Visitor Management On Demand

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Key register management with Visitor Management software

Key management? if you manage keys you know what this is about. Have you ever heard “who had the key last” or “where is the key” or “I cant read what is written on the key register, I don’t know who has the master warehouse key” or “when is the key due back”

All of these problems disappear as soon as you have access to an electronic key register as part of your visitor management software. You can actually manage any item you issue that you expect to be returned including radios, projectors, access control cards and much more.

Do you issue assets likes keys and access control cards to visitor and contractors?

gold coast private hospitalGold Coast Private Hospital Managing over 1000 assets including keys

Christ Church                       Oxford University UK managing over 1000 assets including keys

NSW_Health                             Multiple hospitals across NSW including Royal Prince Alfred, Concord Repatriation, Liverpool Hospital managing assets including keys

 

asset1 - list of assets recently issued

Book in a demonstration and see how easy it is to manage your assets including keys as part of your visitor management process.

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WhosOnLocation Visitor Management – new features

The list of new features over the past 6 months is now amazingly long and over the past 8 years continues to see WhosOnLocation as a leader globally in the management of people presence in your building/s. Visitor Management in many instances is called upon when a building initially wants to replace a visitor book. Unknown to the management team of each building that looks to replace the visitor book is the depth of what can be done with Visitor Management software today.

WhosOnLocation Visitor Management software includes key modules that allow a company to manage much more than replacing the visitor books.

Visitor Management – replace your visitor management books
Pre Register visitors in advance – using your outlook or google calendar
Evacuation Management – Give your fire wardens the tools they can use
Contractor Management – Manage your suppliers from on-boarding to compliance including insurances, qualifications and more.
Asset Management – many buildings need to manage assets they issue to people and expect to be returned like keys
Photo ID cards – produce photo ID cards for employees and contractors that can be used to tap in and tap out your presence in one or across many buildings nationally or globally
Induction Management – Set up and manage unlimited online inductions for your employees and contractors.
Reports – What many companies want and need to manage the big data collected from thousands of transactions in your building/s

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How & why do Schools, Colleges and Universities use Visitor Contractor Management Software?

After hundreds of schools colleges and universities taking up visitor contractor management software, dozens of blogs about different areas of the school process managing visitors, contractors, teachers, students, parent helpers, evacuation, compliance and much more I feel it is time to summarize into one blog post how are schools, universities and colleges using Visitor Contractor management software. With so many ways to break this blog down I thought about the customers using the software across the globe and have broken into categories based on the size of the school, college or university based on the number of students.

Small – small schools include schools with up to 800 students – typically these numbers represent a primary school

Medium – Medium schools cover 800 to 1500 students – mostly middle and high school

Large – Large schools include schools that include K1 to year 12 some include on site boarding. Student numbers can be as low as 1500 and as high as 3000

Colleges and Universities – can include small boutique universities or colleges with as few as 3000 students but often go up to as many as 20,000 + students.

It is interesting to see as schools make inquiries, purchase and implement visitor management software and hardware the needs of the location changes significantly as the size of the location increases. Small schools are often several buildings on a single location for all of the students up to 800 students managing visitors only. Medium schools are similar to small schools, typically on a single location with multiple buildings, often with a front and back entrance managing visitors, contractors and casual teachers. Large schools are where we start to see multiple locations, primary school may be several blocks away from middle or high school, Large schools all want to manage the presence and compliance of every person that comes on site. We start to see several locations included as soon as we go over 2000 students. Universities and Colleges are often campus style environments with many buildings across a single location or spread over multiple locations, Colleges and Universities typically focus on visitor and contractors and the compliance of the contractors. Managing the keys and access control cards issued to contractors and employees is another popular module at this level.

You will also find at the end of this story details on common hardware used in schools, colleges and universities around the world along with brief explanations of the software modules mentioned.

So why are schools using visitor and contractor management software?

Small schools

  • Sign in and out visitors, parent helpers and the occasional contractor
  • Photo taken on sign in
  • Visitor Induction
  • Visitor arrival alerts SMS and email
  • Auto message when visitor signs out
  • Manage the presence of casual teachers
  • Some are managing the presence of teachers
  • Reporting

Small Schools – Typical Hardware combinations

  • iPad
    • Visitor label printer – Brother 720NW visitor label printer
    • Bar code scanner – Socket Mobile Scanner – wireless
  • Surface Pro
    • Visitor label printer – Brother 720NW visitor label printer or USB DYMO 450 label printer
    • Bar code scanner – Socket Mobile Scanner – wireless
    • Any USB bar code scanner

Medium Schools

  • Sign in and out visitors, parent helpers
  • Photo taken on sign in
  • Visitor Induction
  • Pre register visitors
  • Visitor arrival alerts SMS and email
  • Auto message when visitor signs out
  • Manage the presence of casual teachers
  • Teacher inductions
  • Some are managing the presence of teachers
  • Students are signing in and out for evacuation
  • Contractor Compliance
    • insurances
    • inductions
    • qualifications
  • Reporting

Medium Schools – Typical Hardware combinations

  • iPad
    • Visitor label printer – Brother 720NW visitor label printer
    • Bar code scanner – Socket Mobile Scanner – wireless
  • Surface Pro
    • Visitor label printer – Brother 720NW visitor label printer or USB DYMO 450 label printer
    • Bar code scanner – Socket Mobile Scanner – wireless
    • Any USB bar code scanner
  • HP Elitepad 1000
      • Visitor label printer – Brother 720NW visitor label printer or USB DYMO 450 label printer
      • Bar code scanner – Socket Mobile Scanner – wireless
      • Any USB bar code scanner

Large Schools

  • Sign in and out visitors, parent helpers
  • Photo taken on sign in
  • Visitor Induction
  • Pre register visitors
  • Visitor arrival alerts SMS and email
  • Auto message when visitor signs out
  • Manage the presence of casual teachers
  • Some are managing the presence of teachers
  • Teacher inductions
  • Students are signing in and out for evacuation
  • Access control integration
  • Contractor Compliance
    • insurances
    • inductions
    • qualifications
    • Auto message when contractor signs out
    • WolMobile
  • Asset Management
  • Banned visitor list
  • Multiple locations
  • API integration
  • Reporting

Large Schools – Typical Hardware combinations

  • iPad
    • Visitor label printer – Brother 720NW visitor label printer
    • Bar code scanner – Socket Mobile Scanner – wireless
  • Surface Pro
    • Visitor label printer – Brother 720NW visitor label printer or USB DYMO 450 label printer
    • Bar code scanner – Socket Mobile Scanner – wireless or any USB bar code scanner
  • HP Elitepad 1000
    • Visitor label printer – Brother 720NW visitor label printer or USB DYMO 450 label printer
    • Bar code scanner – Socket Mobile Scanner – wireless or any USB bar code scanner
  • Any windows based touch screen with 2-3 USB slots
    • Visitor label printer – Brother 720NW visitor label printer or USB DYMO 450 label printer
    • Bar code scanner – Socket Mobile Scanner – wireless or any USB bar code scanner
    • USB RFID reader
  • All in one airport style kiosks – includes all peripherals locked away inside a single unit

Colleges and Universities

  • Sign in and out visitors
  • Photo taken on sign in
  • Visitor Induction
  • Pre register visitors
  • Visitor arrival alerts SMS and email
  • Auto message when visitor signs out
  • Manage the presence of casual teachers
  • Some are managing the presence of teachers
  • Access control integration
  • Contractor Compliance
    • insurances
    • inductions
    • qualifications
    • Auto message when contractor signs out
    • WolMobile
  • Asset Management
  • Banned visitor list
  • Multiple locations
  • API integration
  • Reporting

Colleges and Universities – Typical Hardware combinations

  •  iPad
    • Visitor label printer – Brother 720NW visitor label printer
    • Bar code scanner – Socket Mobile Scanner – wireless
  • Surface Pro
    • Visitor label printer – Brother 720NW visitor label printer or USB DYMO 450 label printer
    • Bar code scanner – Socket Mobile Scanner – wireless or any USB bar code scanner
  • HP Elitepad 1000
    • Visitor label printer – Brother 720NW visitor label printer or USB DYMO 450 label printer
    • Bar code scanner – Socket Mobile Scanner – wireless or any USB bar code scanner
  • Any windows based touch screen with 2-3 USB slots
    • Visitor label printer – Brother 720NW visitor label printer or USB DYMO 450 label printer
    • Bar code scanner – Socket Mobile Scanner – wireless or any USB bar code scanner
    • USB RFID reader

 

 Details on hardware mentioned

  • Visitor label printer – Brother 720NW  – purchase off the shelf globally from your local stationary provider
  • Visitor label printer – Dymo 450 Visitor label printer – purchase off the shelf globally from your local stationary provider
  • Bar code scanner – Socket Mobile Scanner – approved by apple for iPad – Google it of course :)
  • Any USB bar code scanner – select one that has a stand so it can sit next to your visitor sign in station
  • USB RFID reader – often used to allow employees, teachers, regular contractors to tap in and tap out presence on site using existing access control cards

Details on software mentioned

  • Visitor Management – manage the presence and compliance of visitors into your location/s
  • Contractor Management – manage the presence and compliance of contractors into your location/s
  • Induction Management – Visitors – build short and sharp inductions for your visitors to be compliant at your location/s
  • Induction Management – employees and contractors – build online detailed inductions with questions and pass fail rates
  • Qualification Management – manage the qualifications of employees and contractors. Common qualifications can include working with children, first aid, fire warden, electrician, plumber and many more
  • Asset Management – electronically manage the issuance of any asset you give to a person you expect to be returned. Common assets include keys and access control cards.
  • WolEvac – Evacuation management is made easy and paperless with WolEvac the app designed for fire wardens
  • WolMobile – give any employee or contractor an app to allow them to sign in and out their presence on site from a mobile phone, take the GPS position at the time they sign in and out.

 

Think your school, college or university should take a look? Book in a demonstration or Start a 30 day trial

Who are some of the schools using Visitor Contractor Management software?

vm-school-logos-dec-15

 

 


3 tips for tracking assets given to an employee, visitor or contractor

Issuing assets happens every week in most businesses and in most cases the issuing of an asset is unrecorded. Assets can be as simple as keys or cards where you may give the key to the server room to a contractor to do some work for you may give an access control card to a visitor to have access through your building.

Common asset groups include….

Cards
Keys
Meeting room equipment
Vehicles
Radios
PPE equipment

I walked into a school recently and watched the admin person turnaround and open a cupboard with around 30 sets of keys, one set of keys was then handed to a contractor but no recording of the event took place not even a manual recording.

Tip1 – Record Asset Issuance
Record Asset Issuance. As soon as you start to record the issuance of an asset
you will lose less assets. I remember many years ago Opera Australia moving from a paper system to an electronic asset management system and the end result was tens of thousands of dollars worth of assets did not go missing.

Tip 2 – Record electronically
Recording anything today on paper or in a note book is difficult at the best of times, the same issue exists every time, “I cant read the writing” As soon as you go electronic even if it is just a spreadsheet you will be in front.

Tip 3 – Move away from the spreadsheet to get better asset reporting
Spreadsheets are great, I have hundreds but some spreadsheets are best taken to the next level. Moving your asset issuance into a purpose built data base will give you the most powerful reporting.

  • Historically report on the asset over any period of time
  • Instant reports on any individual or company
  • Instant reports on employees and assets

asset1 - list of assets recently issued

We have customers who use the asset module to track shared vehicles where the keys include a bar code and each time the keys are handed out to a new driver the bar code is scanned against the profile of the driver electronically issuing the asset to the driver. How handy would this be in the future when you need to see who was driving the car 3 weeks ago on a Tuesday at 10 AM to sort out a speeding fine.

Get access to the software from $20 per month per location

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Why are so many schools and universities signing up for Visitor Management Software?

2015 was a huge year for schools and Visitor Management software. Why have so many schools signed up in 2015 and what is going to happen in 2016? We expect the number of schools and universities to increase significantly through 2016 and 2017.

Visitor Management software has made available the ability to know electronically what visitors and contractors are on site, modules like the asset module allow easy management of assets issued that you expect returned. Small schools get to see historical information around visitors and contractors on site. Large schools with multiple buildings can expand the software into other parts of the school like the uniform room where parents bypass reception and just go directly to the uniform room.

Larger schools, Universities and schools with multiple locations can set up pre-approved contractors where during the approval process photos of the contractor can be recorded at the same time as collecting working with children information which can also go against the profile of the contractor.

Contractor_profile

contractor_profile_and_qualifications

Many schools have started using the Visitor Management sign in process for temporary employees to capture electronic sign in and out which gives total hours on site.employee_time_on_site

Evacuation Management is another hot topic when it comes to the larger schools and universities.

WOLEvac5- people verified safe

If you would like to book in a demonstration choose a time and day from the link below that suits your schedule and we can show you in detail how schools are using visitor management software.

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 Recent Schools who started using Visitor Management software

VM School Logos Dec 15


Why should I upgrade my Visitor Management Book?

For me this is an easy question today, since the days visitor management books were made popular much has changed. I have spoken to thousands of companies over the years willing to share with me the issues around the visitor management book. The three biggest issues are….

  1. Information is illegible much of the time
  2. Other suppliers can see who else has been in the building
  3. lack of compliance.

Not only do I hear about the broader issues many customers go into great detail. Not being able to read the information collected is a real issue when something happens. Going back over the book to read entries from last month on a Tuesday to see who was in around 10 am can be quite challenging. Along with not being able to read the data it is impossible to report on the data. I have lost count of the number of customers who make contact with me and explain every month for reporting purposes they spend hours going through a manual book that has recorded the entry and exit of visitors or contractors and sometimes employees.

It is amazing to watch these same people see how within a couple of clicks you can have the same information saving many hours every month of what is really wasted time.

Many customers are concerned about the information that suppliers can see when they walk into a building while some visitor management books will hide the information in carbon copy many don’t.

Compliance is a constant issue. Only last week I was in a large multinational who are currently expanding our visitor and Contractor Management software across multiple locations. I was at a new location for another division of the company that already seen the product and wanted to know more. As I signed in with the visitor book there was a sign that asked me to go to the next room to read the health and safety statement. When I went into the next room the health and safety statement was flat on the top of the filing cabinet, I picked it up and started to read. Once I completed reading this large document that had been laminated I was not asked to confirm anywhere that I’d actually read the document.

Every time I show new customers the visitor light induction that is built into our visitor management software they are amazed at the level of compliance we can achieve. Not only do we gain the compliance of the visitor but we can also report on this information easily. Once a visitor has completed and induction system can be triggered to ask the visitor to renew the induction in 3 months or 6 months or 12 months time. Traditionally inductions have been completed once every 12 months or 2 years, I have always said since going electronic that you should bring this forward because the systems can manage this for you.

If I come into your location and don’t come back for 10 months how can I possibly be expected to remember the information you gave me 10 months ago?

Going electronic with visitor management software means you could set the induction to be completed every 3 months as an example, this would keep your visitors well up to date with the health and safety policies for your location.

Why else would I upgrade from visitor management books to visitor management software?

Electronic visitor management software is designed to help you manage your visitors, give you extensive reporting and communicate with the host of the visitor. From this point there are many optional modules that can be included for your location at no additional cost.

What are some of the modules that I can add to my visitor management software for my location?

Contractor management – is popular on many locations a matter if you have only a few contractors or thousands of contractors on a single or across multiple locations. There are many benefits to managing contractors when they sign in & out of your location.

One benefit if you have a lot of contractors that would pay for the system on its own is the benefit of checking an invoice against the time the contract was on-site. Feedback from customers is the manual system is simply never checked because it’s too hard. Going electronic with your visitor management software gives you the ability to instantly run reports against the invoice to make sure you’re not being ripped off.

Asset Management – many customers say to me they don’t think value is the asset management module only to discover as we continue the conversation that assets are being issued every day in the organisation. When we talk about asset management and visitor Management software we refer to the issuance of assets given to employees or contractors or visitors for a short period of time that we would expect to receive back.

The most common example is key is for access control cards. The project in the UK recently at a university found around 400 keys that would be managed manually. I went into a customer last week advised they would have thousands of items that fit into asset management as I have explained all of which are currently managed manually. The issues of the same everywhere people really don’t know where stuff is, this opens the way for items to be lost or stolen. Going electronic will give you instant reporting and history on the asset.

Evacuation Management – When you have visitor books an evacuation drill starts with somebody going to pick up the visitor management books to take outside….. What are the problems associated with an evacuation drill run with visitor management books?

  1. You can have multiple books one for visitors one for contractors one for employees who forgot their access control card today, having you possibly manage and evacuation with one set of books and 10 fire wardens.
  2. Most of the time you do not have a list of the employees in the building this is a common problem with visitor management books. When moving to electronic visitor management is much easier to have the employee presents on site included in the system to be used in the event of an evacuation drill.

As you can see there is a whole lot more to electronic visitor management when compared to a visitor management book. The best way to take a closer look is to book in a demonstration.

 

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Asset Management – How many keys do you manage?

While training an existing customer recently on the Asset Module and its functionality I was surprised to discover Philip (based in the UK) had been managing over 300 sets of keys manually for years along with hundreds of other assets. Can you imagine…..how many keys do you manage?

Philip works for Christ Church Oxford

Christ Church Oxford is officially the oldest building using WhosOnLocation Visitor Management software – Christ Church was originally founded by Cardinal Wolsey as Cardinal’s College in 1524. The college buildings took over the site of St. Frideswide’s Monastery, which was suppressed by Wolsey to fund his college….making the building over 491 years old.

During the English Civil War (1642-1646) King Charles I lived at Christ Church. He held his Parliament in the Great Hall and attended services in the Cathedral. After the war and the restoration of the monarchy in 1660, the College was rewarded for its loyalty to the House of Stuart by being able to raise enough money to complete the main quadrangle (Tom Quad).

Christ Church has had many students who have subsequently gone on to achieve considerable fame. Among these are the philosopher John Locke, religious leaders John Wesley and William Penn and the writers W.H. Auden and Lewis Carroll. Albert Einstein studied at Christ Church briefly in the 1930s. The College also has a close connection with government. Christ Church has produced 13 Prime Ministers and numerous Cabinet ministers, Bishops and civil servants………..

Quite a lot of history with this building….

Imagine being able to manage your assets where you can create an electronic list of your assets making it really easy to bring up an item by scanning a bar code so you can assign the asset out to an employee, contractor or visitor quickly and efficiently.

asset1 - list of assets recently issued

 

Read what Philip and many others have to say about WhosOnLocation Visitor Management Software

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How can I track an asset given to an employee, visitor or contractor?

Issuing assets happens every week in most businesses and in most cases the issuing of an asset is unrecorded. Assets can be as simple as keys or cards where you may give the key to the server room to a contractor to do some work for you may give an access control card to a visitor to have access through your building.

Common asset groups include….

  • Cards
  • Keys
  • Meeting room equipment
  • Vehicles
  • Radios
  • PPE equipment

I walked into a school recently and watched the admin person turnaround and opened a cupboard with around 30 sets of keys, one set of keys was then handed to a contractor but no recording of the event took place not even a manual recording.

We have customers who use the asset module to track shared vehicles where the keys include a bar code and each time the keys are handed out to a new driver the bar code is scanned against the profile of the driver electronically issuing the asset to the driver. How handy would this be in the future when you need to see who was driving the car 3 weeks ago on a Tuesday at 10 AM to sort out a speeding fine.

Meeting room equipment Is another very popular group of assets that are often manually issued. Where is projecter two? Is the common question and nobody seems to know. Who had it last?

Over the past 2 years we have managed the contractors for Opera on the Harbour. A 30 day event with a 30 day lead up and 14 day pack up period. Managing hundreds of contractors every day issuing assets like PPE gear and two-way radios. Prior to using WhosOnLocation visitor, contractor management software Opera on the Harbour managed all of these assets manually. It is easy to see now which contractor or employee or visitor has what piece of equipment that is overdue.

How could you use asset manager in your business?

asset2 current asset list Book in a Demonstration

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How does Asset Management fit into Visitor Management?

The Asset Module has been extremely popular in buildings where access control cards or keys to doors need to be managed. If these assets are managed manually in your building you may want to consider going electronic. I was only visiting a school this week where I watched  an employee walk into the admin office ask for the keys to a vehicle  that was a shared vehicle only to see the keys handed over with no  recording of the event either manually or electronically. When a speeding or parking ticket comes into the business in 2 or 3 weeks time how will we know who was driving the vehicle that day at that time?

Do you hand over assets in your business without any recording of the event?

Asset Types

The asset module is included with all versions of the visitor management software from business level and up. One project that comes to mind where the asset module is used extensively is Opera on the Harbour, this event occurs annually  in March or April of each year where hundreds of contractors are required to build and then dismantle the stage and surroundings on Sydney Harbour. Hundreds of asset transactions occur daily as contractors are given keys, radios, hi viz vests and any other item that is required on the job. These assets are issued and returned electronically and assigned to each contractor or employee so that at any time you can produce an asset register list and see who has what asset.

At the end of the event which lasts for 30 days Opera Australia can produce a list of any assets that have not been returned with the details of the contractor or employee and contact details to assist with the return of the assets.

For many years now customers have taken advantage of the Asset Module in the old version of our software. It is not long now until this module is released in the new version of our software with all of the features we have had for years plus many new features to make the management of assets in your building easier than ever before.

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