Visitor Management On Demand

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Sydney Anglican Schools Corporation expand WhosOnLocation Visitor Contractor Management software into another location – Danebank College

Time & People over the past couple of years have made significant contributions to the school and college community with hundreds schools, colleges and universities all using WhosOnLocation Visitor Management Software.

Many have started with one location before expanding out to additional locations connected to the school or additional schools connected to the group of schools or colleges.

Sydney Anglican Schools Corporation had the first school go live with WhosOnLocation Visitor Management software at Thomas Hassle Anglican College at Middleton Grange in NSW. Over the past few months Shellharbour Anglican College, Nowra Anglican College and St Lukes Grammer have all come on board moving away from manual visitor and contractor books. The most recent college for Sydney Anglican Schools Corporation is Danebank College also looking to move away from manual visitor and contractor management.

Danebank like many schools and colleges also saw the benefits of the Assets Module where keys and any other asset are currently managed through notebooks or spreadsheets manually. Moving to an electronic register of assets like keys centralises all of the information from one or more key issuers.

Other schools and colleges to recently move to electronic visitor and/or contractor management include…

Wilderness School – South Australia
Knox Grammer School – NSW
Montessori School – Canberra
St Marks Catholic College NSW
Ravenswood School – Gordon NSW
Banora Point Primary School – Banora Point NSW
Sacred Heart College – WA
Rosebank College – Rosebank NSW
All Saints Anglican College QLD
Brigidine College – St Ives NSW


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2 reasons why you will use a visitor management system in 2017

While there are any number of reasons why you may consider using a visitor management software solution in your business in 2017 there are two reasons that stand out.

1/ Security
The number one reason for companies to implement a visitor management software solution in 2017 will be security. As technology continues to grow and expand bringing us new products like driver-less cars and pizza delivered by drones building security technology is also expanding. How can a visitor management software solution help you in your buildings with security?

Increasingly we are being asked by customers to only allow a visitor on site who has been approved by the host. If a visitor turns up to a location and has not been pre-registered the visitor management software can stop the visitor from gaining access. This feature that can be turned on or turned off can increase your visitor security in your buildings.

How do you know if John Smith who has just signed in on your visitor book is actually John Smith?

An example of how visitor management software could assist you to confirm that John Smith is John Smith would be the ability for the host to collect the visitor on arrival after receiving and email or SMS advising of the visitor arrival. Through a self serve kiosk the host could acknowledge the visitor is who they say they are. If you’ve never met the visitor a business card is an easy way to get some initial information about the person you are talking to, of course knowing the visitor was coming to visit you these days we can also search LinkedIn to read more about the person before we even meet.
We call this functionality host badge pass authorization. Strengthening your site security by only allowing authorized visitors to sign in to your visitor management solution. Once the host has approved the visitor attending the location only then the visitor pass will be produced, in other words no visitor can receive a visitor pass until approved by an employee in your building. Any time in the future you can review which employee approved the visitor and produced the visitor pass.

2/ Compliance
Ever since visitor management software was introduced to replace visitor management books visitor compliance went to a whole new level. Visitor management software today has many features like automatically booking a pre-registered visitor through your outlook or Google calendar. While these features make the management of visitors to your building much easier for the host/employee building security staff like facilities management are looking for more in the way of compliance.

How do you manage visitor compliance in your buildings?
The most common way for visitors to be deemed compliant his for the visitor to complete a visitor induction that can include any questions or statements that you need answered or acknowledged at your location by your visitors.

Some example questions could be……

1/ What is the purpose of your visit today
2/ What is the name of the company you work for
3/ Who is your host?
4/ In the event of an emergency would you need assistance to evacuate?
5/ How long you intend on being on site today?

Some example statements could include……

1/ Smoking is not permitted while on the grounds of this hospital
2/ Taking photos of students while on campus with a mobile phone or camera is not permitted
3/ When entering this facility you must wear safety boots please confirm you are wearing safety boots
4/ You will be asked shortly to confirm our nondisclosure agreement

The next level of compliance includes the ability to confirm drivers license, passports or any other legal document that you need confirmed on the arrival of visitors to your location. The level of compliance needed by our customers goes from 0 to 10 with zero needing no compliance at all. Powerful visitor management software solutions will assist your company regardless of size and compliance needs.

If you would like to see a demonstration of visitor management software that can help you with the security and compliance requirements of your buildings please register below for a one on one 50 minute visitor management demonstration, need an onsite meeting, please call 1300 800 077 to discuss your requirements.

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Evacuation Reporting
How do you know the names of visitors on-site at your location in the event of an evacuation? For most companies the answer to this question is we simply do not know….. If you have a list of things that you would like to achieve in 2017 add improving your evacuation processes

How do you manage your visitors at your locations?

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Building Evacuation Management Software 3 minute video

Visitor Management software traditionally has always missed the evacuation process. Having all of your presence on site by visitors, contractors and employees electronic and then needing to print a who is on site report manually just does not make any sense.

Introducing WolEvac an evacuation app made specifically for fire wardens. Removing the manual processes around evacuation while connecting multiple fire wardens together no matter how large your location/s.

Get detailed compliance reporting at the end of your evacuation drill/event



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What is the difference between a Floor Warden and a Chief Warden in an evacuation drill?

Every building has an evacuation drill process, after talking to hundreds of customers over the past few months about evacuation drills I can see the level of process, accountability and systems vary dramatically from one building to another. Multiple location companies have different systems for individual locations creating no consistency with the process. Some companies completely outsource the process.

What is the difference between a Floor Warden and a Chief Warden? and who is a Deputy Floor Warden? Many companies have multiple Floor Wardens and Chief Wardens, you need to take into account employees being on holiday or calling in sick, you do not want to find yourself running your first evacuation drill only to have key people missing, you need back up.

Lets run through the roles typically associated with each of these roles.


First a floor warden must be familiar with all of the procedures for an evacuation drill including The operation of the fire alarm system or emergency warning system. The Floor Wardens must also be familiar with any equipment that must be used in the event of an emergency. Floor Warden as the name suggests is for a person or persons who will manage a floor of a building or a zone of the building. Typically a building will have multiple floor wardens this in itself creates communication issues when running an evacuation drill in large buildings.

The Floor Warden must understand the exit routes and backup exit routes out of the building in the event of an emergency as the floor wardens will often be guiding visitors employees and contractors out of the building.  The floor wardens must also know who may need assistance….how can you be alerted about the people that need help?

WOLEvac7 FloorWardenlive update

Once a Floor Warden has cleared their floor they can go and assist other Floor Wardens to clear their floors. Floor Wardens may also be required to carry out the initial fire fighting procedures running fire extinguishers to assist bring the situation under control.

Watch a short 4 minute video showing how evacuation management has now gone electronic giving Floor Wardens tools to manage the evacuation process easier than ever before with detailed after the event reporting.

What Roles does a Floor Warden have in an emergency?

  • Once aware of an emergency commence to evacuate the Floor Wardens Floor or Zone
  • Commence communication with the Chief Warden to provide updates
  • Confirm with the Chief Warden your floor is clear and asked what else can I do to help



A Deputy Floor warden needs to step up when the Floor Warden is not available through leave or sickness or has been injured during the emergency. A Deputy Floor Warden takes on the role of Floor Warden in the absence of the Floor Warden. During an emergency where the Floor Warden is available the Deputy Floor Warden will assist in all of the duties to clear the floor or zone.


The Chief Floor Warden typically triggers the event, commences communication with all of the Floor Wardens and ensure the procedures are being followed as the building is cleared. the Chief Floor Warden will bring together all of the available information to confirm the building is clear of visitors, contractors and employees.

Any Floor Warden with the correct training can step up and be the Chief Floor Warden on the day of an evacuation where the Chief Floor Warden is absent.

How can you clear the employees, visitors and contractors in your building? How can you know who is safe and who is missing? After talking to hundreds of customers it is clear that very few have good structured practices for evacuation management, multiple floor wardens in large buildings with one visitor book, a print out of employees and a contractor book can be very awkward to manage, almost impossible I say.

What if you could have multiple floor wardens all with an app on their phone confirming people safe all at the same time that also provided a centralized place for communication between all floor wardens?Swipe safe


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Are you responsible for Evacuation Drills in your building? You must watch this!

If you are responsible for the evacuation drill real or practiced in your building what is your role?

Are you the Health and Safety Manager? Are you the HSE, SHE or HSQE Manager? Are you the Facilities Manager? Have you just been given the position floor warden or fire warden? No matter what position you have in your business if you are part of the team that runs the evacuation in the event of an emergency then you will want to watch this short video.

People management in evacuations just went digital

Since the release of our evacuation module to assist customers running an evacuation drill in our visitor management software globally the feedback from existing customers has been outstanding. Just today an existing customer in Australia said “this is so much more than I ever imagined when I initially asked for this feature” Mark From ZacPac went on to say this is a great reason to now have our employee start and finish times in the visitor management software for the purpose of evacuation management.

In the past 3 months I’ve spoken with many companies small and large when I ask about evacuation management all of the corporate’s have an annual, bi-annual or quarterly evacuation drill. The process is manual and when asked to go into detail about the process I am finding many companies with incomplete evacuation management systems.

I remember writing a visitor blog a few months back about a shipyard in Perth Australia running manual monthly evacuation drills taking around 2000 employees every month out of action for 2-3 hours, what do you reckon this was costing every month in down time?

If you have any of the following problems you should watch this video

  • We do not know which employees are in our building at any time of the day
  • We do not know what visitors are in our building at any time during the day
  • Our evacuation drills are not run very well
  • Our fire wardens / floor wardens cannot communicate easily during the evacuation drill
  • Our building is so large we have 8 floor wardens and the fire evacuation drill is a nightmare to bring together.
  • At the end of the evacuation drill we think we have cleared the floors but we are unclear on who was in the building before we even started therefore we actually don’t know if everyone safe
  • We take to long to clear the employees from the manual list
  • At the end of the evacuation drill I spend hours writing up reports.

I made this video recently for a customer….

Watch 4 minute simulated evacuation drill by the floor warden with detailed reporting

I have heard stories by customers being asked to pick up the books to go outside, pick up the ipad or tablet to go outside off the reception desk. In a real evacuation I don’t think it is a good idea to have to be told to pick something up as you are running out of the building.  What if you are running the other way?

I spoke with another customer this week who indicated they called in a professional company to run the evacuation drill twice a year, I asked how do they manage the evacuation process?…….the answer was on paper. The customer was quite impressed to know they could give access to the evacuation app to the outsourced evacuation company to assist with the running of the fire drill.

WOLEvac7 FloorWardenlive update

Give me a call or Book in a demonstration if you would like to see more.

Evacuation Management – How do you manage your evacuation process?

Evacuation management can be as simple as a book with a list of names, walk outside and start checking names off the list…..but what if you have hundreds or even thousands of people to check off, how can you do this with paper? The reality is you can’t or at least if you try you will need many hours to complete the task. I speak with dozens of companies every week all running evacuation drills manually, all with issues and stories to tell about how the manual system just does not work well enough.

How many floor wardens / supervisors should you have for every 100 people you are checking off as safe?

I remember speaking with a shipbuilder in Western Australia who had to complete an evacuation drill every month. Each month the evacuation drill took up to 2-3 hours to complete. 2-3 hours of downtime for nearly 2000 workers every month….. What cost would this add to your business?

WOLEvac7 FloorWardenlive update

Technology has made the evacuation process easier than ever before, welcome to WolEvac. Multiple floor wardens/supervisors can now all at the same time be signing people out safe during your evacuation drill minimizing the centralized list of the people who are missing. No more crosschecking paper lists like they still do in poll booths taking days or weeks to correlate the information.

While multiple floor wardens are signing out their area or zone or floor you can use WolEvac to also open up communication between the floor wardens. Every floor warden can see where every other floor warden is up to, finish your area sooner you can now go and assist other floor wardens check people out safe.

Evacuation drills include much more than just the visitors, you can also manage employees on site as well as contractors on site.

How can you get employee presence into your Visitor Management system?

While we could ask employees to sign in twice, once for time and attendance and once for evacuation it makes much more sense to integrate with the time and attendance product. WhosOnLocation can integrate with any time and attendance system that can share the data collected. Deputy is a very popular cloud based rostering system that easily pushes the data collected from employees signing in and out directly into the evacuation management software with the visitor and contractor information making a complete list of all the people on site for the evacuation drill.

School example
Just last week I was asked by a large high school if they could have 40 floor wardens, effectively in school lock down all the kids have to go to their own home room, each teacher needs to sign out their own zone, in this case the home room. This is a perfect scenario for WolEvac where each teacher can have WolEvac on their smart phone ready for the evacuation drill. How easy it becomes to deal with one student in the wrong room, teacher “a” signs the student out safe and teacher “b” can see the name is not on her list even though the teacher cannot see the student. 

Communication across 40 teachers in 40 different zones would also be made simple with WolEvac

Multiple location companies can put in place consistent evacuation management plans for the entire company creating global consistency.

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Building Evacuation Management – 1 app you cannot go without!

Evacuation Management is one of the most asked about aspects of our visitor management software. Quickly and easily accounting for all of the people present in your building can take considerable time with mixed results when running a paper based system.

How would you like to know how you were travelling during your evacuation process on the safety of all of the visitors in your building? What reports do you have in place for your annual evacuation drill? How long does your evacuation drill take?

WOLEvac5- people verified safe

Once you have your visitor management software installed allocate floor wardens, supervisors with access to run the evacuation. From the minute the evacuation starts the clock is ticking, set up as many floor wardens as you need. Each floor warden can be signing people out safe simultaneously….one of the outcomes on each evacuation is how long the evacuation took to complete from the time the evacuation drill is triggered to the time every person has been accounted for safe and the event is closed off.

4 simple steps

  • Trigger evacuation drill event
  • Single or multiple floor wardens can sign all people visible into safe
  • SMS any person not standing in front of you (could have walked out and gone to coffee shop for coffee)
  • Close evacuation drill event, look at reports, review processes for next evacuation drill.

WOLEvac7 FloorWardenlive update

  • Clear zones
  • Clear floors
  • Clear buildings

Detailed & Summary Reporting

WOLEvac9 detailed reporting

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Visitor Management – How can I better manage my evacuation / muster process?

Each month that goes by we get questions from existing and new customers around the ability for an employee to sign in and sign out their presence on site easily to assist with the evacuation process. Some of the initial issues raised with employees signing in and signing out their presence on site for evacuation management is the stigma behind management or salaried staff actually signing in and signing out each day. Some people believe this to be a form of time and attendance that is not normally completed by salaried staff.

When we talk about evacuation management of a building we need to know  who every person is that is in the building to successfully complete an evacuation drill.  This should include employee, visitors, contractors and any other person in the building no matter the reason for the visit.

I found this great PDF with information to assist you build an emergency plan. The last few pages of the PDF includes an emergency plan checklist

Evac image


If we wish to conduct evacuation drills we really should capture every person inside a building including employees, visitors, contractors and any other person that is on-site.

This brings about the question how do we capture the employees presence on site easily without making the process difficult for the employees. This is where technology is now available to assist make the process  of knowing who every person in your building is when conducting an evacuation drill.

Over the past 10 years one of those technologies that is going to revolutionize the way we track people in and out of buildings is with near field communication. The technology exists today to give an employee an access control card that they can hold in their pocket or wallet and when the employee walks through a door the card can be read automatically noting the presence of the employee on and off site for evacuation purposes. One of the issues  that we have encountered over the past few years is getting employees to make the physical transaction by signing in and signing out using a number of methods that are available.


Recent inquiries for this style of technology includes a ship builder in Australia who runs a monthly evacuation drill that currently takes several hours each month to complete with as many as 2000 employees, a government department that has hundreds of employees in the building looking for immediate evacuation reporting information. Next week we will look deeper into the cost of running manual evacuation drills.

Book in for a demonstration of the visitor management software with the link below and see how you can improve your evacuation process.

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