You know you have said it before, but now is the time to make the change and make 2018 the year to upgrade your old manual sign in books with an automated Visitor Management System.
An automated Visitor Management System takes the hassle away from your current manual process and will free up time at reception and many other administrative roles and departments allowing them to focus on more important revenue raising tasks.
A Visitor Management System will replace the old carbon copy books to sign in visitors but it can also do a lot more, just to mention a few;
Improve visitor safety with short onsite inductions and evacuation information and procedures
Easily manage contractor and supplier profiles and compliance through a Service Provider Portal
Create online induction courses for contractors and employees
Manage employee attendance ensuring they are accounted for in an emergency evacuation
Real-time data for reporting on employee presence, contractor hours, evacuations and so much more
Asset Management takes the hassle away from tracking where those assets are and who is responsible for them
Added benefits are that the system is web based so there is no software to download and it can be deployed in minutes.
Safety in the workplace starts with knowing who is on-site, so having access to an easy to read, real-time summary of information on key people presence at any time and at any given location is essential in the workplace.
See at a glance how many visitors, contractors and/or employees are on-site, either on your PC at your desk or on your mobile phone when you are out and about.
You can have unlimited customised dashboards including a GeoMap. Know where your contractors or employees are when working on multiple sites with GeoMap using a Google map display.
If you like the sound of these features and you would like to know more about how you could implement them at your workplace see below.
The past 12 months has been very hectic with Schools, Colleges and Universities signing up to better manage the presence and compliance of visitors, contractors employees, volunteers, casual teachers, contract teachers like music and sports specialist teachers.
I have put together a short video highlighting some of the more popular areas of the software these customers are using.
1/. First impressions Count – you only get one chance to make a first impression Avoid waiting in queue’s and sign in with a branded self-serve sign-in visitor manage kiosk. There are so many kiosk options, from a simple iPad to the all in one IQ Kiosk including a built in camera, visitor label printer and bar-code scanner.
Camden Council’s knows how to impress with their branded all in one IQ Kiosk
2/. Pre-register your visitors Allows your visitors to receive important information prior to their arrival such as; their host details (picture, mobile number), address with map, evacuation instructions, parking details, Guest Wi-fi tab and even tips for the best local coffee shop. Your visitor can now use their mobile phone to scan in at the visitor sign-in kiosk for a quick and easy sign in process using a QR code.
3/. Safety in knowing what’s expected of you whilst onsite A visitor sign-in questionnaire will generally include a few questions based on what is expected from you on-site including some safety messages and procedures such as an evacuation map, any danger zones and rules ie. no smoking, no camera’s, safety gear required etc
4/. No more long waits for your host Following your simple and fast self-serve visitor sign-in your host will be notified by email or SMS or both of your arrival. If you were asked to enter your mobile and photo capture on arrival they can now call you if they happen to be held up and also be able to identify you immediately.
5/. Visitor Confidentiality When visiting an organisation with a manual visitor guest book all your details on on display for everyone to see; your name, your company and even your contact details. With Visitor Management Software you put your visitors privacy as top priority. Privacy can be paramount in certain fields, like legal and financial.
If you too value your customers and visitors on-site experience and would like more information on Visitor Management Systems Book in a Free Demonstration
Safety and security starts with knowing who’s on-site.
Is your school still using a manual paper sign-in system for visitors, casual staff, volunteers and contractors?
First impressions count…. and with an automated sign-in system you can customise and brand your sign-in kiosk by using multiple images and/or a logo on a rotation. It’s simple enough to change your images for a special event or festive season.
Many schools have already made the move from manual paper sign books, not only because it is quicker and easier, saving time and money but because of the security of knowing who and why visitors are entering school and if they are permitted.
A visitor label pass is a simple and visual way to know that a visitor has been checked in and compliant with your schools policies as set up in the sign in kiosk.
By signing in a visitor you will get to know the follow;
Full name, where they are from and who they are visiting (minimum requirement)
Your visitor has completed and agreed to any location induction you have set up
Any contractors – completed inductions with licences and insurances up to date
Why do you benefit from knowing this;
You can accurately report with real-time data who is on the premises in the event of an evacuation
Security of only permitting those on-site that are compliant – up to date working with children checks, qualifications etc
Beyond safety there are many other features within the system to make your school run more efficiently such as the ‘Asset Management’ module, where you can manage any item that is lent out and due back for example; keys, iPads, projectors etc
For more information on Visitor Management for schools call Time & People on 1300 800 077