2020 was a year of significant change for the security and technology world due to the COVID-19 pandemic. With the growing demand for a digitised workplace has brought an increased emphasis on the particular features that make a visitor management solution secure for your workplace. Digitising workplaces globally has been one of the most effective measures taken by an organisation when preparing to welcome their employees back to work in 2021.
The COVID-19 pandemic has forced businesses to embrace new ways of securing their workplace, going forward. Here are Top 10 collective Visitor Management Features which have been key to preparing workplaces for their Return to Work in 2021:
1) Quick Pre-Registering of all Personnel Planning to Enter Your Facility
Registering visitors is now fully optimised and sped up with the updated contactless check-in processes now available with Visitor Pre-Registration. When a visitor has been pre-registered, they receive an email invitation, providing them with full details on their upcoming scheduled visit. The visitor invitation includes office location, hostname, and details on how to successfully check-in on arrival.
Pre-registering visitors effectively reduces their check-in time from a 1-2 minute process down to a couple of seconds. The more pre-registration compliance you get, the more you will know about the different matrix and key performance indicators you will have around your visitor management program.
With a pre-registration functionality, visitor invites and QR codes are provided before the visitor's arrival on-site. This allows visitors to check-in safely, securely and quickly on arrival and receive a custom visitor badge with their details and photo. Each QR code is uniquely coded to provide access based on individual visitor profile, providing access within pre-defined zones for a pre-determined time frame.
Whenever a visitor completes their check-in process, automated notifications are sent via SMS, Email, and/or Push Notifications to inform hosts of the visitors' arrival.
With some simple configuration, the Visitor Check-In Process has been made fully contactless as a solution to the concerns regarding the COVID-19 pandemic. Ensuring the safety of all personnel from entry to exit has been a massive priority, globally for organisations.
2) Customised Check-In Workflows For Multiple Visitor Types Including Contractors or VIP's
As countries and companies around the world continue to return to work throughout the next few months, TDS Visitor check-in kiosks will now be fully adaptable to take account of all members of personnel entering and exiting your site if required, including employees, contractors, guests, etc, and not just visitors.
When GDPR was introduced, data capturing processes were changed to improve the relevance of information requests. For traditional Visitor Management processes, this change in approach proved to be costly in both time and resources. The costs associated with creating, printing, organising and storing obtained third-party data in folders on-site can prove challenging for front-of-house employees as they balance new processes with pre-existing role requirements.
For this reason, most modern Visitor Management solutions are built to offer customisable check-in workflows for different visitor types such as; guests, interviewees and couriers. For example, when a courier arrives on-site, they may be required to enter; company name, full name, delivery reference, contact details and sign any required NDA’s inside the check-in process. A person arriving for an interview however may be requested to share details of the position they are applying for, enter a hostname and complete a photo capture to complete their check-in workflow.
By offering organisations the ability to create and customise workflows to suit each visitor type and instance, check-in processes can be streamlined by eliminating unnecessary data gathering, and visitor experiences can be enhanced by using self-service check-in options. Also, as employees and visitors make their full return to work this year following the COVID-19 pandemic, implementing concise workflows throughout the company is more important than ever before including additional settings such as contact tracing, custom alerts and sanitisation stations at check-in.
3) Customised Visitor Badges Compatible with A Fully Contactless Workplace
The final stage of a Visitor Management solutions check-in process is badge printing. Regardless of whether a visitor pre-registers or completes the check-in on arrival, customised ID badges can be printed in seconds as part of a modern Visitor Management solution. In some cases where Access Control integrations have been made, ID badges can be scanned at control points to gain access to zones that have been configured to grant authorisation.
When creating the badges for your company, the main question asked is what information is needed on the printed product. Normally, the standard information needed for these badges for proper execution is: first and last name of the visitor, your company's logo, a custom text labelling the person as a 'visitor', 'contractor', 'interviewee', etc., the name of the host and the date and time of the check-in.
If your company opted to go beyond the basics, TDS Visitor badges offer the addition of your company's guest Wi-Fi code, your visitors photo, a QR code which can be used for fast check-in and check-out, additional icons such as "no camera" and "no smoking", and a number to call in case of an emergency.
Now with TDS' Pandemic Proof features for returning to work, visitor badges are fully contactless. The QR codes attached with visitor badges now are fully compatible with a contactless check-in procedure.
4) Host Instant Notifications Through Workplace Applications on Visitors Arrival
A quality Visitor Management solution ensures hosts are notified of visitor arrivals, regardless of their destination. Whenever a visitor completes their check-in process via a Visitor Management solution, automated notifications are sent as; SMS, Email, Push Notifications etc. to inform hosts of visitors arrivals. Once notified, hosts can either send communication messages to the Visitor Management solution to notify awaiting visitors of delays or they can begin travelling towards reception for visitor collection.
By creating direct communication channels between hosts and visitors, this feature can be used to reduce the time visitors spend waiting at reception and also improve overall visitor first impressions with a user-focused, self-service check-in process.
Due to the pandemic, TDS have implemented different notification functionalities for hosts in the form of Custom Alerts which notifies the visitor to leave the building if they have any COVID-19 symptoms. When signing in, a series of questions relating to COVID-19 are asked and if the answers do not fall in line with the government restrictions, the visitor is not granted entry to the building and is asked to leave immediately.
5) Expansive Integration Capabilities Into Existing Software Applications Within Your Workplace
For any future-proof solution on the market, it’s important to consider how well it integrates with other solutions. With Visitor Management solutions, the opportunity to integrate with Access Control and Watchlists can extend the functionality for security purposes. Additionally, internally used applications such as; Docusign and Office 365 can be integrated into Visitor Management solutions to create a value-enhanced experience for employees.
With TDS Visitor integrations, our visitor management solution continues to expand it's capabilities and functionality for users, providing countless benefits including overall improved security for a workplace, significant scalability opportunities for multi-national organisations and increased workflows into already exiting workplace applications. All of our new integrations included within our new TDS Visitor SE2 upgrade allows workplaces to effectively move forward amidst the continuing global restrictions and workplace guidelines, following the Covid-19 pandemic.
6) Detailed Visitor Reporting & Insights Available in Real-Time or By Person, Place or Date
The creation of detailed visitor reports provide employees with visual insights that help improve role functions inside organisations. Search criteria such as; Visitor Type, Entry Time, Departure Time, Visitor Name and Access Authorisation is provided in real-time to help security teams, receptionists and other employees identify data trends. For example, facility managers can identify peak visitor traffic hours to identify facility areas that may require more resources during certain times of the day.
Visitor data needs to be accessible, reported and protected for successful business continuity and due diligence in risk management, there is much emphasis on the need to easily report on visitor data. Many organisations must now retain copies of their visitor health screenings for specific periods in case of contact tracing incidents.
Now with the return to work imminent, organisations need to build up their workplace reporting functionality to take full accountability for their employee and visitors safety.
In addition, we have now learned businesses are conscious of the risks involved in non-compliance with data privacy regulations. Although Covid-19 is requiring more visitor information to be collected, we cannot compromise on visitor privacy. Visitor information must be deleted once it's no longer needed. And if you can automate the data deletion, then you lower the margin of human error.
7) Protecting Third-Party Data by Signing NDA's and Digital Forms
In addition to data capturing changes caused by GDPR, the new European legislation has also heavily affected how European organisations protect their data and implement data-breach preventing processes. For front-of-house, traditional visitor recording and file storing methods have been digitally evolved and adopted by large enterprises as data-breach mitigating solutions.
During the check-in process for third-party people coming on-site, the TDS Visitor workflow can include custom documentation required for the visitor to sign before entering the site, including NDA's, and terms and conditions that are then all stored on the system.
NDA’s, legal forms and other form signing requirements have been integrated into check-in workflows for visitors to sign before being granted site access. This feature is primarily used by organisations that want to improve data security and reduce the manual labour involved in the check-in process.
8) Achieve Full Health, Safety and Legal Compliance in the Pandemic Workplace
With each industry governed by unique regulatory frameworks, organisations need to choose solutions that offer opportunities to digitally display and capture critical information before allowing visitors to complete their check-in process. In some cases, the signing of forms or agreeing of terms is required to provide an audit trail for compliance audits and internal investigations.
The COVID-19 pandemic presented one of the biggest health and safety crises for global workplaces. At the beginning of the COVID-19 pandemic and throughout, TDS were at the forefront to support global organisations' return to work with confidence. Our goal has been to assist with an action plan to protect against the pandemic and effectively set best practices when reopening to protect your people, property, and assets.
Through the TDS Safeguard product solution, organisations have been able to allow all personnel to return to work under government guidance with ease of mind that everyone is protected with the health and safety solutions and measures implemented properly.
9) Securely Managing Group Visits and Events in Line With Health and Safety Measures
Full event management includes registration, information-pack emails, badge design, and pre-planning along with integrated event entry and head-counting. Streamline group visits to allow for one lead visitor name, followed by remaining visitors, allowing for quick and easy group or event check-in.
Due to the COVID-19 pandemic, there is a risk that people attending your meeting or event might be unwittingly bringing the Covid-19 virus to the meeting others might be unknowingly exposed to Covid-19. This means that new measures must be put in place when organising group events, meetings or visits when they are essential.
All organisations need to agree on a preparedness plan to prevent infection at your meeting or event. Assigning a health and safety officer to your building if you don't already have one is imperative for creating a clear communication among all employees. Some measures to follow are pre-ordering sufficient sanitary materials, preparing a room sizeable enough for a higher capacity and contact tracing measures.
10. Offering a Pandemic-Proof Workplace for a Return to Work in 2021
With the recent disruption to daily life from the COVID-19 pandemic, TDS has enhanced the workflow capabilities of our TDS Visitor solution to provide global organisations with a contactless check-in procedure for back-to-work practices, preparing for a workplace, post-pandemic.
TDS have now improved our overall solution with the TDS Visitor SE2 upgrade by adding new and expansive features designed to protect organisations from the pandemic as they allow their employees and company personnel to safely return to work.
By implementing these new features, TDS is safeguarding each global organisation and providing the most important and necessary tools to future-proof your facility with the TDS Visitor SE2 product upgrade.
TDS has now implemented 3 main pandemic-proof features including:
Throughout 2020 as the pandemic worsened, TDS developed the TDS Safeguard solution to enable organisations to return to work safely. This solution has provided organisations with the confidence it needs to continue with business as usual following the strain the last year has had on business, globally.
TDS Safeguard is a fully combined product which offers companies all of the additional features and product integrations offered previously in one catered and effective solution.
TDS Visitor for All Personnel, Not Just Visitors
As countries and companies will begin to return to work throughout the next few months, TDS Visitor check-in kiosks will now be fully adaptable to take account of all members of personnel entering and exiting your site if required, including employees, contractors, guests, etc, and not just visitors. When entering and exiting the site, each person will be screened with several questions relating to their health and movement over the previous weeks.
This will be a necessary action to take for all organisations who value the safety of their site and the people within it so that there is a limited risk for further spread of the virus.
Organisations will now need a secure way of monitoring every person who enters their facility post-pandemic to ensure the future stability of their organisation while there still may be certain restrictions in place in their region.
Step Into 2021 With a Digital Visitor Management System!
TDS' main mission of 2021 is to assist global organisations' return to work safely and to prepare for a workplace post-pandemic. With TDS Visitor SE2, your visitor management system will have all new pandemic-proof features to help users return to work with confidence. This combined with the TDS Safeguard solution is providing companies around the world with a safe and secure solution etc.
Learn more about all of these visitor management trends and predictions by clicking the link here below to book a free demo with one of our visitor management product specialists. Make sure before the new year strikes, that your company has a plan in place to protect, and assets.