Visitor Management
July 5, 2016 0

10 ways to improve your site security using visitor management apps

Posted by:Darren Whitaker-Barnett onJuly 5, 2016

A good visitor management system will improve your site security, reduce your exposure to asset and IP theft, and help to keep your employees safe. Read our list of 10 ways to use visitor management apps to improve your site security.

1. Introduce a physical firewall.

Put a barrier between your public visitor sign-in area and your receptionists or your security team. In essence, visitor kiosks are located within the reception area but with a physical barrier, say a glass wall, between these devices and your people. If applicable, ask your visitors to show personal identification before granting them physical access beyond the firewall line.

2. Capture more than just a visitor’s name.

In order to verify the identity of your visitors, at the very least, ask them to present a form of personal identification. This can be as simple as having your reception or security team eyeball a driver’s license or social security card, to recording specifics about that ID, through to scanning a copy of that ID. Organizations spend millions of dollars on cyber-security threats, CCTV, access control systems, and in some instances, mobile security guards, yet often visitors can use any name when signing in without any requirement to show proof of identity.

3. Adopt an ‘approved visitor’ only policy.

This requires employees to pre-register their visitors prior to their arrival. On arrival a visitor can sign into a kiosk or be signed in via the reception team – if they are not pre-approved and registered they are denied access without further proof of the purpose of visit.

4. Issue your pre-registered visitors with a pre-approved electronic pass.

This is emailed to them prior to their arrival. It must be presented to reception or security as proof of visit. GoReception, WhosOnLocation and Envoy, are examples of apps with such features.

5. Introduce time-expiring badges.

TEMPbadge® Printer
Time-expiring badges change colour over time highlighting to any vigilante employee when a visitor has over-stated their stated visit period.

 6. Capture your visitor’s photo when they sign-in and include that on their visitor badge.

The mere fact the visitor’s photo was captured ensures they aware their visual identity can be audited if anything goes wrong on-site.

7. Send a photo of the visitor to their host.

This allows the host to verify the person they are meeting or at the very least be aware of who they are meeting with. A visitor not known to the host may trigger alarm bells.

8. Utilize ‘Watch list’ features.

Watchlist FeatureUtilize ‘Watch list’ features to make you aware if a visitor who is banned or not approved to be on-site has signed in. The best watch lists allow you to ‘watch’ for specific name strings’ email addresses, email domains, cell numbers and other personally identifiable information captured during the visitor sign in process. A match against any data point can trigger a message alert which is sent to nominated people, like your security team, advising them a person matching your watchlist criteria has signed into your site.

9. Utilize triggers to know when visitors who are on site longer than expected.

Visitor management apps allow you to set up a rule where your visitor is asked to estimate the expected length of their visit. If they don’t sign out before this time has expired a trigger can fire which sends a text message or email to the visitor’s host and/or the security team advising them a visitor is still onsite beyond their approved visit time. Triggers are also useful to alert your security or facilities team whenever someone signs in after normal business hours.

10. Give a wider group of employees visibility of who is on-site and where.

Visitor DashboardSome visitor management systems allow you to create dashboards that show key on-site statistics and insights. Employees can see a list of non-employees (guests, visitors, contractors) who are on-site, in real-time. Systems like WhosOnLocation also include the ability to display who a visitor is being hosted by, the date and time they signed in, and much more.

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