Label Printer Case Study: Visitor Management Implemented by Large Enterprises Using Label Printers

Customer Background

Our client is a large corporate company that receives approximately 50-100 visitors daily from various backgrounds, including suppliers, interviewees, and partners. Traditional visitor management relied on paper registration and manual verification, which was not only time-consuming and labor-intensive but also posed security risks. With business expansion and an increasing number of visitors, the client faced the challenge of managing visitor information efficiently and securely. The labeling solution, with its efficient and intelligent features, has become the preferred tool for visitor management, helping organizations achieve a “no delay, no error” reception experience.

Challenges Faced by the Client

1. Incomplete Visitor Information Recording

• Handwriting Errors: Visitor data was previously recorded manually, leading to information omissions, such as missing visit times or visitor identities.
• Difficult to Track: When needing to find a visitor's information, cumbersome manual records made retrieval difficult, increasing time costs.

2. Insufficient Security

• Identity Verification Risks: The lack of an effective identity recognition system posed security risks for the enterprise in identifying visitor identities and permissions, potentially allowing unauthorized visitors access to sensitive areas.
• Unclear Visitor Permissions: Failure to clearly mark the permissions of different types of visitors increased management difficulties.

Solution Provided by Brother

To address the above issues, we proposed a comprehensive visitor management solution for enterprises:

1. Use of Brother QL820NWB for On-site Printing of Visitor Badges

• Immediate Printing After Verification: After verifying visitor information, the Brother QL820NWB printer can instantly generate smart labels (such as QR code stickers or wristbands), ensuring that each visitor quickly receives a badge upon arrival. The visitor's identity, appointment time, and purpose of visit are uploaded to the cloud system in real-time. When visitors arrive, they simply scan at the entrance to complete verification, collect their visitor card, and navigate to their destination. The backend system simultaneously notifies the host unit, ensuring a seamless connection. Compared to traditional methods, this solution reduces registration time from 5 minutes to 10 seconds. The free software offers rich features: each badge needs to include the visitor's name, company, visit time, and QR Code. The P-Touch Editor allows for the addition of QR Codes, which can be scanned for more information, such as the visitor's contact details or access rights to the arranged meeting room.

2. Incorporation of a Visitor Management System

• Automatic Recording and Inquiry: The visitor management system can automatically record and store visitor data, including entry and exit times, visitor types, and meeting personnel, while providing real-time inquiry functions for easy management and tracking.
• Data Analysis Features: The system can generate various reports, assisting administrative departments in analyzing visitor traffic and visit patterns, further optimizing reception processes and resource allocation.

3. Use of Simple Label Design

• Enhanced Recognition Efficiency: Simple and clear label designs make visitor identities immediately recognizable, enhancing the efficiency of front desk operations. Staff can quickly identify visitor identities, and different colors or styles of labels can clearly indicate visitor types, such as suppliers, interviewees, or partners.

Results After Label Solution Implementation

After implementing the above solutions, the client achieved significant results:

1. Smoother Reception Processes

• Reduced Workload: With the introduction of the labeling solution, the workload of front desk staff significantly decreased, as the instant printing of badges and automated recording system made the reception process smoother. The average daily visitor processing capacity increased by 50%, and security alert incidents decreased by 90%, as the system automatically cross-referenced blacklists and recorded entry and exit trajectories.

  Metric	Traditional Model	Labeling Solution	Improvement
  Registration Time	5 minutes	10 seconds	95%
  Error Rate	15%	0.5%	97%
  Daily Processing Volume	200 people	500 people	150%
  Security Compliance	Medium	Excellent	80%

• Improved Visitor Experience: The fast reception process enhanced visitor satisfaction, making them feel the professionalism and importance of the enterprise.

2. Complete Visitor Data Records

• Increased Information Accuracy: The automated recording system ensured the completeness of visitor data, with all key information meticulously recorded for future tracking and management.
• Enhanced Security: Clear recording and labeling systems strengthened the enterprise's security, ensuring unauthorized personnel could not easily enter sensitive areas.

3. More Professional Corporate Image

• Enhanced Corporate Image: Professional badge designs and smooth reception processes improved the overall corporate image, making visitors feel more valued and respected, thus enhancing trust in the enterprise.

Conclusion

Although it may seem like a trivial task, the visitor reception works significantly improved the client's professional image after implementing the labeling machine and upgrading the entire system. It saved employees time in reception duties, reduced errors, and enhanced security, marking the first step for large enterprises in solidifying their brand image. Whether you are a business manager or a facility manager, now is the best time to implement this solution—let labeling become your key partner in efficiency upgrades.