The WhosOnLocation Blog

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Tighten up your on-site security with WolScan

3 minutes read time

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.

Read more.

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. 

4 minutes read time

Myth busting visitor management for facility managers

Guest post from Lee Odess.

For large enterprise and corporate entities, in regular times, facility managers are caught in the middle of managing many department needs and wants. Bolt-on a global crisis like COVID-19, and those demands exponentially increase. Keeping abreast of technology changes can be daunting, and preconceived notions, better known as myths, can creep into the selection process.

Visitor management systems are a great example.

Before the crisis, facility managers were one of the stakeholders in a visitor management system. Sometimes driving or participating in the selection, adoption, installation, and maintenance of these systems. Traditionally, the main driver for the adoption of a visitor management system was identification, compliance, and notification. The benefits and value are still relevant, but the use cases have expanded given the crisis. In turn, so have the myths about what a visitor management system is and the value it creates.

Let’s take a look at the top four typical myths of visitor management:

ROI is low. I have a clipboard or a legacy system that can do the same.

This myth is a story about the system capabilities and the value creation of them. Like other examples where software has helped mature an industry, visitor management is no different. Today’s modern visitor management systems have expanded beyond the clipboard and the visitor and have become a dynamic digital front end and operating system for the enterprise, schools and universities, multifamily communities, and regulated facilities delivering a ton of added value.

Visitor management is only a feature of access control.

Broadly valid up until recent developments. Many now see this as inverted: Access control is becoming a feature of visitor management. Why? With the evolution of how we define a “visitor” to encompass not only guests but also employees, contractors, and anyone who comes to your facility, the visitor management systems are now identity management and workflow management systems. They can work stand-alone or participate as the digital interfaces of your building management systems.

 Wireless systems are not as reliant.

This one is tricky because it has less to do with the specific system and more to do with the configuration and your partner. It’s true that there are systems on the market that are lousy, despite how good the configuration or partner is, but let’s assume you are selecting the correct and reputable system for your use case. With that assumption in place, leading companies in the market now have sound knowledge and methods in place that eliminate this as a problem. My suggestion is to work with the leaders in visitor management – their systems and configurations are robust and reliable, and they’ll be able to answer any questions or break down complexities for you.

Another system just brings another problem.

I hear you. I do. I’ll go as far as to say, “I feel you.” Just like in myth three above, this comes down to your selection process. The industry, companies, and systems have grown up. Multiple systems don’t have to be problematic – companies that understand the value of partnership have worked diligently to ensure integration of systems is seamless and easy. They are robust and built for the enterprise.

Summary

In summary, although historically visitor management systems were developed for single-use low return, features of a more extensive system, the times have changed. With the increased demands of your facilities to know who is who, in some cases, before they arrive, and then to have the workflows in place to manage the processes, I suggest you dust off the old perception of visitor management and take a look at what is on the market today. The moment is now.

Lee Odess is one of the most accomplished and knowledgeable Building Access experts in the world.  He is the Founder of E+L+C, and former executive of Allegion, a billion-dollar manufacturer in the lock and access control industry. He also served as an Executive of Unikey, a start-up that pioneered the IoT/smart lock/smart physical access control industry and began his career as an Executive with the first cloud-based physical access control manufacturer, Brivo.

Currently, Lee is the founder of www.InsideAccessControl.com and www.InsideVisitorManagement.com, a media and blogging platform focused on the physical access control and visitor management industry, and Group337, a Growth Studio focused on business creation in the commercial real estate, proptech, and smart home markets for small to large companies in the security, access control, and IoT industry.

4 minutes read time

Listening to your feedback with touchless sign in

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: 

  • Pandemic screening and alerts when an at-risk person signs in
  • Contact tracing with a digital record of everyone on-site / in contact with an affected individual
  • Maximum occupancy rules to adhere to social distancing
  • ‘Zoning’ to assign workers an area and minimise exposure
  • Acknowledgment notices to communicate your entry policy

However, more was required. A global pandemic like COVID-19 puts every single customer at risk, and ensuring we had ways to mitigate these risks became our top priority. 

Having your say

When the world went into lockdown earlier this year, we started reaching out to our customers from all sectors to ask about their business needs, and how WhosOnLocation could help. 

From picking up the phone and having a good old chat, we identified a few key areas that needed addressing. These included:

  1. A way to keep track of teams who were working remotely and from home.
  2. A touchless solution to prevent the spread of COVID-19 when signing in at a kiosk.

Working remotely

First off, we got straight into a working remotely solution in response to businesses closing their physical facilities throughout the world. 

Released back in April, working remotely allows employees and service providers to sign in for work from their homes (or anywhere!). In doing so, our customers have a clear record of everyone who is working in their duty of care at any one time, regardless of where they are. 

This feature really comes into its own when used in the WolMobile application. Those who are signed in for work remotely will be able to view important safety notices in-app, receive instant messages from their employer and send their location to a nominated safety operator in the event of an emergency. 

Touchless sign in 

Before we’d even heard the word COVID-19, WhosOnLocation already accommodated a number of ways to sign in hands free, including: 

  • Scanning a token
  • WolMobile app
  • Brivo integration using Onair app
  • With the sign-in/out manager
  • For pre-registered visitors using WolPass

However, from our conversations with customers, we realised a more seamless solution is required during a pandemic, and beyond. 

To get a deeper understanding of your needs, we carried out an in-depth survey.

Touchless – The results are in

So when it comes to a touchless solution, what was the verdict? 

We drilled deep asking a number of questions to help guide our solution. Here are the headlines: 

77% of those surveyed* said they’d rather use a touchless, self service kiosk than sign visitors in with their front of house team. 

76% would rather keep things digital, using a touchless kiosk to display a QR code, rather than a printable poster. 

64% would rather tailor the sign in questions they ask for visitors, than for employees or service providers. 

69% didn’t require a touchless solution for deliveries. 

*Of a survey of 240 customers with varying role types.

So what’s next? 

Our brand new, touchless solution will be released in the coming weeks, offering you a way to sign in all visitor types, and integrate with all the best parts of WhosOnLocation.

Our touchless solution will allow visitors, employees and service providers to register themselves as on-site using their own devices, for a simple, safer, sign-in experience. 

More information to come very soon, watch this space!

New to WhosOnLocation? 

Take a free 30 day trial today.

5 minutes read time

A modern-day pandemic and the role of technology

COVID-19 might be a brand new viral strain, but pandemics are a threat as old as time. In fact, the viruses, bacteria and parasites that cause disease have killed more people throughout history than anything else. 

The world has evolved since smallpox was eradicated in 1979, with huge progress in everything from medical science to the way we interact socially. So has technology left us more vulnerable to infectious diseases? Or has it helped minimize their impact? 

How technology has made us more vulnerable

Transport and connectivity

Technology has long played a part in the spread of infectious diseases. The introduction of maritime travel allowed illness to spread across the world in a way that wasn’t previously possible. The plague and smallpox were spread along popular trade routes, and the Spanish influenza was passed between military camps during the first world war.

Improved connectivity has left us more vulnerable than ever. At the end of 2019, it was possible to reach any country in the world in around 20 hours flying time. On average, over 100,000 flights were taking off per day around the globe, allowing viruses and bacteria to spread at a rapid rate when they might previously have died out.

Misinformation

There’s another downside to heightened connectivity – and that’s the spread of misinformation. 

The internet, TV and radio allow governments and medical professionals to offer education and guidance during a pandemic. However, the internet allows misinformation to spread as quickly as the virus. This is a real threat to the public – so much so that the World Health Organization (WHO) has a web page dedicated to debunking COVID-19 myths. 

Some harmful misinformation the WHO has warned against include drinking high levels of alcohol and ingesting bleach.

How technology has helped

Probably the most obvious way technology has helped during the COVID-19 pandemic is to significantly speed up the process for identifying and understanding the virus, making a possible vaccine viable in record time. 

There are a surprising number of other ways technology has helped, too: 

3D Printing

Problems with the supply chain and heightened demand left many countries facing a shortage of personal protective equipment (PPE). Thankfully, the 3D printing community has come together to help. 

Ventilator parts and visors are now being made in garages and workshops all over the US, helping to protect those working on the front line. 

Artificial Intelligence

A Toronto-based AI platform built to monitor health data (Blue Dot) was able to identify the pandemic early on, and predict how it would spread across the world using flight path data. Although this information wasn’t used to its full potential this time, artificial intelligence is set to be a useful tool in pandemic management in the future. 

Chatbots

Chatbots have proven a useful tool for both gathering and communicating vast amounts of data during the pandemic. 

Those who fell ill with COVID-19 were entering a huge amount of data into chatbots, helping these AI systems learn about symptom patterns. Now, these chatbots have the potential to help overwhelmed medical teams in triaging patients and aiding diagnosis. 

The cloud

As work spaces closed and we retreated into our homes for lockdown, the cloud was a piece of technology that came into its own. Many businesses were able to continue working from home, as email, file sharing and video calls allowed us to collaborate and work together remotely. 

Social media has also helped us feel more connected in isolation. Although many of us have been physically distancing over recent months, we’ve been able to socialize online and keep in touch. 

Tech in your organization

When it comes to managing a pandemic within the workplace, there are a number of pieces of technology that claim to be able to help protect your workforce. But is it all useful?

Tech to consider

People presence software 

Visitors, employees, service providers, volunteers… By signing everyone in as they come on-site, you’ll be able to quickly and easily report on who has come into contact with who should someone in your organization become ill. People presence solutions are widely regarded as more robust solutions to other ‘contact tracing’ apps we’ve seen popping up of late.

Physical distancing detection

Silicon Valley-based AI company Landing AI has developed technology that works with security cameras to detect if people are keeping a safe physical distance from each other. This data could then be used to understand where workplace layout changes might be required to allow employees more space. 

In a similar vein, car manufacturers Ford are trialling wristbands that buzz if a colleague gets too close.

Technology to be cautious of

Contact tracing apps

Contact tracing apps are all over the news, and new providers are popping up almost overnight. However, without a proven track record around information security, enterprise organizations should be cautious of using these platforms.  

Air quality solutions

The concept of monitoring indoor air quality isn’t a new one, but it’s something that could be top-of-mind for facilities and operations managers post COVID-19. 

While improved air quality has many benefits, there is little evidence to suggest air purifiers can help reduce the spread of coronavirus. Although some purifiers might be strong enough to kill a small number of air borne viral particles, coronavirus is primarily spread by person-to-person contact, or contact with contaminated surfaces. 

UV sanitizers

There are a number of UV light sanitizers on the market, claiming to effectively kill viruses and sanitize your gadgets. However, only the strongest, most aggressive rays (UVC) are capable of killing coronavirus, and to use UVC safely, you need specialist equipment and training. This cleaning method is best left to the experts. 

New to WhosOnLocation? 

Take a free 30 day trial today. 

3 minutes read time

Feature Highlight – Using your Panic Alarm for onsite safety

As we return to our workplaces, we are are all faced with new challenges. Be it social distancing, an increase in hygiene measures, or contact tracing. One thing is certain – all workplaces will have a great focus on safety and security.

It’s a good time to re-assess the features you use within your WhosOnLocation subscription and look to activate those that could offer your organization a greater level of safety and security. One of these features is panic alarm (or sometimes referred to as a duress alarm). 

What is a panic alarm

A panic alarm is a discrete and silent way to raise an alarm with out aggravating a situation. Often used by the front of house/security team when they find themselves in an unsafe situation. 

Panic alarms need to be simple to use due to the stressful situations they are used in.  Users don’t have time to think through complicated steps, they need to take action.   

WhosOnLocation Panic Alarm

We first launched our Panic Alarm feature back in 2017. Designed as a simple and easy way for our customers to safeguard their organizations. Customers using the feature have activated it on average 15 times! 

Why should we use a panic alarm? 

Our top four reasons are:

  1. It’s like an insurance policy. You have it in place as a way to manage your risk. 
  2. Life can be uncertain so put the procedure in place to protect your organization in advance.  
  3. Gain peace of mind knowing your organization is safe and protected. 
  4. Help to manage your risk through the identification, accessing, and control threats to your organization. 

How does it work?

Once activated within your account, your front of house team have two ways to activate the panic alarm:

  1. From the Sign In/Out Manager
  2. Tapping the kiosk three times 

Once activated your nominated responders will receive an alert when your Panic Alarm is activated. Responder alerts can be sent via email or SMS to:

  • Multiple people within your organization
  • To security contractors
  • Other 3rd parties

Don’t forget to test your Panic Alarm

We recommend testing your panic alarm on a regular basis. Testing will ensure responders are aware of the alerts, are receiving them, and know how to follow your internal procedures. Ensure when a panic alarm is activated in a real emergency everyone can act fast. 

Getting started with Panic Alarm

Follow the step-by-step instructions in the help center to set up. If you are not already a customer click here to take a free 30-day trial. 

 

5 minutes read time

The rules for people presence in the age of contact tracing

It’s always been valuable to know who is physically at your workplace or organization at any given time. But since the outbreak of COVID-19, the ground has shifted. 

People presence is no longer just a tool to ensure safety, security, and compliance. It’s a matter of public health. For the first time in memory, we’re being asked to record and remember where we’ve been and who we’ve been in contact with, whether we’re heading for a coffee, getting a haircut or visiting a client or business partner. And we’re doing it to save lives.  

The pandemic has also placed surveillance and privacy concerns firmly under the spotlight. In the US for example, research consistently shows up to half of all adults will not download a government contact tracing app to their smartphone.  

This means organizations now have a heightened responsibility not only to manage people presence more competently but to do so with greater intelligence, openness and accountability than ever. There has to be a clear and obvious benefit in using a people presence system for both the site visitor and the site manager. Otherwise, some people will simply find ways to avoid using the system. 

WhosOnLocation has delivered people presence software for more than eight years. We believe there are four principles which should guide all organizations using this technology in the COVID age: 

Make it seamless

If eight years experience in the people presence business has taught us anything it’s the less human effort your system requires, the less chance of human error. The best systems are seamless. Cloud systems like WhosOnLocation run in the background on smartphones, so once an app has been downloaded by employees and contractors, entry and exit from locations is recorded automatically through geolocation. For pre-registered visitors, the confirmation pass sent to their phone prior to the meeting allows them to scan into the visit without touching a kiosk.  This means staff, visitors, clients, and suppliers can come and go as needed without the risk that people forget to sign in or deliberately choose not to.  This is important because the pandemic has demonstrated that relying on paper lists, human memory or untested smartphone apps can and has led to gaps and errors in critical information.  

Go granular

Currently, the COVID-19 contact tracing regime is struggling to even maintain logs of who has been at different locations. This is not going to be sufficient as we move forward into a prolonged period where contact tracing will be a part of life. The more granular the detail you can gather and distribute through your system the better it will work for you. A good system should be able to tell you if a visitor is permitted on-site in the first place. It should be able to tell you if they pose a risk to your people. It should be able to tell you if they’re aware of non-COVID hazards, or if they’ve agreed to your visitor policies. 

Without these added elements, there’s limited meaningful benefit to you in any system and it’s just going to be another compliance cost. Good people presence needs to give you granular control, including the ability to grant or deny people access to locations based on predetermined criteria. This can include, for example, individuals who have been exposed, directly or indirectly to COVID-19, or restrict specific areas of your organization to people you know and trust. 

Hide nothing

COVID contact tracing is starting to bring concerns about data privacy to the surface in much wider groups of the public than ever before. Data privacy has been a growing agenda for some years now, particularly as the amount of personal data being traded by tech giants like Google and Facebook has come to the attention of the public. 

That means any new people presence system must make data-use transparency a core value. When you ask people to give up personal data, you need to be open and honest about why you’re doing it, how you’re handling it, how long it will be held, and whether it will be shared with any third parties. The more accountable you are to people who will be using your system, the likelier they are to see it as a necessary and positive part of business, rather than a box-ticking exercise.  

We pride ourselves on our information security management practises reflected in our ISO-27001 certification and adherence to the guidelines outlined in the General Data Protection Regulations. This is essential to delivering a robust solution that manages visitors, employees, and contactor presence data in a single and secure platform. 

Make it work for you

A well-managed people presence system should be an asset to your business. It should be something that reassures people about being on your site, not something that makes being there a hassle. It should be a tool that provides you with useful data you can use to help streamline your operations. Your people presence system should be able to provide information for the Ministry of Health if required, but it should also provide you with rich data about the movement of people on and off your sites that enable you to make strategic, data-driven decisions that mitigate risk and improve the efficiency of your overall operation.

Ultimately, the reason we manage the presence of people is to make a positive difference. Whether for reasons of health, safety, security or compliance, it must be able to inform real-world business decisions. A robust solution that manages visitor, contractor, and employee presence data in a single platform is the best way to make this a reality.

5 minutes read time

Policies and procedures: How to adapt to COVID-19

COVID-19 has changed the way we live and work indefinitely. The fast-moving developments of this virus mean that businesses and employers must remain diligent with up to date policies and procedures as we make it through this unusual and difficult time. 

Following the outbreak, federal agencies published new and revised guidance that address employers’ obligations to protect the health and safety of their employees in the workplace. The Centers for Disease Control and Prevention (CDC), Occupational Safety and Health Administration (OSHA) and the U.S. Department of Labor (DOL) have published COVID-19 guidance that helps employers focus their response efforts on developing and implementing effective COVID-19 safety policies and procedures.

Should you change your policies and procedures?

Every business carries different risks, which is why you will have your own policies and procedures, relevant to your industry and worksite. These policies and procedures are in place to ensure the safety of your visitors, service providers, and employees at your worksites. As COVID-19 is a respiratory virus, which is easily spread primarily through droplets generated by sneezing, coughing, or even talking, businesses have to adjust their policies and procedures so they don’t spread the disease within their workplace. 

Not surprisingly, no case law or OSHA administrative decisions have been issued. What an employer’s legal obligations or duty of care that an employer owes its employees to protect them from COVID-19 in the workplace is not yet established. However, it is still the employer’s responsibility to keep those in their duty of care safe and to not put their employees at risk.

Every industry has unique policies and procedures they adhere to. While these are unique we do know that some of the most simple processes are often overlooked. Many of these processes could be formalized by using electronic visitor management. As we move out of COVID-19 it is more apparent than ever that a visitor management system is the only way to do this successfully. Learn how WhosOnLocation can help you.

Sign in 

The normal procedure of signing in our visitors or carrying out our inductions will need to be changed. Businesses need to keep out potential risks that could be entering their workplace. To ensure potential risks don’t come or gain access to your workplace implement a policy to only allow pre-registered visitors to enter.  Pre-registration notifies visitors of your policies in advance. They are sent an email (we call this a WolPass) detailing any essential information e.g. “If you’ve experienced flu-like symptoms in the past 14 days, please reschedule your visit.” 

This allows your visitors to read and digest the information fully before coming anywhere near your place of work. If they are in good health, when they come on-site they can simply scan the QR code in their WolPass using the external scanner at the kiosk to sign-in/out. No touch, no risk of infection transfer. A quick, safe, and seamless visitor sign in/out experience while meeting your onsite policies and procedures.

Contact tracing

Now more than ever, every single person that enters your worksite must sign-in. No one should be allowed on-site if they have not. This is more than likely already a policy at your worksite but using WhosOnLocation you can quickly report and identify who was on-site at what time, therefore making it easy to contact anyone who may have come into contact with an infected person. 

Physical distancing

Physical distancing has been a difficult adjustment in society as we are used to greeting with a hug or a handshake and no limitation on the number of people we can be with at one time.  A habit is a difficult thing to change but plenty of reminders throughout the day and a limit on the number of people who can enter your workplace is a good place to start. 

WhosOnLocation prevents overcrowding, with maximum occupancy limits. Set your limit and when the maximum is reached, any further attempts to sign in will fail and the appropriate person/s will be notified. 

You can also use zoning to minimize exposure within your worksite. Assign your employees and service providers to a ‘zone’ so that you can contain a possible outbreak by easily identifying who’s been in contact with who. To remind your employees of your physical distancing policies you can set recurring best practice reminders to help your employees remember to follow your policies and procedures. 

Deliveries

Many workplaces receive multiple deliveries daily. Since the outbreak delivery drivers have been doing what they can to contain the spread by wearing gloves or wiping down the parcel when delivered.  However, to ensure your workplace is protected you could make it a policy that when parcels are delivered, to reduce handling the delivery driver signs the package in on your kiosk with the recipient getting notified they have a parcel for collection. Add to your notification a reminder message to “wipe down your delivery with the disinfectant wipes” to reduce any chance of infection transfer. 

Change is always difficult when you’ve done things a certain way for so long. However, we have no choice but to adjust the way we do things to keep those in our duty of care safe. Implementing your new policies and procedures with WhosOnLocation will help make your life easier during this difficult and challenging time.

 

6 minutes read time

How to get back to work safely with WhosOnLocation

Long surpassing the rest of the world, the US has taken a huge hit from Covid-19, with 1,680,000 confirmed cases and 98,000 deaths. However, it is critical for businesses to start returning to work, to protect the economy and employee incomes. So how do people feel about heading back to work and do they feel safe?

As a general consensus, people are feeling anxious about heading back to work but don’t feel as though they have a choice. A US study shows that employees expect their employers to keep them safe at work. 69% say they trust their companies leadership to make the best decision on when employees should return to work but they also expect additional safety measures:

  • 74% want their work facility to be thoroughly and regularly cleaned and disinfected
  • 62% want strict policies about who cannot come into their workplace, like those who are sick or have recently traveled
  • 45% ask for a “no handshakes/no hugs” policy 
  • 61% want to maintain social distancing
  • 49% want to be able to limit the number of people they’re exposed to in workplace meetings

What is clear from the results is that in order for people to feel safe and comfortable at work, everyone has to participate and do their part. 

The good news – it is possible to meet these demands with strict protocols by utilizing user-friendly technology to help you enforce them. Here at WhosOnLocation, we’ve got a number of tools that can help your workplace manage the transition back to work and beyond efficiently and safely.

Steps employers can take to reduce workers’ risk of exposure to COVID-19

OSHA had developed a series of guidelines to assist employers with keeping their organization safe as they return post lockdown, these are: 

  • Develop an infectious disease preparedness and response plan
  • Prepare to implement basic infection prevention measures
  • Develop policies and procedures for prompt identification and isolation of sick people, if appropriate
  • Develop, implement, and communicate about workplace flexibilities and protections
  • Implement workplace controls

Read the full OSHA guidelines here.

How WhosOnLocation can help

To adhere to the OSHA guidelines and ensure your workplace is a safe environment, everyone has to work together and be accountable. WhosOnLocation has the necessary tools that will help you achieve this and give you the confidence that your workplace is doing everything possible to keep everyone safe. Read below to find out exactly how we can help your workplace:

Screen and trace everyone on-site

Visitors, employees, service providers, volunteers… with so many people passing through your facility each day, it’s crucial to keep a record of who is on (or off) site.

Contact tracing

Ensure everyone signs in as they come on-site to quickly and easily report and identify who has come into contact with an affected individual. 

Zoning

Use zoning to minimize exposure. Physically distance employees and service providers in groups, assigning each group to a ‘zone’. This will help you easily identify who has been in contact with an affected person in their zone and understand which areas of the facility may require further cleaning.

Pandemic screening

To keep infection out of your workplace ask a series of screening questions as part of the sign in process. Screen everyone coming on-site with questions to determine anything from ‘Have you experienced flu-like symptoms in the past 14 days?” to “Have you recently returned from overseas?.” This will ensure you can limit access to anyone who answers yes to your screening questions and reduce exposure risks to your workplace.  

Touchless sign in/out 

Viruses and respiratory infections can be facilitated through contact with objects which have been touched by infected people. If you remove the need to touch anything at sign-in this will ensure you can maintain hygiene standards, limit guest numbers, and employee interaction with your kiosk, and the potential risk of sharing infection on its surface. This will create a safe sign in/out process. 

Employees and service providers

WolMobile delivers a touchless sign-in/out option; ensuring a seamless entry and exit experience without the need for employees or service providers to interact with the kiosk. They can either sign in on their own smartphone with WolMobile or they can even use the auto sign-in/out feature to update their on-site status based on their smartphone’s geolocation – how’s that for touchless? 

Visitors

Pre-registered visitors can simply scan the QR code in their WolPass using the external scanner at the kiosk to sign in/out. No touch, no risk of infection transfer. A quick, safe, and seamless visitor sign in/out process. 

Communicate your policies 

Welcome screen

Utilize the banner and welcome screen on your kiosk to remind and communicate your policies to everyone coming on-site e.g. “All visitors must use hand sanitizer before entering.” 

WolPass

Notify visitors of your policies in advance. Pre-register visitors and send a WolPass email detailing any essential information e.g. “If you’ve experienced flu-like symptoms in the past 14 days, please reschedule your visit.” This allows your visitors to read and digest the information fully before coming anywhere near your place of work. 

Acknowledgment notices

Ask everyone entering your facility to agree to your policies using acknowledgment notices. If someone doesn’t acknowledge a notice they won’t be able to sign in and the appropriate people can be notified. 

Receive alerts

Notify the right people if someone attempts to sign in outside of your policy.

Maintain physical distance

Set maximum occupancy rules 

Prevent overcrowding and limit the number of people permitted on-site by setting a maximum occupancy. When the maximum is reached, any further attempts to sign in will fail and the appropriate person/s will be notified. 

Service provider ban

Setting a service provider to banned, rather than removing them from your account, allows you to track if they try to sign in at any of your locations, and prevent employees from setting them up again. This will help keep out unnecessary people and potential risks.

Now more than ever, keeping everyone in your duty of care safe is your highest priority. The ongoing pandemic has made us change the way we live, work, and play. With the right tools, WhosOnLocation helps you keep those in your duty of care safe and secure.

4 minutes read time

Get a handle on service provider access

Updated June 2020

As many organizations look to transition back to work, WhosOnLocation can now help you get granular with your access rights…

Greater control over when service providers are permitted on-site

Need to ensure service providers don’t turn up a day early and disrupt your project’s schedule? Or simply need to prevent them from accessing the site once the job is finished? 

New changes to your WhosOnLocation subscription mean you now have greater control over who’s permitted on-site and when. 

Granular access permissions

You can now specify a date range to determine when service providers are able to sign in to each of your locations, both at an organization and member level. 

If a service provider member arrives on-site outside of these dates, the system will automatically prevent them from signing in. Using triggers, you’ll even be able to notify the right people via SMS or email that someone’s arrived on-site when they shouldn’t have.

Banning service provider members

With so many people to keep track of on any site, our latest ‘banned status’ feature should help give you peace of mind as we gear up to return to work. 

Had problems with a service provider member in the past? Whether they’ve incorrectly logged their hours, had a run in with the team or simply done an unsatisfactory job, you can now prevent them from entering your sites again. 

By banning a service provider member, you’ll be automatically stopping them from successfully signing in to any of the locations in your organization. Again, you can also use triggers to receive alerts if a banned service provider member attempts to sign in. 

Empower your service providers to use these settings

You can even enable both of these new settings in the service provider portal, so organizations can manage their teams themselves. So, why should you enable their access? 

If an organization lets a member go

Say one of your service provider organizations has to let one of their team go for misconduct (or any reason). If they still have the token they used previously to enter your sites, they’d potentially still be able to gain access. 

This is where the banned status comes into its own. Organizations are empowered to ban any individual who poses a risk to their customers, revoking access to all of your sites and protecting your people. 

If you’ve complained about an individual

If you’d had reason to lodge a formal complaint about a service provider member, their organization can ensure they don’t access your site again using the banned status. This allows organizations to manage their team without your input – and saves you time in the process!  

If you’re organizing a new project

Similarly, this feature is very useful when planning a new project with an organization. By empowering service providers to manage their own team within WhosOnLocation, you can save yourself time. The ins and outs of which members are required and permitted on-site during the job can be taken care of by the service provider organization and set up directly in WhosOnLocation, so you no longer need to be the middle man. 

Get oversight of a service provider’s status

Finally, our clever status summary pops up whenever the sign-in/out manager signs a service provider in, so you have clear oversight of whether members are permitted on-site. This pop-up also details why an individual might have been denied access, e.g. inductions that need renewing / temporary access expired, so you’re never left in the dark.

All of the features discussed are included in all WhosOnLocation subscriptions. 

Already a customer?

Get more information on enabling these features here

New to WhosOnLocation? 

Click here to start a FREE 30 day trial and get ready to return to work.

5 minutes read time

How companies are using WhosOnLocation to achieve touchless entry. 

Updated May 2020

As the business world starts looking towards life after lockdown, there are many questions circling people’s minds including is it possible to have a touchless guest and employee sign in/out solution? 

Businesses are becoming more aware of the need to create a hygienic environment for everyone on-site. Prior to COVID-19, it was common to sign in/out of workplaces via a kiosk. The kiosk was generally made up of a desktop and keyboard or iPad/tablet. 

To sign in, the guest types their details into the kiosk, on average touching the screen or keyboard 35 times. That’s 35 opportunities to spread germs, potentially picking up germs from a previous guest as well as leaving their own behind. Next, they open the door and finally greet the person they are visiting, with a handshake. In this new world of social distancing and the need for very high hygiene standards, this is a less than ideal scenario. 

A solution to reduce the need for guests to touch your kiosk for sign in/out is using a touchless visitor management solution. Touchless technology isn’t new, it’s been around for over 40 years. We may not be aware of it but many of us already use touchless in our day to day lives. Some examples of touchless technology are Siri on your iPhone, automatic faucets, soap dispensers, and hand dryers in public bathrooms.  

Why do we need touchless entry? 

Touchless entry enables your workplace to create a seamless entry and exit procedures without exposing your employees and guests to unnecessary germs. In addition to this it also: 

Create a hygienic sign in/out experience

The practicality of cleaning a kiosk between each guest in a busy workplace will not only be inconvenient but the risk of it not taking place or not being cleaned properly is high. Removing the need to touch the kiosk ensures you can maintain hygiene standards, limit guest and employee interaction with your kiosk, and potential germs on its surface creating a safe sign in process. 

Quicker sign in/out

Combining touchless entry with pre-registration creates a fast, convenient, and simple sign in process. 

Accuracy

By pre-registering guests, you ensure their information is already captured and is accurate. Giving you an accurate and up to date audit trail of who was on site when and who they were visiting. 

Touchless with WhosOnLocation

We currently have a number of ways to achieve touchless sign in for pre-registered visitors, employees and service providers.

Visitors

Touchless kiosk sign in for walk-in visitors is coming soon. In the meantime, we offer the following options:

WolPass

WolPass has always been a great way to prepare visitors for meetings ahead of time, but with a few tweaks, we’ve made it even more useful as a touchless sign in method. Pre-registered guests can receive a WolPass email confirming the details of their visit, and any other information you might want to add (directions, car parking instructions, the nearest cafe etc). But here’s the smart part – a WolPass can also include a QR or barcode that can be scanned at the kiosk for completely touchless sign in, provided you’re using an external scanner.  

Top tip: Use our calendar integration to make WolPass even smarter. Employees can send calendar invitations to external guests to automatically pre-register them to come on-site, and trigger a WolPass email. 

Sign-in/out manager 

What about visitors who haven’t been pre-registered? Don’t forget, your front of house team is able to sign in visitors (and employees / service providers for that matter) using the WhosOnLocation web app.

Employees and service providers

Aside from using the sign-in/out manager, there are a number of other ways to go touchless with WhosOnLocation for employees / service providers. 

WolMobile

Employees and service providers can sign in on their own smartphones through the WolMobile app. It’s so touchless in fact, they can use the auto sign-in/out feature to update their on-site status based on their smartphone’s geolocation. They can even sign in for work remotely, and send their location to safety operators when working at-risk.

Tokens

Issue your employees / service providers with tokens and they’ll be able to scan themselves as on-site at the kiosk without touching the screen, provided you have attached an external scanner. Similarly, if you’re using access control points, you can link your WhosOnLocation account through our API, to automatically update employees’ and service providers’ on-site status as they enter and leave.

Brivo Onair

Using Brivo as your access control provider? Through our native integration, employees and service providers can use the Brivo Onair app to unlock doors / turnstiles / barriers and automatically update their on-site status in WhosOnLocation. 

Ready to get started?

If you are an existing customer the features to create a touchless experience are available with all subscriptions. Not a customer? Click here to start a free 30-day trial today to create a touchless guest, service provider, and employee experience.