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Visitor Management software integrated with Brivo Access Control

Brivo Access Control is one of the first access control systems to go cloud, what does that mean that your access control, is in the cloud? The simple answer is everything becomes easier with better access control data and easier access to access control data, more mobility and flexibility.

Imagine if you could reduce the cost of your access control system by the cost of the access control cards only, what would this cost be to your business. Technology is moving and you can now access a building with your mobile phone, no card required. This is Brivo Cloud Access Control. I have spoken to customers who pay as much as $50 per access control card, multiply this by 500 employees and this is a massive cost. I have been in buildings where the cost of lost cards annually exceeds $10,000….how many cards do you lose annually and what is the cost to your business. Many customers tell me how employees could have 3,4 or 5 cards in their desk. The employee comes in Monday and forgot the card so gets issued a temporary card. I have been in an office on Monday morning where the security team issue 50+ cards every Monday to staff who have forgotten cards. These cards have a cost and many are sitting in draws.

What if your building did not need access control cards and the associated costs?

What problems does Brivo Access Control solve for you?

  • Manage entry into your buildings remotely so when your employees forget their access cards, you can allow entry from anywhere
  • Using Brivo gives you the freedom to work where you please, while being able to run access for your business from one central location
  • Give the convenience of mobile access to your employees and customers so they can enter your sites with just their smartphone
  • Spend less time managing your security, and more time running your business

How does Brivo Access Control work with Visitor Management software? – This is a great question, why would you integrate access control with a visitor management software solution? The number one answer to this question is an evacuation report for the building that includes all employees, visitors and contractors who are currently on site. Typically access control systems do a good job with employees but visitors and contractors even if issued an access control card can be hit and miss. Integrating Brivo Access Control with Visitor, Contractor and Induction management software allows you to build out the ultimate and most accurate evacuation report for your building/s

Brivo’s mission is to provide commercial physical security solutions that are simpler and better than any other technology on the market. To us, that means making the best access control systems in the world at the lowest possible cost for our customers.

Want to know more about Brivo Access Control and Visitor Management for your building book in a demonstration below

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http://meetme.so/petermorrissey

 

 


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

Book in a 50 minute demonstration or a 15 minute call or Start a 30 day trial


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

vm-school-logos-dec-15

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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

 

 


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


Should I replace my visitor books with an electronic visitor management system?

Here is a very popular question should I replace my visitor books with an electronic visitor management system? and what will it cost?

I received this question yesterday….
Just exploring ways to reduce costs at the moment – currently purchasing visitor books and then having to archive them as we need to keep them for a period of time. We have 7 sites. Can you please give me an idea on pricing?

Cost is one of the highest priority items when making a business purchase today, times are tough. if cost wasn’t the highest priority when purchasing a book to read we would still have physical retail bookstores. Kogan and Costco would not exist they only sell on price.

What other value can you achieve with an electronic visitor management system over your existing visitor management books? The top five answers to this question from customers are:

  • Compliance
  • Evacuation management
  • Communication
  • Instant reporting
  • Visibility across all locations

Visitor, Contractor Compliance

We hear of many types of compliance required by business with visitor management record keeping. I was talking to a quarry earlier this week and they have to report monthly the total hours worked on site by certain groups of visitors and contractors. Currently at the end of each month they go to the visitor management books and add up the total hours for the month. This process takes around four hours each month.

compliance can also include the recognition and acceptance of location-based safety rules. For example with an electronic visitor management system you can ask your visitor to comply with the site specific rules. These statements and questions can be created  specific to each location with the visitor electronically acknowledging any statements or questions that you put forward. Some examples include:

  • No smoking on site
  • No photos
  • Please wash your hands on entry
  • Please report all hazards while on site
  • Have you been overseas in the past 21 days
  • Did you injure yourself while on our location?
  • Have you been to an African country in the past 28 days?
  • Did you give your security pass back to the security guard?

Including these statements all questions as images allows visitors to understand the message quickly.

evacuation image

 

no camera warning

Compliance can also include current contractor insurance, workers compensation and other policies as well as on-site inductions.

Evacuation management

Having the ability to know who is in your building at the time of an evacuation is important. Having the ability to have this information in your hands at the time of the emergency is crucial. Visitor books have been fantastic for decades however when it comes to evacuation management visitor books are limited in their ability to assist all wardens and health and safety managers manage an evacuation.

What can you do with that visitor management book in an evacuation?

  • Pick up the book (if you can) and run outside
  • Tick off the names of the visitors in the book ( if you can read the writing)
  • Only one person can manage one book

What can you do with an electronic visitor management system in an evacuation?

  • You can access the  visitor management system from any smart device
  • You can access the system from the building next door
  • You can access the system for one location from any other location in your business
  • you can electronically sign off people safe for accurate evacuation management reporting
  • You can push and evacuation alert to all visitors, contractors and employees on site via SMS asking them to confirm they are safe
  • Multiple floor wardens or health and safety managers can be registering visitors, contractors and employees safe at the same time
  • You can quickly establish who is missing
  • You can provide historical evacuation management reports

Communication

Communication is my favourite, I wrote a detailed blog just a few weeks back on communication as it is the single biggest source of frustration for reception admin and security guard staff. The cost of a visitor management system is covered immediately by the increased company communication.

You can read my previous blog here

Instant reporting

This is where visitor management books and electronic visitor management systems are like cavemen and spaceman. Many initial enquiries about visitor management systems are about reporting. If you have ever needed to gather  data from a visitor management book you will know exactly what I am talking about. We see customers managing 10 visitors a day and 800 visitors a day it doesn’t really matter how many visitors a day you have coming into your business as send you need to report on any information using a visitor management book you know you are in trouble.

I have spoken to customers that have a visitor management book at the front of the building and another visitor management book at the rear of the building, can you imagine reporting on information contained in multiple books?

Electronic visitor management systems allow you to instantly report on:

  • Any employee
  • Any visitor
  • Any contractor
  • Any supplier
  • Any location
  • Any kiosk or entry point
  • Who needs assistance to evacuate in the event of an emergency

For any date period you choose, a single day, month, months or year. Within seconds you have the information in your hands.

hourly visitors

Visibility across all locations

Another favourite of mine is the ability to have all of the information from all of your locations at your desktop. I’ve spoken to companies with multiple locations multiple entrance points all run by manual visitor books. We have customers now that use the system to get a better understanding of how frequently suppliers are attending their locations across the nation for some companies the cost of the system is justified by this ability alone.

Summary

we have barely touched on some of the things we can do with contractors and inductions, these modules increase the value significantly of the visitor management system.

With the system costing as little as $20 a month for small locations how could you not replace your visitor management books.

 

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