In the past two decades, rapidly changing digital technology has become an integral part of our life. The tools, systems, and devices allow us to manage our day-to-day life efficiently. Workplaces rely on technology to make communication quicker, drive productivity, and improve on-site safety. Therefore, it is critical for employers to ensure that digital tools are accessible and straightforward to use for their employees, contractors, and visitors rather than becoming a barrier for those with disabilities.

Accessibility, in relation to technology, refers to digital content that can be successfully used by as many people as possible, including those with disabilities. More companies are committing to developing digital products that consider everyone’s needs. In practice, accessible technology offers built-in customizable features, for example, screen contrast and text size choice or screen reader capabilities.

Modern: a new theme for the sign-in kiosk

We are pleased to introduce modern, a new default theme for our kiosk that is accessible and easier to navigate for all users, including those with disabilities.

Why are we making the improvements?

WolScan adds a further layer of security to your on-site visitor management. Our recent user interface update makes the scanning process simple and quick. Learn more about how to make your visitors’ registrations more efficient by using WolScan.

What is WolScan?

WolScan is an iPhone/iPad app that allows you to quickly and securely capture and register your visitor’s identity by scanning their photo ID. The information is automatically uploaded to your WhosOnLocation account, to either sign in as a new visitor or update an existing/pre-registered profile. There is no need to enter the details manually which speeds up the process for your front-of-house team.

Why use it?

For any organization that is security conscious, it is critical to ensure that only those with permission have gained on-site access.

By scanning your visitor’s photo ID you validate their identity and reduce the risk of unauthorized entry, making sure that your company property, information, and employees are protected. 

Imagine a scenario where a file with sensitive information went missing or intentional damage was discovered on site. WolScan allows you to keep a verified record of who has had access to your premises.  It is also an excellent way to reassure your auditors and insurance providers that you have a valid visitor management process in place and you have done all that is necessary to mitigate risks.

How does it work?

To verify and register visitors simply scan their photo ID using the WolScan app on your iPhone or iPad with iOS 10 or higher. Once ready, the information is automatically uploaded and saved to your WhosOnLocation account. Simple, fast, and secure!

Which documents are compatible?

WolScan allows you to automatically upload the information from all passports. It also supports driver’s licenses from the USA, Canada, United Kingdom, Australia, and New Zealand.

You can also scan generic photo IDs. The photo will be stored in your WhosOnLocation account, and you have the option to enter any other details from the photo ID that need to be retained.

How do I know the data is securely stored?

PropTech category founder bolsters its workplace management capabilities with addition of integrated set of employee, visitor and contractor management applications

Just before the Christmas break, our sales executive James attended Facilities Integrate in Auckland, New Zealand. With most trade shows across the world canceled or postponed in 2020, we felt incredibly lucky to have an opportunity to attend a non-virtual event.

It was fantastic to meet with customers (both existing and prospective) in person, and catch up on the impact such a turbulent year has had on your businesses. 

We noticed a few common themes in the conversations we were having with attendees. In the midst of a pandemic, processes have had to change. We caught up with James to hear what his key takeaways from the event were.

Facilities Integrate

James, first off, can you tell us a little more about Facilities Integrate?

Facilities Integrate is a trade event specifically for facilities managers. It’s a great opportunity to network with peers in the same industry, try out the latest equipment and technologies, source the best suppliers and generally keep on top of what’s happening in the facilities space. I feel very lucky to have been able to talk to our customers in person again!

I’ll bet. When talking to the attendees, what did you notice was the biggest challenge facing facilities managers during the COVID-19 pandemic? 

Contact tracing came up a lot. More specifically, facilities managers were looking for flexible solutions to make signing in as easy as possible for everyone. 

Before the COVID-19 pandemic, the majority of our customers understood the importance of signing in visitors. However, it was generally the high security or hazardous sites that were concerned with signing in employees and contractors, too. With the COVID-19 pandemic, that’s all changed. 

Now, every workplace has a responsibility to protect the health of those working in its duty of care. One of the most crucial ways to do this is through contact tracing. This means signing everyone in each day is more important than ever. Lots of the facilities managers were looking for easy ways to turn signing in and out into a habit for employees. 

How can WhosOnLocation help with that? 

WhosOnLocation offers an incredibly flexible platform with 12 different ways to sign in – so there’s something for every workplace, and every employee. We often find our customers will use a few different methods at one site, to make it as easy as possible for employees to remember to sign in. 

Which methods are the most popular?

Some employees prefer to download the WolMobile app on their smartphone and use the auto sign in/out feature. This is the most foolproof way of ensuring everyone on-site is accounted for. It uses geofencing technology to update on-site status. Employees and contractors don’t even need to lift a finger.

Others might prefer to sign in using a touch screen kiosk in reception. Or scan a card to sign in with one simple step. Or even just provide their name to the front of house staff. 

Offering a variety of methods makes it easier to sign everyone in. So you can be safe in the knowledge your contact tracing processes are as robust as possible. 

Is there a method that’s preferred by customers? 

The kiosk (using an iPad or tablet) is the most common way to sign in. This is especially the case now we have released our touchless kiosk feature. By setting your kiosk to touchless mode, you can now present a QR code on the screen. Guests scan the code to sign in from their own smartphone. 

Employees, contractors and visitors simply scan the code to see the entire kiosk experience replicated in their browser. It’s been a game-changer during COVID, as customers looked for a more hygienic, hands-free alternative to the sign-in kiosk. 

Did QR code posters come up in conversation at the event at all? 

Great question – it was really exciting to demo QR code posters for the first time at the event. These posters are an easy, low-cost way to deploy WhosOnLocation, as no expensive kiosk hardware is required.  

They’re also a great way to make your sign-in process more robust. If you have multiple doors, you can use posters at each access point. This helps to capture any employees or contractors who use side entrances to enter or leave.

New to WhosOnLocation? 

We are very pleased to announce that our CEO and founder Darren Whitaker-Barnett, has been recognized in the CEO Today magazine’s global CEO awards for 2021.

The awards recognize the achievements of CEOs honoring the most respected executives leading the global stage. A key component of the awards is to identify the most successful, innovative, and forward-thinking CEOs in business today.

No matter where the winners are located in the world, all were challenged during 2020 to bring their most innovative and forward-thinking leadership to guide their organizations through the global pandemic. 

Under the leadership of Darren, WhosOnLocation has successfully continued to grow and deliver a set of features to our customers to navigate the global pandemic and keep those in their duty of care safe and secure.

We are very proud to announce the launch of our redesigned WhosOnLocation website.  

Considering the lifespan of a website is 2 years 7 months on average – it was certainly time to rethink, and refresh.

How we decided it was time to refresh

We started with taking an inward look and asked ourselves if: 

1. Our messaging had evolved (by gosh it had).
2. Had our content strategy changed (yes, got to keep evolving).
3. Had the industry evolved (sure has and gosh it’s exciting).
4. Were we keeping up with design trends (did someone say dark ages?).
5. Was the site mobile responsive and did it look great on these devices (it certainly didn’t).

It was a resounding yes from the whole team to redesign the site!

Our path to a new site

We followed a simple 7 step process (design might challenge me on the use of the word “simple”). 

1. User testing. Before we even started talking about design we user-tested our old site. Deep diving into where customers and prospects struggled, what they loved, and what they thought we could do better. 
2. Wireframes. The feedback from the user testing informed our design and our first set of wireframes. 
3. Internal testing. We shared the wireframes with our internal team to rip apart, challenge our thinking and offer new suggestions. 
4. Revision, revision, revision. Using the feedback from our internal testing we did several rounds of revision until we had our slick new design. 
5. External testing. We invited a group of external testers to review the new site. Asking them to tell us what they didn’t understand, what was awesome, and where we could make improvements. 
6. Deep in the code. Our design team got deep into the code. Building the new site. Normally a chatty bunch, we had months of barely a peep out of them. (Don’t worry they are back to their normal selves:)). 
7. With the help of our DevOps team, we pushed the site live! 

What we’ve learned 

As with any project, it’s great to look back and see what we have learned to take to our next website refresh. Learnings are gold. 

• As much as you plan, unexpected challenges will crop up, and deadlines will be pushed.
• What seems like a simple design, generally isn’t. 
• Things take way longer than anticipated.
• Keeping the current site and building a new one internally at the same time is challenging.
• Design and development don’t always match. 

Take a look and tell us what you think

COVID-19 has thrown the entire world a curveball. As everything from travel plans to major global events have been cancelled or put on hold, individuals and businesses all over the world have received a masterclass in flexibility. 

Like the majority of businesses, at WhosOnLocation we’ve had to pivot our thinking, re-work our plans and become more reactive to the changing needs of our customers. That’s where our touchless solution comes in. 

How can WhosOnLocation help in a pandemic?

We’ve been asked this question a lot in recent months. As experts in people presence software, it’s our mission to help customers mitigate risks to their visitors, employees and service providers through constant innovation. 

Before COVID-19 hit the news, WhosOnLocation already had a robust feature set that could help customers reduce the risk of spreading a virus within their facilities, including: 

If you’ve received one of these messages you’ll know how effective an instant message can be to communicate in a fast and efficient way. 

“I’m running 5 mins late”

“Northbound lane closed due to incident”

“Gale force warnings due, stay inside”

“Your support request was received – thanks”

“Panic alarm activated. Stay in current location”

The instant message is nearly 50 years old! 

In an emergency, having access to critical data of who and where people are within your organization can mean the difference between life and death. This is why it is extremely important to have an up to date evacuation plan to make sure you know who is on and off-site at all times. At WhosOnLocation, we want everyone to know that there is a safer way to manage emergency evacuations.  

Are you prepared?

If an evacuation or natural disaster were to happen at this very moment would you and your company be prepared to get out safely? If the answer is no, you need to do something about it before an evacuation event becomes a reality. The problem with evacuations is that no one knows when they are going to happen, therefore we always have to be prepared to the best of our ability. 

To prepare for an emergency you must have a plan in place that can vary if needed due to the unknown nature of the event that can occur. Here are four steps that will help you create a well-constructed plan for an emergency evacuation:

1. Mitigation and Prevention:

Prevention is the most important step of all. If this step is done well, the less damage control that will need to take place in the future. Ask yourself – what can I do to reduce or eliminate the risk of injury/damage to people and property?

2. Preparedness:

Prepare for the worst and hope for the best. Plan for the absolute worst-case scenario so you are ready for anything. Appoint emergency roles such as floor wardens, and have regular drills and trainings.

3. Response:

Follow the emergency plan (evacuation steps, communication, and leadership roles) but allow for flexibility when necessary.

4. Recovery:

Provide a supportive environment post-emergency, deal with any post-emergency communications, and discuss learnings. This will loop back into Mitigation & Prevention and inform the plan for future crises.

Emergency Management Technology

On April 28, the International Labour Organisation will look back over 100 years of progress for the World Day for Safety and Health at Work. This year, there’ll be a clear focus on the future of occupational safety. How can you use new technology to make your workplace safer than ever before?

Here at WhosOnLocation, we dedicate our working lives to answering this question. So if you’re looking to update your safety procedures, you’ve come to the right place. 

1. Use people-tracking software

The first step you can take to secure your facility is to use people-tracking software. Applications like WhosOnLocation can not only help you understand who’s on-site in real time, but they can track which zones they’re in, too.

So when you need to account for your employees and visitors, you know the information is all in one place.

2. Keep your lone workers safe with an app

Whichever way you define a lone worker, the chances are you’ll need special processes to keep them safe.

According to an IBM Security study, the Manufacturing sector had 40% more “security incidents” than the average across all industries. Manufacturing was the third most attacked sector in 2016.

Why? What are attackers looking to gain from manufacturers? Cash, personally identifiable information, intellectual property, or internal operational information. These are highly valuable to criminals and traders of company secrets.

With the rise of ransomware-as-a-service (RaaS), such attacks are gaining momentum and manufacturers are increasingly vulnerable.

Ransomware is the latest buzzword in cybersecurity. Using this kind of malware, attackers pierce your company’s system or database and encrypt the data, effectively holding it ransom, asking for money in exchange for ‘release’.

Just last month, ransomware wreaked havoc on the UK’s National Health Service (NHS), FedEx and Telefónica (among many others).

An accidental hero emerged – a 22-year-old cybersecurity researcher stumbled upon a clumsy ‘kill switch’ within the ransomware. The kill switch was simply an unregistered domain name, which the researcher bought making it live, shutting down the malicious software.

The domain name cost MalwareTech just $10.69, yet the researcher potentially saved companies and governmental organizations billions of dollars.

But that’s one of the rare ‘success’ stories.

Back in 2015, an employee at a small US-based concrete manufacturing company unknowingly clicked an email attachment triggering a ransomware called Cryptowall.

Over the day, the ransomware silently crept through the company’s network and encrypted accounting data. The attack wasn’t evident until the next day and it halted production for 2 days.

At a loss, the company paid the ransom, but the data was never fully recovered. Sadly, the company didn’t have up-to-date backups so much of that data was lost forever.

The company had suffered a major production blow (over a week of downtime) and couldn’t meet contract delivery deadlines, which resulted in a massive financial loss.

How To Protect Your Data

Here are some measures you can take to protect your data and reduce the risk a cyber attack:

1. Raise awareness around cybersecurity with staff
This may be a comprehensive course with a cybersecurity expert, or perhaps a list of “red flags” and “no-gos”. For example, you could provide examples of what a suspicious email might look like.

2. Have a process for quickly reporting any irregular activity
If staff spot a suspicious email, who do they report it to? There is no point in creating awareness around cybersecurity if staff don’t know the next steps.

3. Cybersecurity and physical security are not mutually exclusive
When raising awareness, don’t forget to talk about physical security. Cyber attacks can be as simple as plugging in an innocent-looking (but malware-ridden) USB memory stick found in the company carpark.

4. Have restricted access for each user role
Employees should only be able to view and access data or functionality that is necessary to their job. If an employee falls victim to an attack, this will help prevent the spread and scope of the attack minimising the damage. Review user roles and privileges on a regular basis.

5. Implement a company password policy
Whether you choose to regularly change passwords or employ a 2-step verification system, it’s important to have some measure of password security. Ensure each password is strong and unique. A strong password will comprise at least six characters and have a combination of letters, cases, numbers and symbols.

6. Encrypt data
If your company stores sensitive information on servers or databases, it should be encrypted. Review how your employees use sensitive data regularly. For example, does your Marketing team export personally identifiable information for upload into third party advertising systems? If your employees can easily export sensitive data as unencrypted CSV or XLS files, that data is not secure.

7. If all else fails, have a Cyber Insurance policy!
In the event of a serious cybersecurity incident, you may not be able to retrieve your data or reverse the effects. However, if you have a comprehensive cyber insurance policy you should at least be able to cover your losses.

Try WhosOnLocation free

If you’re looking for an employee, contractor and visitor management solution to make your process easier and more secure, consider using WhosOnLocation.