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    6 Key Visitor Management Features to Develop a Return-Ready Workplace

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    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 its employees back 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 profiles, providing access within pre-defined zones for a pre-determined time frame. 


    Visitor Notifications

    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 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. 


    3) 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 its 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.



    4) 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. 

    5) 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 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.

    6) 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:

    1. Pre-Screening Personnel
    2. Contactless Check-In Experiences
    3. Custom Alert Notification


    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 that 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.

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    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 the 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.

    Schedule Demo


    Kim Carroll
    Kim Carroll
    Marketing at Time Data Security, a leading provider of innovative security and visitor management software.

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