It might seem like an overreach to cite the words of a former leader of the free world, Barrack Obama, to provide advice on a seemingly mundane task like site access and management. But the reality is, “all people should be treated equal” when it comes to monitoring and managing those who work, visit and help maintain your workplace.
It actually doesn’t matter whether they’re the CEO or the coffee delivery person, organisations are responsible for almost all visitor’s wellbeing when they are at your workplace or site. You have site safety and compliance obligations, as well as legal responsibilities relating to site management and ensuring your employees are protected.
At the most simplistic level, a single, well-designed visitor management system can also create a consistently positive first impression. It’s like having a clean front door and welcome mat in place. Forget logs or paper-based systems, nothing says professional better than an automated and efficient electronic sign in system. Then, there are second tier benefits that relate to monitoring and tracking. With a single, well-designed visitor and contract management system, you can:
Monitor sign ins live
A good visitor management system will provide a list of everyone who has signed into a site, which can be fed through to reception, security, site managers and other people in the organisation with access, so they can monitor the safety and security of everyone that is on site in one easy process.
Keep eye on unstaffed sites
At unstaffed sites, a site management system can allow you to monitor access via a QR barcode, which requires no hardware and which can be used by anyone with a mobile phone. And, let’s face it, few people would visit a site or workplace without a mobile phone!
Time and track attendances
Tracking the date, time and duration of everyone’s attendance on site can be done with the click of a button using a good site management system. It can provide a dashboard to filter and export attendance reports, which can even be matched against contractor’s invoices or your automated payment processes through the integration of time and attendance reports with your payroll or accounting software.
And, the benefits don’t stop there. If you treat all people equal when it comes to site management, you can also reach people if there is a crisis – quickly and easily.
Our visitor management system, INX Sitepass, for example, integrates with other systems, like training and induction systems, to verify contractors and workers at your workplace and improve site safety with heightened access control. It can also integrate with other systems to provide complete transparency over your workforce and help manage and automate the most critical compliance and risk processes.
In particular, INX Sitepass offers:
When visitors check into site, they will be able to select a host who will be notified that the visitor has arrived on site.
Broadcast SMS alerts
When an incident occurs on site, there is an emergency or fire drill, the system can send SMS notifications to everyone who has checked into a location.
Site access control
Sitepass strives to make sites safe and acts as a personal gatekeeper, controlling who can and cannot access a site. On sign in, Sitepass will check that contractors, employees, volunteers and other personnel have completed their onboarding and site inductions and/or accreditations needed for specific sites and, if they haven’t, reject their sign in access.
Integration with other systems
The benefit of treating all people equal through a single site management system, is that it can be integrated with other systems. Sitepass, for example, ‘talks’ to the contractor management system to provide a central, single source of information for your business.
And you don’t need specialist hardware to operate the system. You can use your own hardware and setup the kiosk with an Apple iPad. Workers and visitors can use the Sitepass ID from both an iPhone and Android mobile platforms.
These are all features that can benefit your business and make your site access and management processes faster, easier and more data rich and insightful.
To cite more wisdom from Barrack Obama: “Change will not come if we wait for some other person, or if we wait for some other time.” So, if you are reviewing your visitor and contractor site management procedures, now is the time to take action and implement a system that will not only streamline your processes but enhance them too.