Cloud vs. on-prem: how to choose a visitor management system
Cloud vs. on-prem: how to choose a visitor management system
Cloud-based visitor management systems are hosted in the cloud. There are certain benefits and drawbacks to cloud-based visitor management systems when compared to on-premises solutions. This article takes a closer look at cloud-based visitor management systems and what to consider when choosing between cloud and on-premises solutions.
Hardware, software required in cloud-based visitor management systems
In a cloud-based visitor management system, the hardware and software required are pretty simple and straightforward.
“Required hardware includes computers or tablets, kiosks, printers, scanners, and cameras. Software includes a web browser for system access, mobile apps for remote management, and integration tools if connecting to other systems,” said Steve Barrett, Co-Founder of Teamgo. “Our cloud system at Teamgo is simple, you can use QR codes or iPad kiosks and our smartphone app.”
In addition, cloud-based visitor management systems are easy to set up. For simpler deployments, the user can pretty much set it up themselves. “Cloud-based systems, especially those powered by AWS, are typically user-friendly and designed for easy setup. Users can often implement the system themselves, taking advantage of intuitive interfaces and streamlined deployment processes. For more complex setups or integrations with existing security infrastructure, an integrator can provide valuable assistance to ensure optimal performance and security,” said Katherine Balabanova, CRO and Board Director of 3dEYE.
Verticals cloud-based visitor management systems are suitable for
Cloud-based visitor management systems are ideal for any sector or end user entity where visitor management is needed, although certain verticals can benefit from it more than others.
“Manufacturing, transport and logistics, energy and utilities are the key industries our customers are in. However, it’s also used in any kind of business from global airline catering, to super yachts and even well-known YouTubers and DJs. The use case transcends industries,” said Hadleigh Ford, Founder and CEO of SwipedOn.
“They are most suitable for non-secure sites that are focused on visitor experience or sites that don’t have internal IT or integrator support. Cloud is also a good solution for basic sign-in/sign-out functionality, not linked with other systems such as access control or in the case of hospitals, patient information systems,” said Debbie Pendleton, COO of STOPware.
Cloud vs. on-prem: which to choose?
Compared to their on-prem counterpart, cloud-based visitor management systems have certain advantages, for example flexibility and scalability.
“If using on-prem, one of the primary drawbacks is limited flexibility, making it challenging to adapt to changing organizational needs. Additionally, these systems often incur high maintenance costs due to the need for ongoing hardware and software updates, which can be time-consuming and expensive. Scalability is another concern, as expanding the system to accommodate growth or multiple locations can be complex,” Ford said. “A cloud-based visitor management system auto-updates with new software releases and is easily scalable from one site to one thousand thanks to the easy set up and functionality in the admin dashboard.”
Some, however, have certain concerns with cloud-based visitor management systems, especially when it comes to data security and privacy.
“The perception is that some customers don’t want their information going out on the Internet. For example, schools feel better about scanning driver’s licenses and doing sex offender search of visitors when the visitor management system is internal and not on the Internet. Hospitals and government facilities tend to be most worried about data security and feel the most secure solution is to never leave your internal network,” Pendleton said.
That said, Pendleton suggests the following points for consideration when deciding whether to choose a cloud-based or on-prem visitor management system:
Accessibility: With cloud systems, the user’s data is hosted elsewhere, versus with on-prem solutions the user has full access to all their database tables;
Cost: if deployed as a long-term solution, cloud-based systems are typically a subscription-based model and may cost more money than on-prem where the user buys licenses up front. Therefore, it’s important to review the ROI of both models;
Peripheral devices: Such as driver’s license scanners, barcode scanners, printers, webcams and signature capture pad. Cloud systems are known to have difficulty with hardware connections. Therefore, if these are required then ensure the cloud system has the right tools to support the user’s required hardware; otherwise on-prem might be a better solution.
Balabanova of 3D also echoed those remarks.
“The decision should be based on factors like budget, IT infrastructure, scalability needs, and regulatory requirements. Cloud-based systems, particularly those hosted on AWS, are ideal for organizations seeking flexibility, robust cybersecurity, and minimal maintenance. On-premises systems might be more suitable for organizations with specific regulatory needs or limited Internet access, though they lack the scalability and advanced analytics capabilities of cloud-based solutions,” she said.
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Source: ASMAG
