Visitor Management On Demand

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Printing Photo ID Cards for employee & Contractors

WhosOnLocation visitor, contractor and induction management software is a database of all your employees and contractors as well as visitors to your location. Customers ask can we allow employees and contractors to sign in quickly, especially the regular contractors. The answer has always been yes, we can assign a token barcode or chipped card against the profile of the employee or contractor so they can tap in and tap out.

Now we can build a Photo ID card template in WhosOnLocation allowing you to build a templatge to print plastic Photo ID Cards. Once printed the card can be used to identify the employee or contractor as well as allow them to scan in and out at any self serve kiosk connected to the account globally.

Photo ID card printing Template
Contractor_Plastic_ID_card_template
WhosOnLocation gives you the ability to build an ID card template so you can print plastic Photo ID cards for your employees and contractors. Information in the database is used to populate the Photo ID card including
  • Company Logo
  • Person”s name
  • Persons Photo
  • Name of their organisation
  • Token ID Number
  • Date Token issued
  • Date Token expires
  • Barcode (for scanning in and out)
  • QR Code ( for scanning in and out)
  • Tag Name

There are two hardware requirements to print ID Cards, the correct cards to print on and a compatible printer.

Contractor_Plastic_ID_card_template

CR80 Cards

We have made our ID Cards available to be printed on the most common sized ID Cards used world-wide, CR80cards. The dimensions for this card size are 2.13″ x 3.38″ (54mm x 86mm), the size of a standard credit card.

CR80 Cards are plastic or PVC cards which are used to create permanent or semi-permanent ID Cards.

Compatible Printers

Because the CR80 card is so commonly used, it is compatible with most ID Card Printers. These printers are different from the standard label printer used to print paper badge passes for visitors and service providers.

ID Card printers print on plastic or PVC cards and often have the ability to print in color. If you’re not sure whether your printer can print on CR80 cards, we recommend contacting your hardware vendor or looking up the specifications online.

You can print one or many ID cards for your employees and contractors

Start a 30 day trial of WhosOnLocation today

Book in a dmeonstration – http://meetme.so/petermorrissey


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

 

 


Visitor Management 101 – Increase security with Visitor photo capture on arrival

Visitor Management software has come along way over the past 5 years. One of the more popular features is photo capture when a visitor or contractor signs in.

81_Headshot-Los-Angeles1-1000x799

Photo capture has exploded since the release of the first iPhone’s in June 2007. Quickly followed by the iPad in April 2010 we simply could not take enough photos. Now every smart device on the planet is taking photos and our biggest issue now is not what unit to buy for a camera it is where do we store all of this data.

I recently went through an exercise of bringing the families thousands of digital photos together into one place. We all have photos, we all have accounts connected to our smart device but nothing centralized all of the data into one place. After reviewing many options I selected Google Photos and it has been a breeze. We just had to wait for 4 weeks for all the data to load :)

Visitor Management now includes photo capture as a standard option that is very popular for employees, contractors and visitors. Collecting the photo of the person signing in can increase the security measures at your location.

Increased security is on the rise.

When a photo of a visitor is captured during the sign in process there are a number of things we can do with the photo.

Visitor_Sign_in_Image

  • Send the visitor photo to the host that was selected. It is possible the visitor and the host have never met, how good would it be of the host got a message that included a picture of the visitor. I have worked into some very busy reception areas where more than 1000 people a day will visit, at any one time you will always see dozens of people in the foyer waiting to be collected for a meeting or just been collected for a meeting. Seeing the face of the visitor will make this process easier.
  • The reverse of sending the visitor photo to the host would be to send the host picture to the visitor when they sign in. Using a self serve kiosk at the end of the sign in process if you have photos of the employees in your database you can send a picture of the host to the visitor to assist in the situation where they have never met.

Photo_ID_visitor_sees_host_photo

  • The Visitor photo is also stored in the visitor database where you can recall the image anytime in the future.

Visitor_Photo_in_location_manager

Book in for a demonstration to see how Visitor Management Software can help improve security at your location.