Category: New feature

2 minutes read time

The new Help Center – the answers you need, when you need them

As Leonardo da Vinci said “Learning never exhausts the mind,” and our Help Center is no exception to this. Learning is an essential part of our lives, improving the brain’s overall cognitive functions, including memory, concentration, attention to detail, and problem-solving.

The Help Center offers an excellent place for you to start your education on the WhosOnLocation features and how they integrate, empowering you and your organization to gain the most from your subscription. As you enter the Help Center, not only are you able to answer all your questions, but additionally, you are exposed to the new features of the products enabling you as a user to improve your understanding of WhosOnLocation.

The new and improved Help Center

Our new Help Center is available right now – jump into the Help Center and check out the simplified design, faster search and refined structure yourself. It can also be accessed through the WhosOnLocation app, WolMobile, and the Contractor Portal, ensuring all users can benefit from the resources available.  And if you don’t find what you are looking for or want to know more, just reach out using the “Contact support” button at the top of each article.

Help Center or Customer support?

Our Help Center provides the quickest response to all your queries. Just start typing your question and you’ll see search suggestions and popular answers appearing below. Articles within our Help Center also aim to be as comprehensive as possible, providing in-depth step-by-step guides in each article.

How can the Help Center help you?

The Help Center provides support to your organization to ensure every member stays across any product improvements or advancements through the new ‘Product Updates’ page. 

Additionally, the Help Center offers over 500 articles covering our features, everyday tasks you may need help with, and common troubleshooting tips for ease of use. Our step-by-step structure which includes screenshots ensures the process is as easy and simple to follow along as possible. Whether you’re a location administrator, have contractors accessing the portal, or an employee of your organization registering visitors, we have articles tailored for your experience.

4 minutes read time

Use WhosOnLocation to meet government and organizational sign-in and contact tracing needs.

Most businesses globally are required to display a government-issued QR code which those entering their workplace need to scan. But asking your visitors to sign in to both WhosOnLocation and then a separate process for the government-issued QR code could be viewed as a cumbersome process and poor visitor experience. 

Good news, using existing tools available in your WhosOnLocation visitor sign in process you can now combine your standard WhosOnLocation sign in experience with your government-issued QR code.

Government-issued QR code

Governments globally are mandating the use of QR code posters to help with contact tracing. All visitors and employees are required to scan the government-issued QR code with their smartphones before entering a business. In the unfortunate event that a case of COVID-19 is reported, the government can use this data to trace the scope of the community and workplace outbreak and reach out to any close contacts to reduce the likelihood of further transmission.

Complementary protection

By combining the government-issued QR code system with your WhosOnLocation subscription you are adding an additional tool to your risk management strategy. Allowing you to:

  • Screen those coming on-site and identify anyone that may pose a risk to those people in your duty of care; your employees and other guests.
  • Deliver a seamless sign-in experience for your guests. 
  • Meet your compliance obligations regarding government-mandated contact tracing without having to choose between the government QR code and your people presence system.
  • Support social distancing guidelines by setting occupancy limits within your WhosOnLocation account. These will then alert you when total occupancy is nearing or has breached, these limits.
  • Easily access comprehensive people presence reporting in the unfortunate event of an alert that your workplace might have been exposed to a person of risk.

How do the two systems work together?

You can choose from three options to combine the two systems depending on the experience you want to offer your employees and guests.

Option 1 – Add the government QR code to your kiosk sign-in process

When employees and guests arrive on-site they:

  1. Follow the normal kiosk sign in process.
  2. Scan the government-issued QR code when presented with the question on the kiosk.
  3. Complete the sign in process.

Option 2 – Add the government QR code to your touchless sign-in process

When employees and guests arrive on-site they:

  1. Scan the QR code on your kiosk/poster to start the touchless sign-in process. 
  2. Follow the normal sign in process, at the end direct users to scan the government QR code poster.

Tip: As a back up we recommend having your government QR code poster displayed in your reception and at all entry points for those who can’t sign in using a smartphone.

Option 3 – QR code poster

If you don’t want to make changes to your kiosk sign in process or only use our QR code posters, we have a poster option available. When an employee or guest arrives on-site they will need to follow the steps on the poster:

  • Scan the government QR code. 
  • Scan the WhosOnLocation QR code and enter their details, answering any questions required to complete your normal sign-in process. 

To add your unique QR codes and branding to the poster we have created a design file you can edit.

Commonly asked questions

What if I already use a visitor management system can’t I provide a report from this? Unfortunately, the new rules require organizations to use government-issued QR code. Remember, the government contact tracing systems are not visitor management systems. They do not ask visitors to select a host, they do not capture other information like vehicle parking details, or ask the visitor to sign waivers or NDA’s or any of the other common visitor management workflows. 

Your visitor management system will give you detailed information of who came on-site and who they met with, it’s important to remember the government does not want to have to look through every organization’s visitor management reporting, which will differ from customer to customer.

Do any people presence systems integrate with the government-issued QR codes? Not with the government-mandated QR code systems, we are aware of. 

Will WhosOnLocation be integrated with the government-issued QR code systems? No, the government-mandated QR codes are intended for government contact tracing only. This is to help officials easily track and contain an outbreak from a single system. However, you can use the government-issued QR code service alongside WhosOnLocation. 

Need help getting set up or have additional questions?

Please reach out to our friendly Support Team.

2 minutes read time

Inclusive Technology: WhosOnLocation accessibility kiosk

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?

WhosOnLocation believes that technology should be inclusive and consider everyone’s needs. We are committed to improving our product to ensure it’s easy to navigate for all users and meets global accessibility standards. We are proud that our modern theme makes the sign-in/out kiosk fully compliant with Web Content Accessibility Guidelines (WCAG).

What is the kiosk’s modern theme?

A kiosk using the modern theme offers a simplified design, increased font size, and enhanced color contrast. Also, the interactive elements are designed in a more prominent and visible way. These improvements allow easier and more straightforward navigation through the sign-in process, also for people who are visually impaired, color blind, or contrast impaired. The modern theme is compatible with screen readers and allows keyboard-only navigation.

Ready to get started? 

New to WhosOnLocation?

Switch your kiosk theme to modern and improve your organization’s sign-in/out experience. It’s easy: visit our Help Center for step-by-step instructions on getting started.

Get started with a FREE 30 day trial today. No credit card required.

3 minutes read time

Tighten up your on-site security with WolScan

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?

We take data privacy and security seriously. We are ISO 27001 certified and GDPR compliant. When using WolScan, the visitor information, including captured images, is sent directly to the WhosOnLocation server. No data is processed by a third party. You can also decide how long the visitor’s information is retained and set an automatic data deletion after a set period of time.

Ready to get started? 

WolScan is available to enable in your account today and is priced per device. Visit our Help Center for step-by-step instructions on getting started. 

New to WhosOnLocation?

Get started with a FREE 30 day trial today. No credit card required.

3 minutes read time

New WhosOnLocation Website

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

We hope you love the new site as much as we do. As always we welcome your feedback, if you have feedback to share good or bad please click here

4 minutes read time

Busy front of house? A virtual receptionist can help.

WhosOnLocation’s latest integration brings us one step closer to a fully virtual receptionist. Introducing Alexa for Business by WhosOnLocation. Welcome to the future!

What is a virtual receptionist? 

When we think about virtual receptionists, two different scenarios spring to mind. There are teams of remote receptionists who are contracted to take calls for a number of businesses. And then there is the futuristic type – AI fuelled robots who automate the entire process for you. 

Fully functioning robots aren’t widely available just yet. However, there are a number of technologies that can automate tasks and take the strain off under-resourced teams. 

  • Visitor management software can automate the sign-in process. WhosOnLocation allows visitors to sign themselves in, presents instructions on where to wait, and automatically notifies their host. These self-serve kiosks are even available in a touchless, hygienic format. 
  • Voice-activated assistants, such as Amazon’s Alexa for Business, can further personalize this process. By integrating with visitor management software, we can take our virtual receptionists up a gear; audibly welcoming guests and announcing arrivals.

Benefits of a virtual receptionist

We’ve already hinted at a few of the benefits, but let’s take a closer look at why you might need a virtual receptionist. 

Your front of house team is busy

Small businesses can still make a big impact when their visitors arrive. Rather than scrambling to unlock a door or locate a visitor’s host, let a virtual receptionist take on some of the load. 

With visitor admin largely taken care of, your front of house team can use their time more wisely. They’ll also be able to run errands and take breaks in the knowledge the front desk is always ‘manned.’

You have a large facility with multiple access points

How do you cover every access point to ensure employees and contractors are always signing in? Whether you need to carry out health screening, contact tracing, or simply know who’s on-site for health and safety reasons, virtual receptionists can ensure no one slips through the cracks. 

Your facility contains a number of hazardous zones

Think of this less like a virtual receptionist, and more like a virtual health and safety assistant. By placing sign-in kiosks or QR code posters at the entrance to each of your hazardous zones, you can ensure your employees and contractors have the information they need. Check out this blog for more details. 

Alexa for Business integration 

WhosOnLocation’s latest integration with Alexa for Business enhances the way you use your subscription. Here are some possible use cases to get the creative juices flowing… 

Welcome your visitors

Have a spiel you need to communicate to all visitors? Whether it’s ‘please keep your visitor pass visible’ or ‘ensure you wear a mask’, have Alexa automate the process for you. Once a guest has finished signing in at your kiosk, Alexa can verbally welcome them, and pass on any important information they might need to know. 

Alex for Business Integration

Announce an arrival

Meanwhile, inside your facility, you can keep an Alexa device close to your employee workstations to act as a doorbell. Alexa can announce when a visitor or contractor has signed in and is waiting to be collected from reception. This announcement can include their name and who they are visiting. 

Deny employee entry

Currently, carrying out health screening or imposing maximum occupancy to adhere to social distancing? Whatever your reason for denying an employee entry to your facility, create a trigger in WhosOnLocation to automatically prevent sign in, and have Alexa communicate the reason why. 

Remind contractors of expiring documentation

Whether it’s a safety induction, insurances or a qualification in need of renewal, have Alexa verbally remind your contractors of expiring documentation when they sign in. 

From visitor management software to voice-activated assistants, we are certainly edging ever closer to a truly useful virtual receptionist.

Ready to get started? 

To get started you’ll need an AWS enterprise account and a WhosOnLocation subscription. Visit our Help Center for step-by-step instructions on enabling the Alexa for Business integration. 

New to WhosOnLocation? 

Get started with a FREE 30 day trial today. No credit card required. 

3 minutes read time

Keeping compliant with custom fields

Custom Fields is a powerful new way to manage your data and ensure you’re staying compliant. Our customers requested it, and we delivered. Here’s how (and why) to make the most of our latest release. 

What are ‘Custom Fields’? 

You might have heard other SaaS companies talk about custom fields. A number of the software products we use here at WhosOnLocation HQ offer this feature, and it’s a great way to make your tech stack work for you.

Custom fields are a way to personalize and tailor the data you use, add and store in an application. Instead of being tied to pre-defined input fields. you can go in and make your own rules. 

Custom fields and WhosOnLocation

Custom fields are available in WhosOnLocation for employee, service provider, and service provider organization profiles. Instead of sticking to the pre-defined data fields such as ‘Employee name’ or ‘Employee email address’, you can now create and name your own fields. 

Whether you want a checkbox to indicate an employee’s eligibility to work, a calendar field to input their date of birth or to link through to their line manager’s profile – the options are endless!

How would I use Custom Fields? 

Imagine there are four or five pieces of information you ask every new employee or service provider when they start their employment. Most will be quite generic e.g. name, home address, emergency contact number. However, you probably have some questions that are very specific to your organization, too. They might even be required for compliance.

For example, you might only allow pre-approved vehicles to enter your site for security reasons. As a result, you’d need to note down the registration number of each employee’s car. 

You might also need to prove you’ve checked all employees are eligible to work in the country you’re based. Or perhaps you need to log information that will help run regular background checks, like an employee’s place of birth. With custom fields, you can be as specific as you need. 

Keeping things organized

You can hide all of the standard information you don’t need to capture, to keep your employee and service provider profiles ordered. Simply hide any fields you don’t need and drag and drop in the fields you do. 

You can even group fields together by ‘type’, saving them together in a tab. For example, for each service provider, you might have a contact information tab alongside an important documentation tab. This makes it quick and easy to locate the information your need – perfect for when the auditors come knocking. 

Set up a template that works for your organization to ensure you’re only capturing information that’s relevant. Get peace of mind you’re storing all the data required to help you stay compliant. 

Ready to get started with custom fields? 

Custom fields are available today, and included in your WhosOnLocation subscription. Visit our Help Center for step-by-step instructions on getting started. 

New to WhosOnlocation? 

Get started with a FREE 30 day trial today. No credit card required. 

4 minutes read time

Health screening at every access point

Our latest feature release has made health screening even easier for your organization. You can now print and display QR code posters at every entry and exit point for quick and easy sign in/out. 

What is health screening? 

Health screening is a common practice in the current climate. It’s a way for organizations to check in with employees, contractors and visitors to understand if they are experiencing flu-like symptoms before they enter a facility. 

The most foolproof way to carry out health screening is to automate the process. By using a people presence solution like WhosOnLocation, you can set up custom questions that are asked every time someone signs into your facility.

Health screening at every access point  

Placing a self-serve, sign-in kiosk in your main reception is a fantastic way to trace who’s moving through your site. Especially if you set it to touchless mode, for hygienic sign in/out. Not only does this create a slick, professional experience for your guests, but it also allows you to print ID badges with ease. 

But what about facilities with multiple entry and exit points? It’s often not feasible to place and maintain sophisticated hardware at every side entrance, gate or warehouse. That’s where QR code posters come in… 

How do posters differ from kiosks?

Similar to touchless kiosks, our new posters display a QR code that can be scanned on the guests’ smartphone. Once scanned, the employee, visitor or contractor is asked to enter their information and answer any health screening questions. 

By removing the need to buy expensive hardware, these posters are great for outdoor locations, or for placing at every access point in a larger facility. 

However, it’s worth noting these posters don’t have the ability to print badge passes. We would still recommend using an online kiosk at your main reception, especially if you’re signing in visitors. 

QR code poster

No app download required

To make it as easy as possible to screen everyone on-site, we’ve ensured our QR codes open in the guest’s browser. This is particularly great for visitors – no one wants to download an app for a one-off visit!

Get specific with contact tracing

The brilliant thing about QR code posters is that they can also be used to zone your facility. This can be really helpful should you need to carry out contact tracing in your facility. 

By splitting your facility into zones, you can assign your employees and contractors to each zone depending on their role. For example, if your accounts team sits on the top floor of your building, you can zone this area off and create a QR code for this floor. 

This makes it much easier to trace who has come into close contact with an affected individual, and which areas of your facility may require additional cleaning in the case of an outbreak of COVID-19. 

Security and best practice

Unlike our online kiosks, QR code posters can only be refreshed manually. This is achieved by printing a new poster. 

To ensure your QR codes are used only as intended, and to minimize the risk of mis-use, we recommend printing a new QR code poster once a month.

Ready to get started with health screening and QR code posters? 

All of the features mentioned are available today, and included in your WhosOnLocation subscription. Visit our Help Center for step-by-step instructions on enabling QR code posters. 

New to WhosOnlocation? 

Get started with a FREE 30 day trial today. No credit card required. 

3 minutes read time

We’ve made employee security even easier

In small organizations, knowing who’s permitted on-site is easy. But what happens when you reach thousands of employees across multiple sites? Bigger businesses carry bigger risks, and tightening up your employee security is an iterative process. 

Our latest feature update is a great example of this. Hosted employees gives you tighter control over global roamers. 

Employee security – Global roamers

Global roamers are employees who have access to multiple locations within an organization. Imagine a regional manager, who often travels between sites for meetings. 

With global roamer status, employees are able to come and go between locations as they please. For many sites, this may not be an issue. But when it comes to tighter security restrictions or special safety requirements, how can you ensure you’re notified of a visiting employee? 

Employee access comes with security risks

According to the 2019 Global Data Risk Report, employee access to data is leaving companies at risk. 55% of companies had over 1,000 sensitive files open to every employee. Across the whole data set, 22% of all files were exposed to all employees. 

When employees have access to sensitive data beyond that required for their role, you leave your organization vulnerable to leaks and data breaches.

This isn’t just a digital problem. By giving location access to employees from different teams, we are exposing our physical data too – whiteboards marked with the monthly stats, print outs left at reception, conversations overheard in the hallway… 

So how can we tighten up employee security between teams to ensure employees are only able to access the areas and information they need? 

Hosted employees

In the visitor management context, we’re all fairly familiar with the idea of hosting a visitor. We wouldn’t allow visitors to enter a facility unaccompanied and without record, so the process tends to follow similar steps. For example, using WhosOnLocation: 

  1. A visit can be pre-registered by sending the visitor a calendar invite
  2. This can be automatically followed up with a WolPass email, including a map, directions, car park instructions, the nearest cafe… and any other customizable information required. 
  3. Once the visitor arrives, they sign in (usually at the kiosk) and select their ‘host’ by searching for the employee’s name. 
  4. The host is notified and greets the visitor. 

Our latest update applies the same steps to visiting employees, for greater control and oversight of who’s on-site. 

These settings can also be set to ‘required’ so a visiting employee must select a colleague from that location to host them. 

Benefits of assigning a host

By assigning a visiting employee a host, you ensure someone in your facility is aware they’ve arrived on-site. If they aren’t permitted on-site, you have a record of their sign-in attempt and can alert security.

If they are permitted on-site, the host will receive a notification detailing the entrance they’ve arrived through, so they can be on hand to greet the visiting employee and escort them between meetings. This ensures they are only visiting areas of the facility they are permitted to access. 

Finally, by automating this host arrival notification, you also free up busy receptionists. Your front of house team no longer needs to contact meeting attendees on the visiting employer’s behalf. 

Ready to get started?

All of the features mentioned are available today and included in your WhosOnLocation subscription. Visit our Help Center for more information on enabling hosted employees to tighten your employee security today.

New to WhosOnlocation?

Get started with a FREE 30 day trial today. No credit card required. 

5 minutes read time

Choosing a touchless sign in solution

Organizations are looking for ways to protect their people like never before. As we consider returning to work or opening our doors to visitors again, we all need to review our processes. How do we mitigate the risk of COVID-19 in the workplace? Choosing a touchless sign in solution is a great place to start.

How to return to work safely

There’s a lot to consider when re-opening our facilities. We recently put together this handy white paper to help guide the process. 

When it comes to the essentials of safety, there are two main questions you’ll need to ask yourself. In the face of an outbreak of COVID-19 within your organization, how will you: 

  1. Trace everyone who came into contact with affected individuals?
  2. Log everyone coming on-site in a hygienic, touch-free way?

Why do I need contact tracing software?

As a business owner, you might assume you can alert all staff of an outbreak of the virus and be done. But what about the visitors who came on-site during the incubation period? What about the contractors who passed through last Wednesday afternoon? 

By formalizing your process for recording who’s on or off-site, you ensure you’re able to account for everyone who was exposed to risk whilst working in your duty of care. 

Choosing a touchless sign in solution

For organizations, a visitor management system is the most robust way to carry out contact tracing. The majority of these systems were originally built for a self-serve, touch screen kiosk. These are no longer viable as we look for hygienic solutions.

Enter: touchless sign in. The market has adapted quickly to the needs of businesses, and many providers now offer a touchless sign in solution. However, the speed to market meant not all solutions were created equal. There are a few questions to consider when choosing a touchless sign in solution… 

Does it service walk-in visitors? 

The majority of touchless sign in solutions on the market today are designed for pre-registered visitors only. They require all meetings to be booked in advance, and for the visitor to fill out their sign in details prior to arriving on-site. 

But what about visitors who turn up unannounced? Contractors, who arrive a day early? Meetings you forgot to register with the front-of-house team? If we’re really going to mitigate risk and account for everyone on-site, we need to be prepared for the unexpected. 

WhosOnLocation’s touchless solution allows for walk-in visitors to scan a QR code and sign in from their smartphone – no pre-registration required. 

Will my visitors need to download an app? 

Keep an eye out for providers who’s touchless sign in solution requires visitors to download a smartphone app – this can cause friction.

When choosing a touchless sign in solution, think about your one-off visitors. Walk in visitors may experience frustration at the need to download and grant permissions to an app on their personal smartphone, and those who aren’t tech savvy won’t be able to sign in with ease.

WhosOnLocation has kept the process as simple as possible, with browser-based sign in

What about employees and service providers? 

Contact tracing doesn’t begin and end with visitors. You’ll need to ensure your solution allows everyone coming on-site to sign in hygienically. That’s why WhosOnLocation’s touchless feature allows visitors, service providers and employees to sign in, and delivery drivers to register packages touch-free, too.

Can I screen who comes on-site?

Aside from contact tracing, a touchless sign in solution can also help you prevent access to those displaying symptoms before they come on-site. Check your provider supports custom questions, so you can tailor the sign in process to your own pandemic policy. 

With WhosOnLocation, you can set up automated rules (triggers) to deny access to those who pose a risk, and notify the appropriate person on-site. 

How secure is it? 

Giving visitors the ability to scan a QR code and sign in from their smartphones poses a new set of security concerns for businesses. What if someone maliciously distributed the QR code for bogus sign ins?

As an ISO 27001 accredited company, WhosOnLocation has ensured touchless sign in is only used as intended. The QR code is automatically refreshed after each use to ensure the person signing is in really on-site. Once signed in, guests only have access to the sign out page, and there’s a limit to the number of times a guest can search for employees to visit.

Does it include all the functionality I’d expect? 

For the most part, touchless visitor management features don’t currently support all the features you get in the standard, touch-screen format. For example, you might find visitor photo capture is available on the kiosk, but not for touchless.

WhosOnLocation has delivered a solution which 100% replicates the function of the kiosk, including:

  • Badge pass printing
  • Multi language support
  • Photo capture
  • Custom questions
  • Signature capture for NDAs
  • Acknowledgment notices

New to WhosOnLocation?

Try it for free with a 30 day trial. No credit card required. 

5 minutes read time

How to make visitors feel welcome (and safe) again

When COVID-19 hit the headlines earlier this year, businesses slowly started to change their operations. Travel plans were the first to be abandoned – as conferences and industry events were postponed or cancelled. Next, it was the turn of visitors, as external meetings were carried out over the phone rather than in person. Finally, we saw facilities closing their doors altogether, taking their business online wherever possible. 

Visitors haven’t been welcomed into facilities for a very long time, and the general consensus is that opening doors to guests again puts everyone in a vulnerable position.

However, as we return to the workplace, we must eventually invite our clients, customers and business partners inside again. The question is – how do we make them feel welcome? How do we make them feel safe? 

Start with employee and service provider safety

For many countries, including much of the US and the UK, the majority of organizations are yet to open up their facilities to employees and service providers again. 

Before we can think about visitors, it’s important to get things up and running as safely as possible for our employees and contractors. There are a number of steps to ensure the safety and wellbeing of those in your duty of care during a pandemic, including: 

  • Ensuring physical distancing is possible
  • Preventing those who pose a risk from entering
  • Implementing contact tracing 
  • Accommodating flexible work schedules
  • Giving staff the time and space to get back up to speed
  • Being mindful of individual circumstances – ensuring employees aren’t putting themselves, or those they care for, at risk

You can read more tips for getting back to work post COVID-19 in our latest white paper.

Opening your doors to visitors

When it comes to welcoming visitors, there are a number of ways you can minimize risk and reassure guests and employees that their safety is a priority. 

Reach out in advance

Taking the time to send visitors an email in advance of their visit can provide some much needed peace of mind. Use this opportunity to lay out your pandemic policy, ask they rearrange their meeting if they begin to feel unwell and explain the measures you’re taking to ensure their safety whilst on-site.

WolPass can completely automate this process for you. When employees send calendar invites to external guests, WhosOnLocation’s calendar integration can pre-register the visitor in the system and automatically generate a customizable email. This WolPass contains all your arrival instructions, including a QR or barcode that can be used for fast-track sign in. 

Make your sign in process safe

If you’re signing visitors in with your front of house team, you’ll need to ensure your staff are protected, and visitors are adhering to physical distancing during the sign in process.

If you’re using a self-serve kiosk to sign guests in, it’s worth noting the average sign-in process involves touching the screen around 35 times. Considering COVID-19 is spread through contact with contaminated surfaces, this isn’t ideal. You’ll need to ensure you keep a bottle of hand sanitizer next to the kiosk and remember to clean the screen frequently.

There is an easier way: our enhanced touchless sign in feature makes the process much safer.

Sign in from your smartphone's browser

We already supported touchless sign in for pre-registered visitors, but our most recent product update means even walk-in visitors are able to register themselves on-site safely. Visitors simply scan the QR code on the kiosk and complete sign in using their own smartphone.  

By making the sign in process touchless and compliant with your pandemic policy, your visitors will feel reassured that you’ve taken steps to protect their health during the visit. 

Tailor your welcome message

If you’re using a self serve kiosk or touchless solution, a few simple tweaks to your summary screen message can go a long way towards making your visitors feel welcome. Try something like: 

“Welcome back. We’ve asked our employees to maintain a 2 meter distance from visitors for your safety, and provided hand sanitizer throughout the facility – please help yourself. It’s good to see you again.”

Create a comfortable waiting environment

If your reception waiting area is scruffy, cluttered and anything short of spotlessly clean, your visitors are likely to feel uncomfortable as they wait. Regular cleaning is always important, but your visitors are more likely than ever to pick up on dirt and dust in the wake of COVID-19. 

A sparkling clean facility shows you’re taking the pandemic, and the health of your people, seriously. Similarly, if you’re using a touchless sign in solution, continue to send the right message by removing any shared reading materials or drink stations – which leads us on to… 

Contactless refreshments

Offering your guests a drink is visitor etiquette 101. However, this simple act requires some extra thought in light of COVID-19. Arranging a contactless method for serving drinks and ensuring your front of house team wash their hands between cups of tea and coffee will mean your safe sign in procedures weren’t carried out in vain.  

Already a customer?

The features discussed in this blog post are available with all subscriptions. Get started with touchless sign in today. 

New to WhosOnLocation?

Try it for free with a 30 day trial. No credit card required. 

4 minutes read time

Your sign in process just went fully touchless

Our most anticipated feature of the year has landed – fully touchless sign in is now available in your account. So what does that mean for customers, and how can you get started? We’ve covered everything you need to know in this blog post, so you can create a touchless kiosk today. 

What is touchless sign in? 

Touchless sign in is a hygienic way to allow visitors, service providers and employees to mark themselves as on or off-site. 

There are many ways to sign in using WhosOnLocation, but the most common is to use a touch screen kiosk. When the COVID-19 pandemic hit earlier this year, we all became more aware of the ways viruses and bacteria are spread – and for many, a touchless kiosk became a requirement.

A touchless kiosk

Although we already offered touchless sign in for pre-registered visitors, and auto sign in/out via our WolMobile app, there are a number of great WhosOnLocation features which couldn’t be used in tandem with these options. 

Our latest enhancement utilises the kiosk and all of the great features which accompany it, so you can get the full WhosOnLocation experience touch-free. 

How does it work? 

Our touchless sign in solution uses a QR code to enable visitors, service providers and employees to scan and sign in on their smartphone. Here’s how it works in four simple steps: 

How touchless sign in works - WhosOnLocation

Same great kiosk experience 

Touchless kiosks are easy to set up, and will carry over all your existing kiosk settings. Touchless kiosks work seamlessly with your favorite WhosOnLocation features, including: 

  • Custom questions
  • Photo capture
  • Badge pass printing
  • Multi-language sign in
  • Acknowledgment notices
  • Signature capture for NDAs and waivers

Security first 

As an ISO 27001 accredited company, you know you’re in safe hands with WhosOnLocation. We’ve taken a number of measures to ensure touchless kiosks are secure. 

How we’re keeping your facility secure

Auto-refresh QR codes

QR codes immediately refresh after every use, so no one can sign in to your facility unless they are actually on-site. In the unlikely event a group scans the code at the same time and attempts to sign in together, the code will only be valid for the first five people who follow the link. 

Manual codes

For those who aren’t able to scan QR codes, we also offer the option to input a code manually. These manual codes update whenever the QR code refreshes, and there is a limit to the number of times a device can input a code. 

Time limits

To ensure touchless sign in only used as intended, we’ve imposed a number of time restraints. For example, once a QR code has been scanned, the user must start signing in within 5 minutes. Once started, they must complete sign in within an hour. 

Once signed in, they will only have access to the sign out page, and won’t be able to navigate back to the kiosk questions. The sign out page will time out if not used within 24 hours. 

Suggested settings for you

When you enable your touchless kiosk, there are a number of settings we suggest you review. They include:

Search result drop downs

To protect the data of your visitors, service providers and employees, we suggest you disable the returning visitor search function, and require an exact match when searching for names. This will prevent guests capturing names in your database on their smartphone. 

Triggers

Does your facility use triggers to unlock doors when someone signs in? Unlike a visitor signing in at a fixed kiosk, with touchless, the visitor does not need to be physically next to your door to sign in. If your facility has strict security needs, and you feel uncomfortable with doors unlocking remotely, you may wish to review your current process.  

Photo capture

Finally, you may want to make photo capture optional rather than required, to enhance the visitor experience. It isn’t uncommon for visitors to have restrictive camera settings for their smartphone, and feel uncomfortable about granting permission to access their phone’s apps. We recommend you give your guests the chance to skip this step.

Downloaded our handy poster

Place this poster next to your kiosk and help guide your visitors through the touchless sign-in process. 

What’s next?

The hard work doesn’t end there – we’ll be bringing custom questions to WolMobile and the front-of-house sign in/out manager soon. Watch this space… 

Ready to get started? 

Enabling touchless sign in is easy. This article will walk you through it in no time.