Visitor Management On Demand

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Are you looking after your Lone Workers?

We now find more and more people are working alone whether it be a permanent remote locations, occupations taking workers into private homes such as doctors, health and community workers, contractors coming to site or sales representatives. These scenarios mean workers are away from other colleagues or other people with no immediate assistance, therefore increasing workplace hazards and risks and the consequences can be more severe.
lone worker

There are some strategies and procedure you can put in place to improve lone worker safety. One is by implementing a Visitor Management System with the following features;

  1. Nominate specific employees to act as Safety Operators – these safety operators are notified by email or SMS when the employee or contractor signs in and states that they are working alone. They can also be asked how long they are due to be on-site and if they don’t sign out at the expected time the safety operator will be notified once again so they can check in on the lone worker.
  2. Set up Lone Worker questions at sign in – whether the worker signs in at a kiosk or offsite on their mobile you can capture presence data like working alone status, duration onsite, purpose of visit and area/zone they are working in.
  3. Lone Worker Geolocation Tracking – using a feature of Visitor Management called WolMobile an employee or contractor can activate Geolocation tracking which allows the organisation to view their presence on a Google map. This can be viewed via a dashboard.
  4. Lone Worker Notifications – communicate any safety information you may need to in a pop-up message that the lone worker must acknowledge when signing in.
    WOL_Mobile_2

To find out more about improving the safety of not only your lone workers but all the people coming onsite at your organisation with a Visitor Management System;

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


Building Evacuation Management Software 3 minute video

Visitor Management software traditionally has always missed the evacuation process. Having all of your presence on site by visitors, contractors and employees electronic and then needing to print a who is on site report manually just does not make any sense.

Introducing WolEvac an evacuation app made specifically for fire wardens. Removing the manual processes around evacuation while connecting multiple fire wardens together no matter how large your location/s.

Get detailed compliance reporting at the end of your evacuation drill/event

Verified_Safe

evacuation_reporting

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Start a 30 day trial


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.

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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

 


Camden Council Selects Time & People’s WhosOnLocation Visitor Management software

Camden Council needed a better visitor management system, the existing electronic visitor management solution fell short of current requirements and would not be suitable for the move into the new 36 million dollar building being built for Camden Council to assist the council grow with the needs of the local community. Camden Council is one of the fastest growing councils in NSW. The new Camden Council building opens on 8th of August 2016.

Karli who headed up the project was most impressed with the additional modules available that went beyond just visitor management into other areas of the business where additional business units could use these modules to assist in areas where manual processes were still in place like the issuance of keys and other assets, contractor management is also a high priority.

Karli selected an IQ Kiosk the all in one touch screen corporate kiosk to match the new 36 million dollar building. The visitor kiosk will allow visitors to sign in, contractors, casual employees and employees can also tap in their presence on site as they arrive and leave each day. Knowing who all the people are in a building assists with the evacuation module included in the WhosOnLocation software.

Camden Council Floor-Mounted Kiosk mockup

Compliance of visitors and contractors is also a high priority with WhosOnLocation Visitor Management software assisting with visitor and contractor inductions. What is surprising is every one of these modules is included in the cost of the software, just turn on the modules you need at your location.

Camden City Council join a list of councils who have recently taken up WhosOnLocation Visitor Contractor management software including Cardinia Shire Council, Brimbank City Council, and City of Greater Dandenong.

logo  Caridinia Shire Council brimbank-logocity of greater dandenong

Camden Council is one of the fastest growing councils in NSW with approximately 110 new residents moving in every week. The Camden LGA’s population is forecast to increase from 60,000 to 275,000 over the next 30 years. Council’s focus is on the continued delivery of quality services to the community. However, as the population grows, staffing rates to deliver those services must grow with it.

Council’s current administration buildings at Narellan and Camden are nearing capacity and operating two administration buildings 5km apart is inefficient. In 2008, Council engaged independent experts to assist with the selection of the most appropriate site to accommodate the new Administration Building.

From the old

Camden_Council_old

 

To the new

Camden_Councilbuilding

Book in a demonstration for your council


ALS Global USA go live with WhosOnLocation Visitor Management Software

I remember when the first email came in 2 weeks ago, the details were very specific from Kerry…..

in need of a visitor management solution that works with Surface Pro3, is centralized, can support multiple sites, and has the ability to display safety videos as part of the check in process

I emailed back to Kerry to talk in detail about the lite induction module where we can share location specific information with the visitor when they sign in…I went on to say While you may run a short video for visitors with important messages you may decide to have the visitor only renew the induction every 3,6 or 12 months like many other customers. our software also allows you to run a 2nd side-by-side light induction. For example if you had a light induction video that had to be renewed every 12 months by the visitor you can also have a 2nd light induction with information that needs to be repeated every 4 weeks or 3 months or 6 months. 

When I spoke with Kerry later that day we discussed the need for the safety video and the importance of the visitor lite induction and then booked in a demonstration of the software. It only took about 15 minutes into the demonstration for Kerry to realize the software could do everything he wanted plus much more. We discussed the normal questions for corporations around active directory integration, multiple location access and where are the servers?

Surprisingly after I showed Kerry how the video visitor induction works and then walked Kerry through our image statement visitor lite induction for visitors Kerry decided to move towards the image statement visitor lite induction. When we put a video on the screen we do not get the ability to maintain the visitors concentration. If the video goes for 2 to 3 minutes it is easy for the visitor to switch off and move their eyes away from the screen. The image statement lite induction encourages constant interaction by the visitor during the sign in process. Each image that appears on the screen we can ask the visitor to confirm they acknowledge and understand the current image.

Evacuation Points lite induction

 

24 hours after giving Kerry access to the software he sent through this email….

Fantastic! I have just setup the first iPad Kiosk. I signed myself in, and got notifications of the visitor. I have also already run the AD sync script and loaded 110 employees. 

I am playing with the features now and will let you know how we are progressing. Great App!

 

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Book in a demonstration to see how electronic visitor management can help you in your location.


How does Asset Management fit into Visitor Management?

The Asset Module has been extremely popular in buildings where access control cards or keys to doors need to be managed. If these assets are managed manually in your building you may want to consider going electronic. I was only visiting a school this week where I watched  an employee walk into the admin office ask for the keys to a vehicle  that was a shared vehicle only to see the keys handed over with no  recording of the event either manually or electronically. When a speeding or parking ticket comes into the business in 2 or 3 weeks time how will we know who was driving the vehicle that day at that time?

Do you hand over assets in your business without any recording of the event?

Asset Types

The asset module is included with all versions of the visitor management software from business level and up. One project that comes to mind where the asset module is used extensively is Opera on the Harbour, this event occurs annually  in March or April of each year where hundreds of contractors are required to build and then dismantle the stage and surroundings on Sydney Harbour. Hundreds of asset transactions occur daily as contractors are given keys, radios, hi viz vests and any other item that is required on the job. These assets are issued and returned electronically and assigned to each contractor or employee so that at any time you can produce an asset register list and see who has what asset.

At the end of the event which lasts for 30 days Opera Australia can produce a list of any assets that have not been returned with the details of the contractor or employee and contact details to assist with the return of the assets.

For many years now customers have taken advantage of the Asset Module in the old version of our software. It is not long now until this module is released in the new version of our software with all of the features we have had for years plus many new features to make the management of assets in your building easier than ever before.

Try Visitor Management for free image

 


Visitor Induction – What information do you need to share when your visitors sign into your building?

school visitor management sign in notice

Inductions by visitors is one of the fastest growing requests we get from customers initially looking for a visitor management system to replace visitor management books. A visitor management induction can be as simple as 2 or 3 image statements that will provide information to the visitor that a company wants to share with the visitor on their arrival typically for the safety of the visitor during the visit.

A visitor management induction can be much more than 2 to 3 pages just recently we had a customer that required a 22 page visitor induction to be included in the electronic visitor sign in process. What do you need to consider when building your visitor management induction either on paper, PowerPoint or in an electronic visitor management system.

There is no right or wrong when building your visitor management induction it needs to be as short as you can deliver your message or as long as you need to keep the visitor safe at all times. The most common type of visitor induction we see today is between 4 and 6 pages. Some common examples of messages that companies like to share with the visitors include….

  • no smoking while on site
  • no cameras or phones – taking photos not allowed
  • please review the evacuation points in our building
  • when you hear a siren 3 times please follow the floor wardens instructions
  • do you have a working with children number?

No_phones,_camera

We call these entry questions or statements, information we want the visitor to absorb before coming on site. We want the visitor to acknowledge that they have read and understood the information.

More recently it is not uncommon to see exit questions. What is an exit question? An exit question is a question that we would like the visitor to answer on their exit from the building. One of the most popular I have ever seen is…. have you been injured while on site today? in days gone by we simply asked this question and got a yes or a no. with today’s technology we can not only ask the question but we can create a question tree where each answer to the question can deliver further information or ask more questions.

Here is a very short example of a couple of inductions screens for a visitor sharing important information for a single location.


Visitor Management software features released in 2015

This update slipped by, these visitor management features were released earlier this year and all became instantly popular.

Wow, this is one of the best updates I have seen from the team, this update is action packed here are my 3 favourites

Update 1 – easier set up of Dymo and Brother label printers for visitor labels
Over the past 6 years we have been printing visitor passes, we can do this from any browser, the set up of this process has always been a little complicated. This previous process was often complicated further when more than one printer was connected to the PC. We always got the label printer working but it was complicated at times.

On the weekend we have released an update to the visitor pass printing set up process that makes this process seamless taking more than 50 steps down to several steps.

We have also included the wireless brother label printer the Brother 720 N and 720 NW into the visitor management app for your iPad visitor kiosk.

visitor pass

Update 2 – GPS tracking technology on mobile phone app
We have a lot of customers using our mobile phone app to sign in and out of locations with the sign in and out time going directly into the visitor management software for evacuation reporting. Some of our customers that are heavy users of this free app are wind farms. Wind farms can be 50klms long actually knowing where on the wind farm the employee or contractor signed in has been an issue.

On the weekend we have released GPS integration allowing the GPS position of the employee or contractor to be recorded against the sign in and sign out time.

We have been most surprised by the amount of schools taking up this option allowing teachers to sign in at the back of the school without coming down to reception.

Update 3 – identity manager allows easy set up of bar code and access control cards
Making it easier for people to sign in and out for evacuation reports is one of our goals. The easier it is for people to sign in and sign out the greater chance of having the most current evacuation reports.

On the weekend we have released the ability to set up an existing access control card against the profile of an employee, teacher, student, contractor and more. Simply scan the existing card into the profile of the person and they can fast swipe in and out each time they come and go. You can also use bar codes. In New Zealand, USA and Costa Rica for example all drivers licence have a bar code, so in New Zealand many customers use this feature in our original Visitor Management platform. I use my favourite water bottle, you can use your coles or woolworths cards or any other card to sign in and sign out. Teachers can use working with children card or blue card in QLD.

The easier we make it for people to sign in and sign out the better evacuation reports you will have in your business.

 

 


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 http://appcrawlr.com/ios-apps/best-apps-pantry-inventory

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

 


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