer support so staff can share best practices. Review performance metrics together and reward progress. Quick reference guides also help reinforce skills.
Why is hands-on practice important for training?
Active participation through scenarios and exercises cements learning better than manuals or lectures alone. Give staff credentials to log into your actual system and walk through real examples. This builds confidence and familiarity.