Visitor Management 

The visitor management ‘controllers’ are the day-to-day managers of access to the premises and have accountability for the entry and exit of external visitors to the site. With the right Visitor Management system this is a not a difficult discipline but before the start of the ‘age of terrorism’ this was of little perceived value nor was it a critical requirement. But not only security issues are at stake now it is also the Occupational Health & Safety Management disciplines within an organisation need to be aware of all the people that occupy their site at any given moment in time.  This is an especially important facet in the event of an emergency evacuation. 

FM Innovations’, Visitor Management system is designed to integrate in with reception and guard activities so that it decreases their workload and significantly reduces the confusion often associated with visitor management. The nature of visitors to a site (or individual buildings or floors) can be many and varied and to allow for these contingencies and to reduce work needed to register and manage these visitors FM Innovations Room Event Management (REM) and FM-Work systems place their contractors and meeting guests on the Visitor Management system automatically.  Thus, the REM Visitors Management (VM) system is designed to record all visitor types to premises and to reinforce existing visitor management processes in place at any work environment.

Visitor Management Workflow

The request for a visitor to be on site can be a formal process, where security is very sensitive through to areas where the security threat is less and the process less formal.  The VM controller who may be a guard, receptionist or any designated role in an organisation, can access VM and be able to inquire on the expected visitors and their purpose for any time period. The controller can also issue adhoc visitor permits though the system. The VM system is usually configured with a printer and a bar code scanning device, but equally could be used with manual permit/badge creator. The standard VM configuration uses bar coded visitor permits/badges to identify each visitor and this is then swiped through the scanner to register the person as having arrived and registered.  FM Innovations provides portable high quality bar code devices and software to support the management of this.

When FM Innovations' "Work and Assets" software program is used then it will register sub contracted employees and off site employees assigned to work on the site as visitors automatically.  Once the visitor badges are assigned and swiped through the scanner the system considers the visitor registered and on site.  Upon returning to the exit point to return their badge, it is then scanned again into the VM system and the visitor is considered to have left the site.  The VM system registers and manages the visitors and their time spent on the site.

Learn more about FM Innovations "Works and Assets" software program. 

If FM Innovations Room Event Management is used to manage rooms and events, this will automatically register guests and employees not based at this site as visitors in the VM.  When these visitors are registered, meeting details can be printed on the visitor badge.  The permit/badge is fully customizable and can be configured to suit the organisation, however it has the bar code and person’s name as mandatory items.

Learn more about FM Innovations "Room Event Management" software program.

The key to the system is its ease of use and powerful reporting formats. 

In the system there can be more than one visitor ‘controller’ but the system can restrict their responsibility as needed.  There may be a central person(s) who manages the entire organisational needs in terms of access but the system can also assign local site managers who perform some of these tasks within their local environment. The system caters for all organisational requirements.  

User requests can be made by a simple dialogue on the VM system by anyone who has access to the VM system as an authorised user.  The request allows the user to specify visitor purpose and time expected and personal contact details such as email and telephone number (usually mobile). This facilitates contacting the visitor by either of these methods should the system or the controller need to.  The request once entered will be stored on the visitor register and managed via the controller functions.  If the visitor does not attend at the expected time the VM system will keep track of the fact that they are late so that the internal host can be kept notified.  When scanned into the system the visitor then is tracked time wise so that if they are not scanned on their way out then the VM system alerts the controller. The controller can override this manually.   Where meeting guests are expected for scheduled meeting then these will appear automatically on the visitor register.  The system will keep the guest informed as to meeting time changes. 

At FM Innovations we proudly provide solutions to suit your needs.  Please contact us to see how we can help your organisation.