When it comes to large worksites and offices with high traffic of visitors, contractors and employees, having a streamlined approach to managing those on site and their access is essential, especially when considering compliance in relation to safety and risk management.Â
We’ve put together 7 tips on how you can streamline your visitor management process and make it easier for everyone.Â
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1.    Digitise your visitor sign in processÂ
Digital visitor management systems like Rapid Access are a safer way to handle sensitive visitor data privacy and security.  Â
With Rapid Access you can: Â
- Store and encrypt data in the cloud and set permissions so that only authorised personnel have access to the data.Â
- Provide a contactless check-in system to facilitate a faster way to check in for your visitors.Â
- Quickly and discreetly monitor visitors that need special attention, or that have been denied access to your site for non-compliance.Â
With Rapid Access, not only is your check in process digital, but it also becomes:Â
- Mobile friendly, visitors can use their personal devices to check in to the site.Â
- Report ready, as comprehensive entry logs can be generated on demand, and exported with one click.Â
- More efficient, by simplifying the way entry forms are created and updated.Â
- More comprehensive, by adding extra checks (like BAC).Â
- Less wasteful, by removing the need of handling and storing paper records.
Related Reading: Integrations that will transform your site check-in processesÂ
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2.   Automate registrations with licence plate and facial recognition technologyÂ
By utilising a licence plate and facial recognition as part of your sign in process, the need for manned gatehouses and/or intercom to reception, swipe cards or pin codes upon entry is removed. Automating access saves time, avoids congestion and improves site security.Â
Licence plate recognition allows organisations to prevent access to vehicles that are missing a roadworthiness certificate, insurance or those not authorised to access certain areas of the worksite. This can help prevent incidents caused by vehicles that are not up to safety standards to work in restricted areas. Similarly, facial recognition allows an individual to sign in quickly and seamlessly by presenting their face to a kiosk. You can find out more about how Rapid is leveraging artificial intelligence to automate workplace safety within the premises too with our Rapid Monitor product.Â
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3.   Customise screening questions, fastÂ
During the height of the pandemic, it was an essential part of visitor management to ensure that the visitor acknowledged procedures in terms of reporting if showing symptoms or being a close contact with a COVID-19 case.Â
This change was required overnight, which was a difficult ask for paper-based processes, and systems that require these modifications to be done physically on each kiosk.Â
With Rapid Access, questions can be updated remotely within seconds, and instantly applied to one or more kiosks, regardless of their physical location (provided internet access is in place).Â
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4. Automate access with Access Control integrations
Rapid Access integrates with a variety of access control providers: Gallagher, Integriti and ICT; and can also operate relays, in order to physically grant access after signing in on a kiosk. This allows for extra security benefits, like anti-passback to prevent tailgating.Â
Combined with compliance and ID checks and sub-second check-ins you can rest assured that any person or vehicle on the premises meets the requirements to attend the worksite.Â
Recommended reading: Uncover the full potential of Rapid One with these native integrationsÂ
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5.   Pre-nominate a staff member to be notified upon arrivalÂ
Who is a contact or responsible for a contractor on site can sometimes not be clear to the contractor or change internally at last minute. By pre-assigning a staff member to be notified of the arrival of a visitor or contractor, you can not only ensure an excellent service experience, but also improve efficiencies and reduce the workload of front reception staff needing to identify the point of contact.Â
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6.   Automate background and compliance checksÂ
By digitising your check in process for visitors using Rapid Access, the opportunity to also cross check other Rapid modules that you use for background and compliance checks is opened, making it an automatic and seamless process.Â
If a visitor is not up to date with their inductions or certifications, you can use Rapid Contractor Management or Rapid Induct to give the visitor an opportunity to update their details and documentation, or even in some cases, complete an induction on their mobile device before being granted access to a site. Â
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7.   Have a communications plan for emergency evacuationsÂ
Especially at a large site, emergency evacuations and ensuring everyone is accounted for can be difficult and stressful. Our visitor management system offers the ability for administrators to send automatic evacuation messages to personnel on site & get ‘safe’ messages when they reach the muster point. Once attendees have replied they are safe, their status is updated and those who have not texted back will show as pending.Â
If facial recognition is in use, spot checks can be used by one or multiple Evacuation Managers to mark people as safe as they arrive to the muster points. This will give you clarity for who is accounted for.Â
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Streamline your visitor management process with RapidÂ
It’s easier than ever to streamline and automate your visitor and contractor management with Rapid Access. If you are interested in learning more, talk to our Sales team today.Â
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