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10 popular ideas from customers for your visitor management kiosk – Suggestion 2

A visitor management kiosk allows you to do a lot and this series will share with you 10 popular things customers
will do with their visitor management kiosk.

Customer top idea number 2

In buildings with multiple tenants it would look strange to see 20 visitor management kiosks one for each tenant,
why not install one kiosk to manage all 20 tenants?



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Multi Tenant Visitor Management System functionality will change the way you manage multiple tenants.

As more time goes buy and more customers come on board using visitor management systems the functionality of visitor management systems must continue to evolve. Here is our most significant feature update for 2017 – Concierge desk management for multiple tenants. We have many customers managing multiple tenants in a single building, up until recently it was a little awkward and time consuming managing multiple tenants in the one building through the visitor management system.

Any concierge person given the correct access to the visitor management system can now sign in visitors for any tenant in the building, each tenant must have their own account. Every tenant can pre-register visitors coming to the location giving the concierge desk visibility of all visitors coming into the building from a central concierge desk. Some customers have turned on the feature to only allow pre-registered visitors to sign in stopping cold callers or marketers trying to get in the door. If you are not pre-registered you will not get in if this feature is turned on.

Setting up a visitor management system concierge desk kiosk will increase security of all people coming into the building including visitors, contractors and can even include the presence of employees on site for evacuation purposes.


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Visitor Management – signing in employees for evacuation without signing them in!!

This problem comes up often……the customer says we want to use the evacuation module but we do not want the employees to sign in and out every day.

We have a great solution that came to us from some schools in Western Australia. Several schools really wanted a current live list of who was on site including teachers but they did not want teachers to sign in, complicating the problem further they wanted casual teachers to sign in and out.


Turn on the auto sign in and auto sign out feature for employees, automatically sign in and out all employees excluding the department casual teachers. So every teacher is now signed in.


All we need now is when a teacher calls in sick is one of the admin staff to simply sign the sick teacher out and now they are not on the evacuation report. This solution can easily work for any business where you want to have an accurate evacuation report but you do not want employees to sign in and sign out.

Should you want employees to sign in and sign out or already have this data from turnstile access control or employee time and attendance systems like Deputy then we have an API that can automate this process.

Visitor Management for multiple tenants just got easier!

One of our most asked for features in 2015 was the ability to manage multiple tenants in a single building. Thanks to the awesome work of our support team the module is now available globally to all customers.

Who will use Visitor Management software for Tenants?

Building Managers, Facility Management companies, Strata Management, Superintendent in fact any person or company that assists multiple companies in a single building can now have a single kiosk downstairs to service every company in the building.

Visitor Management just went to a whole new level


One Kiosk, Multiple Tenants

Multi Tenant Kiosk


Book in a demonstration below and I will walk you through the functionality.


What country is your data held with your Visitor Management System?

When you start using a visitor management system that is cloud based and electronic automatically all of your data is stored in the cloud. This is not a problem as there are millions of solutions now storing data in the cloud. Data warehouses around the globe have become professional and provide the tightest of securities to protect your information.

But what if you’re based in one country and the service you subscribed to is based in another country for example what if you’re based in Sydney Australia and you subscribed to a service coming out of the UK. Where is your data? The overwhelming answer to “where is your data” is often in the country that the supplier resides. Today you can live in the UK and provide a software solution globally and a company in Sydney could subscribe to the service coming from the UK. People don’t often spend a lot of time thinking about this however we get asked weekly from potential customers that all-important question… Where is my data stored?

We went live with visitor management software in the cloud more than 7 years ago now and initially we only had a server in Australia in Melbourne. As soon as we got our 1st USA customer we decided to put a server in the USA so that all of the data for the USA customers was kept in the USA. Along came our first Canada customer and the same thing we put in a server for Canadian customers to have all their data stored in Canada. Now USA customers have all their data stored in USA while Canadian customers have all their data stored in Canada, UK customers in the UK, Australian customers have all the data stored in Australia, New Zealand customers have all their data stored in New Zealand and so on it goes around the world. Each country we store the data on servers in the country of origin. We do have some customers using our software in countries where we have not established a server at this stage. These companies are in smaller countries that at this time don’t seem to be concerned about having the data stored on a USA server or an Australian server for companies in the Asia-Pacific. We always give the customer the choice.

Many countries are still working towards the rules around cloud software and where data should be stored. Some companies have made clear policy and insist that the data for USA companies is stored in USA, data for Australian companies is stored in Australia and so on. Next time you buy your cloud software product if it is visitor management or rostering or time and attendance make sure you ask… where is my data stored? so that you can ensure that your data is kept in the country that you want or need.

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Bar codes are everywhere but where did they come from and how do we use them for visitor management?

Bar codes are everywhere but where did they come from and how do we use them for visitor management?

Long before bar codes and scanners were actually invented, grocers knew they desperately needed something like them. Punch cards, first developed for the 1890 U.S Census, seemed to offer some early hope. In 1932, a business student named Wallace Flint wrote a master’s thesis in which he envisioned a supermarket where customers would perforate cards to mark their selections; at the checkout counter they would insert them into a reader, which would activate machinery to bring the purchases to them on conveyer belts. Store management would have a record of what was being bought.

The problem was, of course, that the card reading equipment of the day was bulky, utterly unwieldy, and hopelessly expensive. Even if the country had not been in the middle of the Great Depression, Flint’s scheme would have been unrealistic for all but the most distant future. Still, it foreshadowed what was to come.

The first step toward today’s bar codes came in 1948, when Bernard Silver, a graduate student, overheard a conversation in the halls of Philadelphia’s Drexel Institute of Technology. The president of a food chain was pleading with one of the deans to undertake research on capturing product information automatically at checkout. The dean turned down the request, but Bob Silver mentioned the conversation to his friend Norman Joseph Woodland, a twenty-seven-year-old graduate student and teacher at Drexel. The problem fascinated Woodland and the rest is history as they say.

I remember when smart phones first came out I wanted to invent an app that simply scanned all of the items in our grocery cupboard to help the family finding product in the cupboards that were 2 or 3 years past the use by date. I often wonder the value of all the groceries that are purchased but never used around the world. I can see from some googling there are now dozens of apps that will help you manage the food in your cupboards all driven by bar codes. Some of these apps look very clever as you would expect now that we’re approaching 8 years since the very 1st smart phone was released on June 29, 2007.

Reading over a lot of information on the web around bar code apps and I can see that despite technology moving forward there is still a lot of crap out there. With more than 5000 apps a week being released I wonder what small portion of these are actually used by more than 1000 people. While looking around today I did discover this website that helps you compare apps in a category

Outside of groceries there are millions of places where bar codes are used.

  • Fed Ex – biggest users of barcodes in the world
  • Hospitals
  • Boarding passes
  • Receipts
  • Frequent Flyers
  • Universities
  • Loyalty Program cards
  • Credit cards – HSBC
  • US Drivers Licence
  • NZ drivers licence
  • Qld working with Children
  • Access Security
  • Libraries

How do we use bar codes in visitor management?

  • Visitor Sign Out – The most common way we use bar codes is where a visitor pass is created for the visitor that includes a bar code. This bar code can be scanned on the way out to signed a visitor out.
  • Employee sign in and sign out – while we have a host of ways that an employee can be included in an evacuation report the easiest way is for an employee to simply scan in and scan out using a bar code. In countries all over the world barcodes are used for this purpose. New Zealand for example has a bar code on the drivers licence allowing most employees to use their drivers licence to sign in and sign out. Not all countries have a universal bar code like New Zealand. How hard would it be for countries to add a bar code to the drivers licence? In Queensland Australia the working with children card provided to all teachers includes a bar code making it easy for schools in Queensland to ask teachers to scan in and scan out. In the US Most importantly, at least for our US users, the PDF417 is the only bar code type approved by the Department of Homeland Security for  RealID-compliant drivers licenses. This is, in part, because a PDF417 bar code can store a lot of information: almost everything on the front of a driver’s license is stored in the bar code.
  • Contractor sign in and sign out – frequent contractors are often given a photo ID card which can include a bar code that can be used to sign the contractor in and out.
  • Asset Management – This is a popular module. Nearly all of our visitor management customers could use asset management. Many still don’t take that next step to move the issuing of keys, cards, vehicles etc to an electronic system. Going electronic with asset management allows you to within seconds pull up the details of who was driving a particular vehicle on a particular day last month. This information can help you when companies receive speeding tickets. A recent example I saw was where a company received a speeding ticket for $2900. The actual fine for an individual driver was around $130, the $2900 fine to the company is used to force the company to nominate the actual driver. Electronic asset management makes this process fast and easy.

Book in a Visitor Management demonstration and we will show you how bar codes can assist you in your business with visitor management, employee management and contractor Management.

Visitor Management feature of the month – assisting your company with visitor compliance

While we have a lot going on right now with many new features being made available in 2015 acknowledgement messaging is one of my favourites.

What is acknowledgement messaging?
Acknowledged messaging gives you the ability to create a message that you can deliver to any person or group of persons coming into or out of your location when they sign in and sign out through the visitor management kiosk. You could create a message at 10:00 am that could be delivered to the next visitor signing in at the visitor kiosk at 10:01 am. You can do this locally for any location or globally for multiple locations all from your own PC.

Contractors can also sign in and sign out through WolMobile on their own mobile phone. When they sign in and sign out they can also receive location specific acknowledgement messages that they must acknowledge to complete the sign in and sign out process

Acknowledgement messaging

Contractors can also sign in and sign out through WolMobile on their own mobile phone. When they sign in and sign out they can also receive location specific acknowledgement messages that they must acknowledge to complete the sign in and sign out process for compliance purposes..

WolMobile Select Sign in                    WolMobile sign In               WOLMobile select signout
Sign into a location                                       Select your location                                 Receive compliance message

Having the ability to create acknowledgement messages gives all users of the visitor management system a higher level of visitor compliance including employees, contractors and visitors. I find myself writing more and more about visitor compliance.  The ability to manage electronically visitor and contractor compliance  has increased significantly over the past decade as more and more companies are moving away from a person to person manual process when receiving visitors and contractors on to a location. Self-serve visitor and contractor kiosks are on the rise.

With the increase in the amounts of visitor and contractor kiosks that are being implemented for self-serve entry into a location the requirements for compliance have also significantly increased, how can you get key messages to people when they sign into your location? Self-serve visitor and contractor kiosks need to have the ability to stop a non-compliant visitor or contractor from coming on site.

Examples of an acknowledgement message when people are signing in include

  • Informing people of a hazard
  • Informing people of a planned event to occur that day on site
  • Informing people of a change in a condition on-site

Examples of an acknowledgement message when people are signing out include

  • Informing people of a hazard that may affect their departure from the location
  • Informing people of a planned event to occur the next day/week that may affect whether they return to the location
  • Asking a lone contractor to confirm they have complete a task at a remote location when leaving.

Acknowledgement messaging is just one of many features that are available with your electronic visitor management system to assist your company be more compliant than with a paper based management system.

Would you like to see more, took in a demonstration and will take you through this and many other features.

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Omega Tool Corp selects Time & People to supply Visitor Management solution

Continuing with our series promoting customers from 2014 and 2015.

Corina first made an inquiry to replace the ancient sign in board with a modern way to sign in visitors and contractors. Corina signed up for the 30 day visitor management trial so she could not just look at the system but so the system could be used. The best way to know about a system today is try the system.

At the same time Corina was trying other software on the market. Corina was looking for a good Lobby/Reception attendant software system to manage visitors into the building. Corina explained how they were trialling another solution that was not working very well for them.

I suggested to Corina that we move to a demonstration of the software. I explained that when you take up a 30 day trial of any solution that a 30 to 60 minutes demonstration/training session will bring you up to speed on many of the hidden features that you can sometimes miss when going into the software without any training. We completed the demonstration and Corina’s immediate comments were that our software was much easier and friendlier than the other system they were also trialling.

Corina went live in the middle of October 2014 and by the end of October was sending other companies our way who had shown interest in the visitor management software.

More information on Omega Tool Corp

Omega Tool Corporation is a global leader in the engineering and manufacturing of plastics tooling. Omega offers solutions for complex tooling challenges for many OEMs, Tier 1 and Tier 2 customers worldwide.

Omega Tool Corporation takes extreme pride in our team members and unlimited capabilities in all aspects of the tooling industry. From new builds, engineering changes, repairs, troubleshooting of tooling issues, and engineering concerns.  Our team members are highly motivated and skilled to bring you the optimum quality service you deserve. With 30 years of expertise in the tool and die industry, our dynamic team are here as your service provider.

WOL2 new features being released this Friday

We are excited to announce the following changes coming in WOL2 this weekend. This month we have moved more customers from WOL1 to WOL2. The feedback has been amazing, there are so many comments.

Custom Questions is one of our most popular features in WOL1 and will now go live in WOL2


1.  Service Provider Management

Service Provider Management

Does your organization engage with external service providers like contractors and suppliers? Do you have a regulatory obligation to account for contractors and suppliers when they are on-site? Do you spend too much time managing contractor and supplier information, insurances, access rights, safety, security, and inductions? If you answered yes to any of these questions WhosOnLocation new Service Provider management Add-on will make it easy for your organization to manage these elements of compliance.

2.  Custom Questions

Custom Questions

A new custom question editor will allow users to create a range of question types including single-choice, multi-choice, short answer free text, long answer free text, Waiver Acknowledgement, and Image acknowledgement type questions. In addition you can add a ‘Watch this Video’ element to your sign in process. The ability to capture critical information from your visitor in order to validate their rights to be on-site, as well as the ability for your organization to communicate core health and safety and security policies, will be made easy with this great new enhancement.

3.  Custom Conditional Questions

Conditional Questions

Conditional questions is a feature that changes what question or page a visitor sees next based on how they answer the current question. Conditional questions creates a custom path through the visitor sign in process that varies based on a visitor’s answers. Conditional Questions is a great way to identify visitors which may pose a risk to your organisation or may need to be managed in a certain way once on-site.

4.  Triggers

Smartphone with message bubble about new mail

Triggers take action when a ‘condition’ is created or updated. For example

  • Use a trigger to send email and/or SMS notifications when a Service Provider is still on-site after your ‘curfew’ is past.
  • Setup an alert whenever a contractor or visitor answers a specific sign in question a certain way.

5.  Maximum Occupancy Alerts

vector communication conceptual meter indicator

Set the maximum occupancy limit for your building, office, manufacturing plant etc… then set a Trigger where if the Maximum Occupancy (total employees, visitors, and contractors on-site) is reached an email and/or sms is sent to nominated recipients in your organisation to alert them to the fact the Maximum Occupancy has been reached. About WhosOnLocation WhosOnLocation is a cloud service that brings together visitor, contractor, and employee presence, induction management, identity management, and access rights control into a single integrated solution. These services enable any organisation with an obligation to protect the well-being of its employees, visitors, and contractors as well as a need to provide security for its assets and intellectual property with a robust, secure, easy to deploy, easy to use, cost effective solution.

Visitor Management visitor label printer review

While there are hundreds of printers available today for standard printing there are only a couple of visitor label printers that will produce visitor labels for your visitors when they sign in through an electronic visitor management system. Which visitor label printer should you use?

DYMO Visitor Management Label Writer 450 and 450 Dual

The DYMO visitor label printer range includes the very popular 450 and the 450 Dual. The dual Twin Turbo visitor label printer allows you to include 2 roles of labels for the busiest reception areas.

SALM450_dymo_dymo_labelwriter_450_label_printer_silver LW450TT_frontDYMO Dual


Brother Visitor Management Label Writer QL 720N

Along comes the Brother QL-710W and QL-720NW label printers which now support AirPrint.
This is the smartest looking label printer I have ever seen to produce Visitor Labels.



Comparing visitor label printers is not like comparing Google and Altavista. It’s not like comparing Gucci and Target in fact comparing visitor label printers comes down to 2 key features.

Visitor Management visitor label printing key feature 1 – Wireless Printing
Wireless printing or printing using Bluetooth technology is a feature now available in the Brother QL visitor label printer range. This feature at the time of writing this article is not available in the DYMO label printer. The Brother QL printers offer ultra-fast print speeds of up to 93 labels per minute which is perfect for groups of pre-registered visitors.

Wireless printing opens up the opportunity to use the Brother visitor label printer to print visitor labels from an iPad

Visitor Management visitor label printing key feature 2 – Auto cut off
The auto cut off feature that is in the Brother visitor label printer is gold. One of the issues that appears from time to time with the DYMO visitor label printer is that the visitor has to tear off the label and if they tear in the wrong direction the visitor label some times will not tear off correctly. The issue with the DYMO visitor label printer can be greater when used inside a visitor management kiosk.


Over the past 7 years as we have provided visitor management software all over the globe the DYMO visitor label printer has clearly been the most popular printer of choice by our customers including manufacturing, office, construction, schools, windfarms and many other types of businesses

Now that the Brother QL visitor label printer range includes wireless printing and also has the auto cut off feature it is hard to go past this printer for printing visitor labels.

Connect your DYMO or Brother visitor label printer to a visitor management system.

Try Visitor Management for free image


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