Improving site safety and security in a multi-tenant building

Marketing

6 minutes read time

December 06, 2017

In a multi-tenant building, how can you keep all of those in the building safe and aware of hazards? How can you ensure a smooth visitor experience from the moment someone enters the lobby or reception shared by all the other tenants in the building? And how can you manage and verify the safety of all visitors, contractors and employees on-site in an evacuation?

Many businesses operate in multi-tenant buildings, where the first point of contact is a shared lobby. These locations have multiple organizations in the one building with visitors entering through the same reception and security. This can make it difficult for businesses to manage the safety and physical security of their visitors, contractors and employees.

In some multi-tenant cases, they have a property management appointed reception or security team who take care of the whole building. Other times, one of the major tenants may own the responsibility for the shared lobby area and reception/security team. Other multi-tenant buildings might not have a shared reception at all, instead listing the tenants with the floor numbers beside the elevators.

There are many benefits of having a shared reception, but in most cases, there is double-handling. For example, visitors will approach the shared reception, be directed to a floor by the building or head tenant’s receptionist/security team to the reception or kiosk of the tenant that they are visiting as well. Having to sign-in twice can be confusing and add friction for visitors.

WhosOnLocation has a multi-tenant visitor management solution that makes having a shared reception smooth and simple for both tenants and visitors.

Here’s how it works.

1. Install a Multi-Tenant Kiosk

The Multi-Tenant Kiosk has been built to be used by any company or building that wants to manage multiple tenants from one kiosk.

When visitors, contractors, deliveries etc arrive on-site, they can sign-in to any of the organizations in the building (if they’re using WhosOnLocation and managed under the shared reception account). This means that they don’t need to sign-in again when they get to the tenant’s floor.

Benefits of having a multi-tenant kiosk:

  • In the case of an evacuation, the building staff have a list of all visitors in the building and can verify people’s safety directly from the WhosOnLocation WolEvac app.
  • Building security personnel have a record of anyone who is or who has been on-site. This helps them monitor and track all visitors and ensure that no one is anywhere they aren’t meant to be.
  • All visitors, contractors and employees can acknowledge any building hazards that aren’t tenant-specific.

How to set up a multi-tenant kiosk:
Each tenant can register their own WhosOnLocation account, and create a kiosk under each company account. Then email helpdesk@whosonlocation.com and we’ll do the rest!

Note: If some tenants use another visitor management solution, or prefer to use their own system, they can continue doing so and the kiosk can direct them to the correct level to sign-in there.

2. Assign a Multi-Tenant Sign In/Out Manager

What if visitors can’t use the kiosk for some reason? Or they’d simply prefer to talk to a person? In this case, they can go up to reception and be signed in by a concierge or receptionist, who has Multi-Tenant Sign In/Out Manager privileges.

The Multi-Tenant Sign In/Out Manager allows people from one WhosOnLocation account to manage the visitors for all organizations, set up in different accounts, from the one screen. This allows a shared reception area to be created and used for all organizations in one building seamlessly.

Here are some examples of how multi-tenant visitor and evacuation management might be the right solution for you:

CASE STUDY A: PROPERTY MANAGER

As a property manager, the safety and security of your tenants, staff, contractors and visitors is your first priority. So you want to make sure that, in an evacuation, you can account for everyone in building.

Because your building has multiple tenants, you want a simple way to be able to verify the safety of everyone on-site without visitors to have to sign-in twice (first into the building, then again on the tenant’s floor).

You decide that the best way to more forward is to set up WhosOnLocation multi-tenant sign-in to improve evacuation management. You encourage your tenants to sign-up if they aren’t already using WhosOnLocation so that their visitors can be managed under your account. Now, when anyone enters the building, they can sign-in to visit any of your tenants through the kiosk or reception in the main lobby.

You can invite tenants to use WolEvac (WhosOnLocation’s evacuation app), and both your building staff and tenants’ floor wardens can verify the safety of anyone on-site.

CASE STUDY B: TENANT IN A BUILDING

You’re a tenant in a multi-story building. You’ve talked to the other tenants and discovered that of the 10 tenants in the building, 6 are using WhosOnLocation (including you), 2 are using other visitor management software systems and 2 are using paper-based sign-in methods.

The six of you using WhosOnLocation all have your own receptionists and kiosks on your levels. You decide that it would be easier to have a single sign-in point in the building lobby, and you want to appoint a ‘building receptionist’ who can sign all of your visitors in there. You decide to take on this responsibility and assign your receptionist to the shared lobby. Your receptionist then has the ability to sign visitors in to any of the businesses managed under your account (as their multi-tenant sign in/out manager).

Alternatively, if the visitor is going to one of the other businesses (not using WhosOnLocation or not managed under your account), the kiosk or receptionist can simply direct them to the correct level to sign in there.

About WhosOnLocation

Manage visitors, contractors, employees and evacuations all within one easy to use application: WhosOnLocation works across businesses of all sizes including manufacturing, corporate, utilities, construction and ICT. Start your free 30-day trial here.

Our support team is happy to answer any questions you have along the way so you can experience the scope of the software and get an idea of how it would work for you.