Visitor Management On Demand

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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 – visitormanagementsystem.com.au
Call – 1300 800 077
Email – natalieb@timeandpeople.com.au

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

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3 reasons to have a Multi Tenant visitor management system in your building

Why would you use a multi tenant visitor management system in your building? We have found 3 common reasons to include self serve kiosk/s in the foyer of your building to assist the concierge manage every single visitor and contractor coming into the location. Most buildings today do not register the name and contact details of the visitor or contractors coming into the building, some have a paper based system and even less have an electronic system in place. Many of the electronic systems in place do not have the functionality to allow multiple tenants on a single kiosk.

Need a concierge based visitor management system for your building – book in a demonstration

3 reasons to have a Multi Tenant visitor management system in your building

1/ Security – every building today has a responsibility to the tenants in the building to know who should be onsite, who is onsite and who was onsite. Visitor management systems today with concierge functionality will give you all of this information.

  • Some customers only allow pre registered visitors to sign in, if you are not pre registered you are unable to sign in, you can only be pre registered by your host or an assistant to your host.
  • Some customers need the host to collect the visitor with the visitor pass only being released at the sign in kiosk or concierge desk once the host has approved the person signing in.

2/ Visibility – with a paper based system or no system at all there is no visibility. Once you move to an electronic concierge visitor management system you can have full visibility.

  • Full visibility of who is coming into the building with pre registration
  • Full visibility of who is in the building
  • Full visibility historically of who has been in the building in the past.

3/ Reporting – extensive and easy to use reporting gives access to all the data for the concierge if required and also for each tenant.

  • Run concierge reports including contractors time on site for invoicing
  • Run tenant reports allowing tenants to report on visitors who are due, onsite and who have been in the past

Additional functionality includes triggered messages when a person over stays the visit or does not sign out when leaving.

Need a concierge based visitor management system for your building – book in a demonstration and we will show you how customers are using the software to assist with the presence and compliance of visitors and contractors into your location/s

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Time & People will show WhosOnLocation Visitor Contractor Management software at the Safety in Action Melbourne Trade Show & Safety Conference – 5-6 September

Safety in Action Melbourne Trade
Show & Safety Conference

Tuesday 5 September
10am – 6pm
Wednesday 6 September
10am – 4pm

Melbourne Convention & Exhibition Centre

Stand No.: F4

Ask for Peter Morrissey and mention this blog to get included onsite training.

Company Profile:
Time & People provide compliance management software to assist companies manage the Compliance & Safety of visitors – contractors and employees across your location/s. Modules include – visitor – contractor – induction – qualifications – key management – evacuation and much more. Come to the stand for a live demonstration.

Register your attendance 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.

Dad_and_me

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.


New OHS Regulations commence June 18 – How do they affect you?

Worksafe Victoria recently posted details about the changes coming into effect in 2017.  For the most part details are unchanged however in a couple of key areas where compliance needs to be elevated the changes are significant. The New Zealand Government earlier introduced significant changes also at the beginning of 2017.

What has changed in Victoria?

OHS Regulations changes

The new OHS Regulations 2017 are mainly the same. However, if you are in a workplace where asbestos is present; are a manufacturer or an importing supplier of hazardous substances or agricultural and veterinary chemicals; work in construction; or operate a mine or major hazard facility, you need to become aware of the changes. In most cases, compliance is required by 18 June 2017.

Most importantly, the new OHS Regulations 2017 maintain Victoria’s already high safety standards. In some high risk areas, like asbestos removal work, they improve standards. The changes also deliver significant savings to Victorian businesses in the areas of high risk work licensing and record keeping for designers and manufacturers of plant.

For some changes, transitional arrangements apply to allow duty and licence holders time to become compliant with the updated regulatory requirements.

If you are affected by the changes, WorkSafe has prepared a range of information and support resources to help you identify what to do to stay compliant when the changes take effect on 18 June 2017, available through the links below.

The Regulations have been renumbered with consecutive numbers, in line with the Office of the Chief Parliamentary Counsel’s guidance on the preparation of statutory rules. Reconciliation tables are available through the links below to help you quickly compare the numbering between the 2007 Regulations and the 2017 Regulations.

Support information

A range of information and support resources for the new OHS and EPS Regulations 2017 are available on this page.

For further information contact the WorkSafe Victoria Advisory Service on 1800 136 089 or at ohsregsreform@worksafe.vic.gov.au.

If you need to improve the compliance of people entering your locations please book in a 15 minute call to discuss – Book in a 15 minute call

 

 


Inductions – How long should they be?

Inductions – how long should they be?

A good question to ask yourself to answer this question “how long does my induction need to be” would be what information do I need to share with the person completing the induction. What safety information should every visitor know?

I have seen a 1 minute visitor induction a 21 minute visitor induction a 5 minute contractor induction and a 4 hour contractor induction. Some inductions are so long they can go over several days. How long should your induction be?

I often hear “2 years” as the answer to my question how frequently should an induction be renewed? 2 years….really….do you think we can remember information from 18 months to 2 years ago?

What if you could break your induction down into 2 categories and then deliver the information more frequently?

Category 1 – information you must give the person completing the induction that is mostly of general knowledge and less location specific like a corporate drug and alcohol policy, company video.

Category 2 – information that is very site specific like the evacuation points, on site issues today.

Inductions would have much more effect I believe if we deliver less in the first category and more in the second. How could this work?

You can still have your detailed corporate induction I am simply suggesting taking some of the information out of this main induction that is location specific and more focused on location specific health and safety information and moving this data into an onsite location specific induction that can be completed daily, weekly, monthly quarterly 6 monthly or annually. Completing an induction more frequently will assist the inductee (learner) to remember faster your location specific information.

Breaking the induction down for locations gives you the ability to shorten the longer induction while delivering the most important information more frequently at the location level. I see many companies today create a national induction that must be completed by all persons attending any location nationally while a shorter site specific induction is delivered at the specific location the person is going to work. With today’s technology this is the best model.

I remember an induction recently where the customer had an induction for 8 locations all geographically based within a couple of hundred miles of each other. While it was possible for a worker to work across multiple locations it was mostly unlikely that this would occur, every contractor had to complete this 4 hour induction starting work, the 4 hour induction included a site map for all 8 locations site specific information for each location, how can you possibly retain the information of 8 site maps months before you even attend one of the locations, we all know it is just not possible. This customer would do better to have a company induction that must be completed as well as a location specific induction that is completed at the time a person arrives on site to complete the work, Why would you put people through an induction for a location they will never attend?

The solution is to shorten the longer induction and create a location based site specific induction that a person can complete on arrival to the site, this way we can deliver the location evacuation site map to the person during the location specific induction only minutes before they actually attend the location to work.

Location based inductions are normally much shorter than larger corporate company wide inductions, location based inductions are very specific to the location and generally include very current health and safety information. You can manage location based inductions centrally or locally at each location.

Time to update your visitor and contractor induction? What about employees?

Book in for a demonstration


Inductions – Why have them? How can I keep track of Inductions?

Inductions are my biggest headache…..I hear this comment every week.

Inductions have been around for a very long time. Inductions may have originally been referred to as orientations. I remember as a kid going on camp having an orientation of the location before we could go out an play. This was at a time when my father was employing staff in his welding business but never did any style of Induction, formally anyway.

Over the past 20 to 30 years inductions have become a lot more formal, it is not unusual today to start a job and one of the first things you will do is have an induction that includes company policies, walk around buildings for familiarization of the location, introductions to other employees in the building you will be working with and more.

As a contractor working on multiple locations for multiple customers you may have completed many online inductions as every location has its own style of site specific induction.

Why have inductions?

Inductions are an important part of sharing key information to any person coming onto your location. Information that is shared can include….

  • Health & safety information
  • Company videos
  • Evacuation procedures
  • Drug and alcohol polices
  • Safety information
  • SWIMS
  • and much more

I have been onto customer locations where an induction is set to be renewed every 2 years. Do you think any person today with information overload will remember 6 months later the details about your site specific induction? I know I could not remember what I did 18 months ago on a site visit to a building.

Should an Induction be renewed every 2 years or less?

I often say manual inductions were such a pain that companies set 2 years as a renewal date just so they did not have to go through the whole process again so soon. Sometimes within the 2 year period the person that set up all the inductions and processes around the inductions has actually moved on.

How can you make completing inductions easier?

With today’s technologies it has never been easier to give access to an induction. I know of three common ways that inductions are completed.

  1. Send an email to the person that needs to complete the induction and they can complete the induction off site before arriving
  2. Sit contractor or employee at a PC and complete induction onsite
  3. Send an SMS to the person that needs to complete the induction and they can complete the induction off site on their mobile phone before arriving or on arrival

Mobile Induction - 1 Mobile Induction - 2 Mobile Induction - 3 Mobile Induction - 4 Mobile Indcution - Question

Do you keep track of expired inductions or insurance policies?

Here is the kicker – If you read nothing else on this page you must read this section – Most companies we talk to actually gather all of the information to manage inductions and insurances. Most companies we talk to share with us that they just do not have the man power or systems to actually check every person coming on site to know if an induction has expired or if the companies insurance policies are up to date.

Would you like to automate these major company issues? What if you could be notified immediately when a contractor signed into your location and you were alerted to the fact that an uninsured worker was about to commence work on your site?

What if you could automatically stop the uninsured person from signing in?

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What if you could receive a similar style of notice every time a worker signed in and the induction was not up to date even though 30 days prior to expiring you sent a notice asking the contractor/employee to update their induction!

Induction_Expired

What if you could automate these processes in your business?

All starting from just $20 per month per location.

Book in a demonstration now


If you could trigger an event/warning with people in your building/buildings what would it be?

We are automating everything that can be automated, what would you like to automate in your building?

Automation or the ability to put activity into action without raising a finger will be one of the largest areas of growth over the coming decade. A recent announcement last week has spoken about a single company being formed purely for artificial intelligence, nothing strange about a new company being formed except this company is a not for profit and they are starting with 1 billion dollars backing from some of the most powerful people on the planet. Elon Musk and Sam Altom are the creators,

I recently signed up as part of a beta group that will provide an email receptionist that will book in meetings by email without me making any contact with the customer. If you find this interesting sign up here

Our next major feature release is called TRIGGERS. We have opened up the ability to create a rule that when triggered will complete a task for you, automated without you even lifting a finger. Get warnings about banned visitors, be notified when an asset is not returned on time, get notifications about inductions and qualifications expiring and much more.

Triggers_example

Here are some examples
Visitor
1/ If a visitor visits more than 6 occasions in 30 days send email to visitation manager
2/ Banned Visitor signs in send SMS to security. Create Blacklist
3/ Visitor signs in and provides mobile number – Send special message to mobile phone of Visitor
4/ Visitor selects how long will be on site – Send message Visitor exceeded time on site

Assets
When an asset is overdue send an email or text message to the person who has the asset

Building Occupancy Limit
Every building even small buildings have an occupancy level limit. Be warned when your building exceeds the limit for your location taking into account visitors, employees and contractors on site.

Qualifications
30 days before a first aid certificate expires send an email or text message to HR plus the person who holds the certificate, stay on top of qualifications.

Insurances
Alert when Contractor tries to sign in and one or more insurances have expired

Contractor
1/ When any contractor from an electrical company signs in send a message to bob the onsite electrician.
2/ Send notifications to all contractors on site the locations closes in 15 minutes.
3/ Contractor Induction has expired
4/ Send list of contractors still on site to security triggered by time
5/ Lone worker alert when exceeds time on site – Worker advises time when signing in

WolMobile Lone Worker Trigger

Evacuation
When evacuation triggered by fire warden send email or text message to local fire brigade.

 

What trigger would you like to create about the people in your building?

Book in a demonstration with me directly


Why should I upgrade my Visitor Management Book?

For me this is an easy question today, since the days visitor management books were made popular much has changed. I have spoken to thousands of companies over the years willing to share with me the issues around the visitor management book. The three biggest issues are….

  1. Information is illegible much of the time
  2. Other suppliers can see who else has been in the building
  3. lack of compliance.

Not only do I hear about the broader issues many customers go into great detail. Not being able to read the information collected is a real issue when something happens. Going back over the book to read entries from last month on a Tuesday to see who was in around 10 am can be quite challenging. Along with not being able to read the data it is impossible to report on the data. I have lost count of the number of customers who make contact with me and explain every month for reporting purposes they spend hours going through a manual book that has recorded the entry and exit of visitors or contractors and sometimes employees.

It is amazing to watch these same people see how within a couple of clicks you can have the same information saving many hours every month of what is really wasted time.

Many customers are concerned about the information that suppliers can see when they walk into a building while some visitor management books will hide the information in carbon copy many don’t.

Compliance is a constant issue. Only last week I was in a large multinational who are currently expanding our visitor and Contractor Management software across multiple locations. I was at a new location for another division of the company that already seen the product and wanted to know more. As I signed in with the visitor book there was a sign that asked me to go to the next room to read the health and safety statement. When I went into the next room the health and safety statement was flat on the top of the filing cabinet, I picked it up and started to read. Once I completed reading this large document that had been laminated I was not asked to confirm anywhere that I’d actually read the document.

Every time I show new customers the visitor light induction that is built into our visitor management software they are amazed at the level of compliance we can achieve. Not only do we gain the compliance of the visitor but we can also report on this information easily. Once a visitor has completed and induction system can be triggered to ask the visitor to renew the induction in 3 months or 6 months or 12 months time. Traditionally inductions have been completed once every 12 months or 2 years, I have always said since going electronic that you should bring this forward because the systems can manage this for you.

If I come into your location and don’t come back for 10 months how can I possibly be expected to remember the information you gave me 10 months ago?

Going electronic with visitor management software means you could set the induction to be completed every 3 months as an example, this would keep your visitors well up to date with the health and safety policies for your location.

Why else would I upgrade from visitor management books to visitor management software?

Electronic visitor management software is designed to help you manage your visitors, give you extensive reporting and communicate with the host of the visitor. From this point there are many optional modules that can be included for your location at no additional cost.

What are some of the modules that I can add to my visitor management software for my location?

Contractor management – is popular on many locations a matter if you have only a few contractors or thousands of contractors on a single or across multiple locations. There are many benefits to managing contractors when they sign in & out of your location.

One benefit if you have a lot of contractors that would pay for the system on its own is the benefit of checking an invoice against the time the contract was on-site. Feedback from customers is the manual system is simply never checked because it’s too hard. Going electronic with your visitor management software gives you the ability to instantly run reports against the invoice to make sure you’re not being ripped off.

Asset Management – many customers say to me they don’t think value is the asset management module only to discover as we continue the conversation that assets are being issued every day in the organisation. When we talk about asset management and visitor Management software we refer to the issuance of assets given to employees or contractors or visitors for a short period of time that we would expect to receive back.

The most common example is key is for access control cards. The project in the UK recently at a university found around 400 keys that would be managed manually. I went into a customer last week advised they would have thousands of items that fit into asset management as I have explained all of which are currently managed manually. The issues of the same everywhere people really don’t know where stuff is, this opens the way for items to be lost or stolen. Going electronic will give you instant reporting and history on the asset.

Evacuation Management – When you have visitor books an evacuation drill starts with somebody going to pick up the visitor management books to take outside….. What are the problems associated with an evacuation drill run with visitor management books?

  1. You can have multiple books one for visitors one for contractors one for employees who forgot their access control card today, having you possibly manage and evacuation with one set of books and 10 fire wardens.
  2. Most of the time you do not have a list of the employees in the building this is a common problem with visitor management books. When moving to electronic visitor management is much easier to have the employee presents on site included in the system to be used in the event of an evacuation drill.

As you can see there is a whole lot more to electronic visitor management when compared to a visitor management book. The best way to take a closer look is to book in a demonstration.

 

Book in a demonstration

 

 


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