Weighing Up the Costs: Teamgo Visitor Management vs Paper Sign-In Books

When it comes to managing visitors in your workplace, the question of cost often arises. Do you stick with the traditional paper sign-in book or switch to a more modern and efficient visitor management system like Teamgo? Let’s break down the costs and consider why making the switch might save you more than just dollars.

The Cost Breakdown

Teamgo Essential Plan:
At just $49/month (AUD) with a 20% discount if paid annually, Teamgo’s Essential Plan offers a comprehensive visitor management system that includes:

  • Unlimited visitors
  • 50 employees
  • Unlimited sign-in points, QR codes, and records
  • Visitor photos and custom workflows
  • Pre-registration and emergency messaging
  • Temperature checks and badge printing
  • Time and attendance reports
  • Email notifications and Teamgo Pass app
    And much more.

Annual cost with a discount: $470.40.

Paper Sign-In Book:
A visitor register book from Officeworks costs $259, covering 250 visitors. Refills are $89 for another 250 entries.
If your workplace receives around 1,000 visitors a year, that’s already $515 in just visitor books alone.

Here’s a table comparing the costs and features of Teamgo Visitor Management and the Paper Sign-In Book:

FeatureTeamgo Visitor Management (Essential Plan)Paper Sign-In Book
Cost (Annual)$470.40 (with 20% discount)$515 (based on 1,000 visitors per year)
VisitorsUnlimited250 per book, $89 per 250 refill
Employees50N/A
Sign-In PointsUnlimited1 (per physical book)
QR CodesUnlimitedNot available
Visitor PhotosYesNot available
Custom Visitor WorkflowsYesNot available
Pre-RegistrationYesNot available
Multi-Factor AuthenticationYesNot available
Historical Visitor DataAdd, retrieve instantlyDifficult to retrieve, handwriting issues
Data Management ToolsYesManual, prone to errors
Emergency MessagingYes (instant alerts to all visitors)Manual (calling or texting visitors individually)
Temperature CheckYesNot available
Visitor Badge PrintingYes (visitor and employee badges)Manual printing, if needed
NotificationsEmail, Teamgo Pass appNone
Employee Sign-InYes (time and attendance reports)Not available
SupportOnline, email chat, help videosNone
SecurityHigh (with digital records, photos, authentication)Low (easily accessible paper records)
SustainabilityDigital, no paper wastePaper-based, environmentally unfriendly
Ease of UseSimple, automated workflowsManual, time-consuming

Beyond Just Dollars

Let’s not forget the hidden costs of paper sign-in books:

  • Lost or damaged books: Visitor records are vulnerable to being lost, damaged, or misplaced, leaving you without crucial data.
  • Unsafe usage: Paper logs provide minimal privacy and security, exposing visitor information to anyone walking by.
  • Time-consuming processes: Locating historical entries or managing contact tracing manually is a nightmare. Poor handwriting can also slow down data retrieval and cause errors.
  • Manual badge printing: If your workplace requires visitor badges, you’ll need to manually print and manage them. This takes up additional resources.
  • Emergency management: In the event of a fire or emergency, manually tracking down visitors or contacting them by phone is highly inefficient. With Teamgo, you can instantly send emergency alerts to all signed-in visitors.

Why Paper Should Be a Thing of the Past

The traditional paper sign-in book served its purpose, but it simply can’t keep up with today’s needs for speed, security, and efficiency. Switching to a digital system like Teamgo ensures:

  • Real-time data access: All visitor information is stored securely and can be retrieved instantly when needed.
  • Increased security: Visitor photos, QR codes, and multi-factor authentication provide an extra layer of safety.
  • Simplified workflows: Automatically notify hosts when visitors arrive, issue digital badges, and manage data effortlessly.
  • Cost-effectiveness: While the upfront cost of paper sign-in books may seem lower, the long-term costs—financially and operationally—add up quickly. A system like Teamgo not only offers more features but reduces the hidden inefficiencies of paper.

The Verdict

When you factor in the costs and inefficiencies of paper sign-in books, it’s clear that a digital visitor management system like Teamgo is the smarter choice for any workplace. For just $49/month, you’re getting far more value while ensuring a safe, secure, and seamless experience for visitors and employees alike.

It’s time to leave paper behind and embrace the future of visitor management with Teamgo.

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