Voice mail integration enables employees to leave messages for security personnel about upcoming visitor activity, eliminating the problem of busy phone lines and minimizing disruptions (taking calls) for officers who are processing visitors.
Key functions include:
- Caller ID recognizes registered phone numbers (such as employees calling from their home, cell phone), eliminating the need for the employee to key in their number. Password authentication provides an extra layer of security.
- Stored voice mails appear automatically as screen icons whenever an officer looks-up the employees’s name to process a visitor.
- Voice messages are stored as WAV files and can be listed to through the through the computer’s speakers with the click of a button.
- At the discretion of management, employees can bypass the system and still reach security personnel directly. This is a valuable option for emergency calls and for employees who have questions or special issues.
- Enhanced VMail: The system can prompt the employee to enter (through the telephone keypad) the date of arrival, (press 1 for today, 2 for tomorrow, or 3 for other options), and duration of stay. This date and time information will automatically populate the guard screen to further enhance speed of processing visitors.
- During idle times (if there is such a thing) security personnel have the option of listening to all of the messages in the system and entering them into the visitor processing screen for even faster clearance when the visitor arrives.
- All messages are archived and easily assessed through the visitor transaction report for reporting security purposes.
CapSure’s voice mail option provides employees with another convenient option for providing visitor information while simultaneously freeing-up security personnel to handle more pressing duties.