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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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Know who is on-site at a glance with customised dashboards…

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.

WOL Dashboard view

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.

WOL Geo Map dashbpard

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.

Visit –
Call – 1300 800 077
Email –

Book in a Free online demonstration or start a 30 Day Free Trial – Click Here







George Weston Foods expand WhosOnLocation Visitor, Contractor, Induction management to Tip Top Charmhaven

George Weston Foods originally started using WhosOnLocation Visitor, Contractor and Induction Management software on several AB Mauri locations in 2015, now called Mauri ANZ. This week the Tip Top brand from George Weston Foods has selected WhosOnLocation Visitor, Contractor and Induction management software starting with the Charmhaven location on the central coast of NSW.

Key for the selection of WhosOnLocation was not only the ability to assist with the presence on site of visitors and contractors but also the need for a detailed induction management module allowing for inductions to be built and managed by Tip Top staff. Inductions are required for all visitors and contractors upon entering the location.

Tip Top produce 7.8 million loaves of bread every week and 338,000 cake pieces. Famous brands include Sunblest, 9 Grain, English Muffins and Golden Crumpets. George Weston Foods also own Don KRC and Jasol.

This is a full circle story for myself after working for Tip Top many years ago including at the Gateshead location near Newcastle in 1989 when the Newcastle Earthquake struck on December 28. I also as a 16 year old worked for my father at Kelly Bakery in Orange. The picture below is after an oven break down and repair where over 72 hours all the trays of the bread oven had to be removed and the chain replaced.


I was also lucky enough to be involved in the invention of the square crumpet through Golden Crumpets in Newcastle at Broadmeadow

Book in a demonstration and see how WhosOnLocation Visitor, Contractor and Induction Management software can assist you in your business.

Visitor Management software running on a 65 inch interactive white board – say what!!

I love these stories and enjoy sharing when they happen. Up until yesterday my only experience with Interactive White Boards has been with my kids in school. The kids tell me how cool they are the I have seen them in classrooms being used.

I also have a business colleague who for many years has provided interactive whiteboards to schools all over Australia.

Yesterday I took a call from Elliot who works for Ricoh in Perth. He called with an issue where we had looked at a number of visitor management software systems only to find they only worked on iPads. Elliot had a customer quite keen to put an Interactive Whiteboard in place in the reception area to run the visitor management software for the building.

Elliot had the Ricoh IWB D6500 a 65 inch interactive whiteboard and wanted to know if our software would work on his interactive white board. I asked Elliot while on the phone could he set up a web browser on his Interactive Whiteboard, Elliot said he would set up and call back in 5 minutes.

When Elliot called back I gave instructions to log into a demonstration visitor management kiosk and of course the rest is history :)) Elliot was impressed and I asked for a picture, how could I blog about this story without a picture.


This screen makes our largest Visitor Management Kiosk :))


If you would like to know more about the 65 inch Ricoh Interactive Whiteboard you can contact Elliot at the office on 08 9347 0450 You can also read more here


If you would like to impress your customers with a visitor management system connected to a 65 inch interactive whiteboard and would like to book in a demonstration you can book in here


6 time saving tools for reception that will make you stand out to your boss

After talking to thousands of reception staff over many years I believe I have more than enough information to compile a top 6 list of time saving tools for reception staff that will not only remove stress for your every day routine but will also save you time. Every one of these top 6 time saving tools will save you time in your role today.

I have listened to reception staff explain the issues they have where they may need something but have no budget or are simply afraid to raise an idea for fear of failure. Every one of these top six time saving tools will make your boss happy!!

From managing data in excel spreadsheets to booking meetings, managing visitors, scheduling employees it is all here.


Lets get started with number 6 but make sure you check out number 1 as number 1 has made my staff happier and saved several hours every day. Combine 2 or more of these tools and your day will improve like you could not have imagined. Have a great 2016.

6. Have you ever had your computer die on you losing all of your favorite bookmarks that you had built up over several years to make your day easier when looking for things….I don’t know a person that this has not happened to. How long did you spend rebuilding your list and what did you lose?


Xmarks will save you many hours on that day when your computer dies, this tool is not only great for the office, it is also great for home and best of all the tool is free. Xmarks will allow you to save your bookmarks so you can call on them later, you can even set up a profile for home and a profile for the office. If you are working from home one day you can simply log into the office profile and on your home computer you will find all of your office bookmarks saving you considerable time.

5. Do you work on spreadsheets, do you need to move to another office to show the results of your work? Have you ever had to send a spreadsheet to a colleague then wait for the spreadsheet to come back with changes….this tool will save you and your colleagues hours every day.

Google Spreadsheets

I am a self confessed google spreadsheets user, not only for the office but I also use Google Spreadsheets to help me manage the local football team that I coach. The power of Google Spreadsheets in not in the spreadsheet itself but in the functionality that comes with the spreadsheet. I can share a spreadsheet with a colleague online and live. At the same time we can both be logged into the spreadsheet looking at the information live, if I make a change my colleague can see the change instantly, no more emailing spreadsheets waiting for them to be returned.

4. Are you involved with the organisation of employees, do you have to organize employees to be at work at certain times? If you are involved in scheduling your employees to be at work and you use spreadsheets or a notepad? this tool will get you a promotion….

Deputy scheduling software

If you are the person spending hours every day organizing employees to be at work at certain times and you use a spreadsheet and your telephone to do all of the organizing then this tool is for you. Build your schedule, push a button the schedule goes automatically out to all of the employees. Employees can advise availability, swap shifts if you give permission and much more. This tool will save you several hours every day and remove a huge amount of stress. No more making 20 phone calls to find a few people to fill a shift.

3. When I talk to people who are on the phone a lot all day one thing stands out, reception staff who use headsets are less stressed than reception staff who do not wear headsets. This is one of those things that once you try it you cannot go back, a bit like once you go to 2 screens on your computer you never want to go back to one screen.

You can fins headsets from hundreds of suppliers online, just google headsets and you will fins many options ranging from 30 dollars for USB headsets to many hundreds of dollars for wireless headsets.

Headsets instantly remove telephone stress, no matter which way you try and hold a telephone as soon as you put on a headset you instantly feel less stress. This is a tool that will help you every minute of the day, the more you use the telephone the more you have to gain from moving to a headset. A wireless headset is the ultimate as this allows you to continue the conversation but you can get out of your chair increasing your bloodflow and removing further tension from sitting for long periods.

2. There are so many ways a receptionist can lose time during the day, visitors and contractors in a busy reception area can chew up all the available time a receptionist has available.

Visitor Management Software

Visitor Management software will have an instant impact on your time with visitors who are able to self register their presence on site by signing in at a self serve touch screen kiosk. The Visitor Management software will then send an email or SMS to the host automatically saving you a large amount of time every day where you are chasing down the host for the visitor. Visitor Management software does so much more than just sign in visitors for you, you can also manage keys and cards through the asset module, fire wardens can manage evacuation drills with the evacuation module, facility managers can manage contractors through the contractor module and much more.

1. My number 1 has taken more stress out of the reception staff and saved more time than any other tool we have ever introduced to the business. Every one of the above tools removed an amount of stress, my staff say this one tool has not only taken away stress but has also saved several hours every day.

Schedule once

ScheduleOnce allows you to build a calendar of available time for your boss. The calendar will sync with your bosses existing calendar so if he adds a 2 hour block of time to go watch the kids at school in a performance to his calendar this time is automatically removed from the calendar system.

The biggest time saver here is the time spent going back and forwards trying to book in a time with customers, suppliers etc. The software will manage this process for you including completing auto confirmations of the meeting.

If you wanted to give your boss the best tool of the year and you are currently managing meetings and appointments manually then this is the tool for you.


If you can combine 2 or more of these tools in your office you will remove an enormous amount of day to day stress, have a great 2016.


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.

Book in a visitor management demonstration


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.

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