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.

6 minutes read time

Protect your people and assets with one smart platform

Nowadays, there’s an app for everything. Unless you do all your business on ledger paper and an abacus, it’s likely you know the constant pain of needing a new digital solution for this or that.

If you’ve noticed this, you might have noticed another interesting trend – the integration of everything. Look at solutions like Zapier or Station, apps with the primary function of connecting other apps.

This concept is going physical too. Or rather, what’s physical is going digital; we’re calling it the internet of things. The connectivity between machines, all integrated into one intelligent network. A network that’s expected to have more than 30 billion connected devices by 2020.

But where does this all fit in the safety and security landscape?

A growing need for safer, more secure buildings.

The global smart building market is expected to grow 34% between 2016 and 2024 – from a value of $5,800 million USD to $61,000 million USD. (Source: Zion Market Research).

Smart buildings have many benefits, from occupant comfort to reducing energy consumption. But perhaps the most important benefits to increasingly connected systems within our buildings are the advances in safety and physical security.

According to industry experts’ insights shared in the report, “intelligent security systems will be offering services that will be utilizing the latest technologies thus providing enhanced reliability.”

These systems will be embedded in the network of the building, expanding functionality and better protecting people and assets. An example of this in action is the integration of people presence management systems with physical access control.

 Related: WhosOnLocation + Brivo: Visitor registration meets access control

What is ‘people presence management’?

People presence management is a centralized system that encompasses the management of visitors, contractors, employees or incidents on-site. Visitor management is one component of people presence management software or cloud applications.

People presence management systems offer much more comprehensive safety and security features than its components can as standalone solutions. All in one system, you can run inductions, send live hazard awareness notifications, track and monitor lone workers and perform evacuations on a smartphone or tablet.

When integrated with an access control solution, the result is a powerful system suited to organizations with complex safety and security needs.

 Related: Why choose People Presence Management over Visitor Management?

Keep your facility safe and secure.

Visitor management, in some form, is accepted as a must-have in many industries. But tracking people who sign in and out is only one part of keeping a site safe and secure.

To ensure your workplace supports the safety and security of all employees, contractors and visitors, there is much more to consider, for example:

  • Hazard awareness, and safety training and/or site inductions where relevant
  • Qualification and permissions management, in particular for facilities with zones that require security clearance or additional safety training
  • Incident management, including things such as chemical spill protocol, live site hazard updates, or evacuations
  • The safety of people working alone, in isolated areas or after hours
  • The safety of people working off-site
  • Regular reporting of key safety and security metrics

The purpose of using a people presence management system is being able to centralize these functions, so that you can monitor them all in one place.

You can even set up alerts to notify you when something needs attention, for example if a lone worker has exceeded their expected duration in a freezer zone, or if a contractor has tried to enter a zone without the relevant safety training.

 Related: Employing a Lone Worker? Here are 10 apps that have got your back

Protect data, beyond cybersecurity.

An organization’s security is only as strong as its weakest link. A smart manufacturing facility might have ground-breaking cyber-security measures in place to protect confidential project information – but then use a paper-based sign-in sheet to check in visitors.

Any company serious about protecting their data needs to consider implementing a physical security system with zone access control above and beyond cybersecurity measures.

What does this look like? A people presence management system allows inter-zone kiosks to be set up at zone entry points, for example, the door to a server room. The system integrates with an access control system, and will only unlock the door if the person has the relevant permissions. If they don’t, security personnel will be notified that an unauthorized person tried to enter the server room.

 Related: Security: Reduce the threat of insider attacks

Comply with federal health and safety regulations.

To ensure the safety of every person throughout a facility or work site and meet U.S. regulations, organizations must have information about the identities and whereabouts of all visitors, contractors, and employees on-site.

A people presence management system helps organizations comply with federal health and safety regulations and serves to protect both the employer and the people in its duty of care.

Using a people presence management application, employers have central access to people presence data. This enables them to quickly and easily account for everyone in the event of an emergency. Additionally, floor wardens or emergency marshals can use the mobile evacuation function to track cleared zones, view requests for help, monitor real-time evacuation progress, and more. You can report on all this kind of information (and more) for post-incident reporting as well.

A note on GDPR compliance:
Make sure your solution allows you to be GDPR-compliant if you are processing data of EU residents. In fact, being GDPR-compliant is really best practice even if you’re not.

 Related: GDPR: What you need to know

The future of people presence management

Biometric authorization, AI answering visitors’ queries, coffee machines that make visitors a latté while they wait in reception… it’s all part of the future of people presence management. And it’s increasingly a reality with smart buildings already using integrating security systems.

Our vision is for a world where facilities aren’t designed for productivity and streamlined operations, they are designed for the comfort, safety and accessibility of all occupants – from full-time employees to first-time visitors. This is all possible with a people presence management system.

Increased safety, better physical security and more robust compliance are all core benefits of using people presence management. And as an added bonus, it’s likely you’ll notice a huge improvement in visitor experience and first impressions of your brand too.

Try WhosOnLocation at your organization for 30 days.

2 minutes read time

Why choose People Presence Management over Visitor Management?

There is an upward trend in companies shifting from spreadsheet or paper-based sign-in systems to visitor registration software.

A digital log of site visitors is more secure and it makes it much easier to pull up live and historic site visitor reports.

But before you take the plunge and decide on a product, have you considered a more widely functional people presence management solution?

What is people presence management?

People presence management is a revolutionary way to manage more than just visitors or people coming on-site. Using people presence management software, you can measure and track movements around the site (for example, zone-to-zone movements) and even at off-site locations.

With people presence management, kiosks aren’t single purpose sign-in / sign-out points. They become a tool for running inductions, a site hazard awareness resource or a checkpoint for qualifications and zone access permissions.

Does my organization need people presence management?

Ask yourself: What problem am I looking to solve? Do I want an easy way for visitors to sign-in to your office so that you can provide a smooth brand experience?

Yes? Then a simple visitor management app could be your ideal solution.

But if you’re an enterprise-scale organization with 150+ employees, multiple sites and/or zones, complex safety and security requirements and a need to accurately track each and every person on-site, consider upgrading to people presence management software.

Industries that need this kind of deep, integrated functionality are usually high security or high hazard facilities or sites that require stringent access control. These typically include…

  • Manufacturing
  • Construction
  • Government
  • Science and Research
  • Pharmaceuticals
  • Technology

Visitor Registration vs People Presence Management

This chart illustrates the kind of functionality you can expect from a people presence management system.

Visitor Management vs People Presence Management - Comparison table

4 minutes read time

WhosOnLocation + Brivo: Visitor registration meets access control

Updated: December 2019

Our integration with Brivo is one of our most powerful features.

Combining WhosOnLocation with Brivo’s cloud access control software can offer more advanced safety and security functionality to our people presence software.

In fact, it’s so good, we’re using it ourselves at WhosOnLocation HQ.

 

Signing in and out: Brivo Pass

Brivo Pass - Door unlocked

People who are regularly approved to be on-site (for example, employees or vendors/contractors) can use Brivo Pass to let them on-site.

If your entry point is a door, hold the button down in the app and the door will open. This syncs with WhosOnLocation, so you’ll be automatically marked as on-site.

Turn on Location Services for Brivo Pass to notify you when you’re close by. As soon as you’re in range, you can unlock the door and sign in.

Pro tip: To make it even easier, you don’t even need to open the Brivo Pass app! Save your most frequently used doors or access points to your favourites and they’ll appear on your lock screen in the Brivo Pass widget.

Keeping visitors moving

At WhosOnLocation HQ, we have our visitor Kiosk set up outside our secure front entrance. When a visitor signs in at the Kiosk, WhosOnLocation will automatically notify a nominated employee and/or the visitor’s host (if they have one) to let them know there’s someone waiting at the entrance.

If you work in a larger office or corporation that shares a building with other businesses, your visitors have likely experienced this scenario – they sign in and receive a badge pass, but they can’t use it to follow their host through the turnstiles or gates. Then when they need to visit the bathroom, they have to borrow their host’s pass to get back to the meeting room. Except, now they don’t.

With Brivo’s visitor groups and a supported optical reader, visitors can use the barcode or QR code on their own visitor label to access all the areas they need to. By setting up visitor groups in Brivo and syncing this information with WhosOnLocation, you can specify which doors, turnstiles, and barriers your visitors are able to access and make their visit even smoother.

Employee alerts

WhosOnLocation - You're the last one standing

We have set up custom alerts at WhosOnLocation HQ.

If you’re the last person in the office, you’ll get a message once the second-to-last person signs out.

We also receive a message later in the evening if we’ve forgotten to sign out using either our Brivo Pass, the front kiosk, or our swipe card… woops!

Pro tip: You can use custom alerts for almost anything. For example, you could set up a notification for the last person in your facility to set the alarm, or the first person in the office to turn the coffee machine on!

After hours access

WhosOnLocation allows you to set up your own operating hours. For us, it’s 8am until 5pm, Monday to Friday. If you’re a manufacturing facility, it might be 4am until 7pm, Monday to Saturday. You can customize these however you want.

When an employee signs in outside standard operating hours at WhosOnLocation, Brivo unlocks the door, and our nominated security contacts are notified that someone is there after hours.

We’ve also set up a rule that allows specific approved contractors to be let in after hours. Our security contacts get an alert for those movements too.

Other than that, Brivo keeps the door firmly shut!

Pro tip: WhosOnLocation rules and actions (we call these Triggers) are extremely customizable and powerful. You could, for example, set up a Trigger for Brivo to unlock the door for vendors or contractors after hours if they’re from a specific company.

Note for WhosOnLocation customers: Brivo data syncs with WhosOnLocation, which in turn syncs with WolMobile and WolEvac. This means all your people presence data will be up-to-date across all apps, so your list of people on-site in an emergency will be accurate.

To learn more about using the Brivo integration to its full extent, visit our Helpdesk.

3 minutes read time

GDPR: What you need to know

Article updated: January 2019

The General Data Protection Regulation (GDPR) was enforced on May 25 2018.

The purpose of the GDPR is to:

“…harmonize data privacy laws across Europe, to protect and empower all EU citizens’ data privacy and to reshape the way organizations across the region approach data privacy.”
eugdpr.org

The maximum penalty for breaching GDPR on or after the enforcement date are fines up to 4% of annual global turnover or €20 million (whichever is greater).

For businesses using visitor management apps/software, here are some key things you need to know:

1. GDPR will ensure businesses are only collecting personal information that is for “specified, explicit and legitimate purposes”.

Make sure you are only collecting the bare minimum of data for operational purposes. Be specific and transparent about how this data will be used so that every site visitor understands how and why their information is being collected.

2. Data subjects have a right to be forgotten.

Don’t “remember” visitor information by default without explicit consent. Of course, some people will want their information saved if they are regularly visiting your site – just make sure visitors can voluntarily opt in to have their data saved for next time. Additionally, only keep records for as long as is absolutely necessary.

Data subjects may withdraw their consent for you to hold their data at any time, but note that the subject’s rights may be measured against “the public interest in the availability of the data”.

3. If you are regularly processing or monitoring large quantities of data, your business must appoint either an internal or external Data Protection Officer (DPO).

Data Processors (e.g. WhosOnLocation) and Data Controllers (e.g. WhosOnLocation customers) must both appoint a DPO. The DPO must be appointed on the basis of professional qualities such as expert knowledge on data protection law and practices.

4. Only work with Data Processors (vendors) who provide “sufficient guarantees to implement appropriate technical and organizational measures in such a manner that processing will meet the requirements of this Regulation.”

WhosOnLocation has been working through an incredibly thorough process to ensure that our software provides features that enable our customers (Data Controllers) to be GDPR compliant.

Some of these features will include:

  • Giving our customers a way of automatically deleting (or anonymizing) visitor data after a certain length of time.
  • Allowing site administrators to enable an option for visitors to “Do not remember me” during the sign in process. This will prevent the returning visitor feature for this visitors subsequent visits.
  • Bulk visitor removal based on search terms should a visitor subsequently want their details removed from WhosOnLocation.
  • Showing a waiver (optionally with signature required) to visitors who you require consent from.

As a Data Processor, WhosOnLocation must also notify our customers of a data breach “without undue delay”.

What’s next?

Are you processing the data of EU citizens or offering a product or service in the EU? Are you using third party vendors to process or collect any kind of personal data? Make sure your vendors are GDPR compliant. You will also need to have a legal expert review your privacy, data collection and data processing policies.

To read about the key changes implemented in May, visit the EU GDPR FAQ page.

3 minutes read time

The True Cost of Poor Hazard Awareness and On-Site Safety

In 2015, 4,836 workers died from work-related injuries or illnesses in the United States. A significant portion of those fatalities – 7.3%, or over 350 – were in the manufacturing industry (United States Department of Labor).

Changes in health and safety legislation and practices have seen a huge reduction in work-related fatalities in the past decades. Since 1970, an estimated 75,000 lives have been saved in the United States through more effective health and safety management. That’s around 1,500 lives saved per year on average.

But there are still approximately 2.9 million nonfatal workplace injuries and illnesses reported by private industry employers annually (a recently published US DOL statistic from 2016).

What is the cost of work-related injuries and illnesses?

First and foremost, the cost is human. As an organization, you want to take care of your employees and foster a positive workplace culture.

But there are real fiscal costs associated with poor health and safety practices too.

  • Lost working days
    Manufacturing injuries and illnesses resulted in a total of 118,050 days away from work (DAFW).
  • Loss of reputation
    A high rate of incidents or illnesses can negatively impact your reputation to current and prospective employees and clients.
  • Productivity losses
    Injured or unhealthy workers can lead to a decline in production rates and a high turnover rate.
  • Legal costs
    If you don’t comply with health and safety regulations, you could face big legal costs.
  • Insurance costs
    Insurance premiums can increase if your organization has a higher rate of illness and accidents.

According to the United States Department of Labor, businesses spend $170 billion a year on costs related to occupational injuries and illnesses – and these expenses come directly out of company profits.

But employee safety doesn’t cost. It pays. Workplaces that establish safety and health management systems can actually reduce their injury and illness costs by 20-40% (US Department of Labor).

 Related Infographic: Safety Statistics From The USA And Beyond

Safety and security starts by knowing who’s on-site.

To help ensure you have a tight grip on the safety and security of everyone on-site, use a visitor, contractor and employee management solution like WhosOnLocation.

You can use WhosOnLocation to…

  • Increase hazard awareness by making sure people acknowledge each hazard before continuing on-site
  • Improve site safety and security by knowing who’s on-site at any given time, currently or historically
  • Reduce risk of injury by ensuring everyone is properly inducted, certified and qualified
  • Effectively manage an evacuation and verify the safety of anyone signed into the site by using the WolEvac app

To learn more about how effective people presence management can vastly improve your site safety, download our latest white paper below.

Improving Safety White Paper - Visitor Management

Improving safety: Reduce Incidents Through Hazard Awareness and Verify the Safety of People When an Incident Occurs

As the safety landscape changes, organizations face new demands on an almost daily basis. The pressures to increase efficiency, deliver ROI, reduce risk and meet compliance are becoming top-level concerns.

Download White Paper >

6 minutes read time

Improving site safety and security in a multi-tenant building

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.

6 minutes read time

Get the most out of WhosOnLocation: Using Add-Ons

Did you know that WhosOnLocation offers so much more than just basic visitor management functionality?

You can customize your WhosOnLocation account to suit your organization by turning on add-ons that meet your specific needs.

All add-ons in your WhosOnLocation account are inactive by default, and can only be enabled by the Account Owner. Each add-on is free and available to use on any trial or paid account.

How To Activate Add-ons

To activate an add-on, go to Tools > Account > Add-on Management, click Yes for the add-on and click Save. (After the Account Owner has enabled the add-on, user roles must be granted by an Administrator before a user will be able to access them.)

Here are 10 add-ons you can activate in your WhosOnLocation account:

1. Acknowledgement Notices

From time to time there may be a need to issue a notice informing people of a specific new hazard that has just occurred, or an event that is happening today or tomorrow.

It may only affect people on-site for that day, the next 48 hours, or longer but either way the hazard or event is only temporary. You may also need to track if people acknowledged their understanding of the notice, or provided extra information, for audit purposes.

Learn more

2. Asset Management

WhosOnLocation’s Asset Management Add-on makes it easy for organizations to manage an inventory of assets and takes the hassle away from tracking where those assets are and who is responsible for them. Assets you might want to track could include…

  1. Temporary access control cards
  2. Keys to doors
  3. Keys to vehicles
  4. Tools
  5. Safety Equipment and PPE gear

Learn more

3. Dashboards

A Dashboard is an easy to read, real-time summary of information displaying key people presence data at a given location. If you have a requirement to know how many people are on-site, whether they are visitors, employees, or service providers like contractors; a dashboard is a great way to display critical people presence metrics and data.

Learn more

4. Identity Management

WhosOnLocation supports a range of different ways to sign in and out. The Identity Management Add-on expands this by allowing employees or service providers another method of sign-in. When this add-on is enabled…

  1. Employees or service providers can tag themselves on or off-site by scanning their barcoded or RFID-enabled ID or Key Fob or Access Card – we refer to these as Tokens – at a visitor Kiosk or at an employee in/out board.
  2. Organizations can share access control data with their WhosOnLocation account, allowing employees to simply scan their access card to open an entry or exit door and have that transaction change the employee’s location status in their account.

Learn more

5. Induction Management

Many organizations require their employees and guests (visitors and contractors) to be aware of their health & safety and security policies, as well as the correct and approved procedures for undertaking or controlling tasks and jobs. These induction courses might be delivered in any number of ways, including PowerPoints, seminars, paper-based course booklets, third-party induction programs etc.

WhosOnLocation’s Induction Management makes it easy to track and maintain induction records, regardless of how the ‘course’ or ‘eLearning’ element was delivered.

Learn more

6. Qualifications Management

When people are on-site and performing certain tasks there may be a requirement for the person to be ‘qualified’ to perform that task. Whether it’s driving a forklift, doing electrical wiring work, working in a confined space, working from heights, acting as a Fire Warden or Fire Marshal, or any number of other tasks – being qualified to do so is often a prerequisite.

WhosOnLocation’s Qualifications Management tool allows your organization to:

  1. Keep track of whether a person’s qualifications, certifications, and accreditations are current;
  2. It will help you to comply with workplace regulations and;
  3. It will ensure that you have some ‘control’ in place to manage whether a person is permitted to carry out a task while on-site.

Learn more

7. Service Provider Management

WhosOnLocation takes away the hassle of service provider management by giving you easy to use tools to maintain accurate contractor records, to manage the presence of contractors on-site, and to report on all contractor and supplier activity, both in real-time and historically.

Service Provider Portal
Empower your service providers to add and manage information about their organizations and members by inviting them to use your Service Provider Portal. This will ensure records are accurate, timely, and easily updated (without the need for a middleman). It also means that your employees’ time is not spent constantly updating these records making your organization more productive.

Learn more

8. Triggers

Triggers help strengthen your security and Health & Safety policies through automated messaging and notifications when specific events occur. Triggers allow you to set-up events that may include one or more rules, which run when an event occurs. If all the rules match, then the assigned action(s) will be triggered. For example, you might set-up a Trigger for an automated email and SMS to send to security personnel when someone signs in after hours.

Watchlist
The Watchlist feature within the Triggers Add-on allows you to automatically check visitors entered into the system against internally generated “lists” and alert nominated people of their presence. Your lists could be anything from national persons of interest to competitors to VIPs.

Learn more

9. WolEvac

WolEvac is your evacuation management tool for mobile devices. It is available for all smartphones as it runs through the phone’s browser rather than a native app.

WolEvac users would normally be those employees who are safety marshals, or fire or floor wardens in a location. They can collaborate with each other to verify they have cleared their zones or areas, and then verify the safety of employees, visitors, and contractors once in the assembly area. Using the app, they can:

  1. Track that Zones are cleared
  2. Send SMS/Text asking ‘Are you safe?’
  3. Perform a manual roll-call
  4. Share critical messages with other safety marshals
  5. View ‘need help’ requests from people NOT safe
  6. View real-time verification progress
  7. View post evacuation reports

Learn more

10. WolPass

WolPass enables your users (employees) to send pre-registered visitors an email confirmation. This includes date, time and location of the event, directions and a Google map of the address, parking tips, Wi-Fi availability and much more all in one convenient email.

To improve the visitor experience you can also add Neighborhood Tips to your WolPass template. You can provide customized information and recommendations, such as where to grab a coffee, the local taxi company, nearby accommodation and more.

Learn more

2 minutes read time

Feature Highlight: Geolocation Tracking

Did you know you can use WolMobile to update and share locations? WolMobile can use your phone’s location services function to pinpoint where you are.

Employees, contractors, and service providers can update their geolocation if they are working off-site, alone, or remotely. After that, map coordinates are sent to your WhosOnLocation account where users can view the GeoLocation Updates map.

You can also set-up a trigger to send an email or SMS to anyone in your organization who needs to know about remote person’s location and status.

There are some very good safety and security reasons for updating and tracking locations:

To send Health and Safety alerts

Some locations might have site or location-specific hazards. Using WolMobile, employees can be sent hazard warnings or other notices they must acknowledge.

This is a great feature for managing hazard warnings and recording who has and who hasn’t acknowledged them.

To pull location reports

With location updates, you can run employee presence reports to see who is where, when they signed in, and if/when they signed out.

You can also see how they signed in – whether it was by using WolMobile, at an Employee kiosk, via a Location Manager, via an ID card scan etc.

It can be fun too!

3 minutes read time

Behind the scenes: Building the dark kiosk theme for Clemenger Group

We love getting feature requests at WhosOnLocation; they help us get a better understanding of how our customers are using WhosOnLocation for their everyday use, and how we can improve their experience.

We especially love it when a feature request comes with a new challenge (*ahem* an opportunity to show off our creative flair).

So when Clemenger Group requested the option to switch to a ‘dark’ theme for their kiosks, the dev team got pretty excited.

Being able to have ‘dark’ themed kiosks was important to Clemenger Group because a number of their agency logos contained color schemes that require black backgrounds.

Early trials of the kiosks revealed that using the standard white background kiosk just didn’t look right, and affected the sign-in experience.

Clemenger Group was set on using WhosOnLocation, so they decided to place a request for the feature, rather than switching to another visitor management solution.

“Aside from the initial recommendation, we found WhosOnLocation delivered a number of key requirements that other competitors couldn’t match (and believe us, we looked). For example, a powerful Active Directory user sync was an absolute must for us.”

We got in touch with Clemenger Group to discuss the feature more, and spent some time working out the specific requirements and further development details. Then, working to Clemenger Group’s launch deadline, we custom-built the new kiosk theme.

We talked to Clemenger Group after they had installed the theme to see if they were happy with the result.

How did you find it working with WhosOnLocation?

“It was fantastic – the team at WhosOnLocation certainly saw the value our suggestion brought. Patrick regularly updated us during the development phase (including a pre-release session) and the release was all delivered on time. This was especially important to us as a number of our locations depended on the dark theme for launch.”

Does the final theme look good with your branding?

“We think it looks amazing! The other accompanying colours of the buttons etc. complement the overall look really well.”

Clemenger Group use WhosOnLocation across four sites (three in Auckland and one in Wellington, New Zealand). Each site has its own specific requirements on health and safety, user experience and branding.

WhosOnLocation allows Clemenger Group to set a foundation ‘feel’ across all of their kiosks, while giving them the ability to tweak settings as required for each individual location. This makes it very flexible for their current focus on visitor and employee management.

Wondering what happens once you submit a feature request with WhosOnLocation? Here’s how it works…

  1. A customer sends in a request for a feature or improvement
  2. We gather more specific information on what they require
  3. This feedback is passed on to the development team for discussion on if and how it can be implemented
  4. If request is accepted, we let the customer know and add it to our prioritized feature development list
  5. If more customers request the same feature it is moved up in prioritization
  6. When it is added to the development schedule, we create specific requirements for the feature based on the customer’s needs and how our system works
  7. It is then developed, reviewed, adjusted, tested, fixed, documented, and released

Do you have an idea for a feature? If you’re a customer, or thinking about using WhosOnLocation but need something extra before you commit, request a feature here.

4 minutes read time

Security: Reduce the threat of insider attacks

In a study by PwC this year, it was found that 34% of security incidents are attributed to insiders attacks on information security, including trusted third parties and employees.

This is an alarming rate, and serves to remind us that physical security is just as important as cyber security. In fact, they are often closely linked.

Without a comprehensive and effective physical security plan empowered with visitor and employee management, organizations are at a constant risk from their visitors, contractors and employees accessing and stealing their IP and other sensitive types of data.

It’s important to remember that an internal security breach may not necessarily be by a malicious attacker, but can also be by an uninformed or careless insider. To ensure employees are security-conscious, build up a strong security culture in your organization.

Inadvertent breaches: Foster a strong security culture

Have a set of guidelines for ‘red flag’ activity and a clear protocol for what to do in the event of a security breach.

For example, every employee should know how to spot a phishing email. Phishing attacks are one of the most common methods of targeting business, and are sometimes difficult to identify to the untrained eye. Phishing attacks attempt to steal passwords, credit card details or other sensitive information.

Employees should be hardware-savvy too. Have you ever found a USB flash drive and plugged it into your computer? If so, you potentially opened yourself up to a cyber attack.

Hardware security is just as important as online security; attackers have been known to post malware-infected USB flash drives to targeted businesses, and may even drop them in victims’ buildings or parking lots.

Malicious breaches: Keep track of everyone on-site

Your physical security system should be designed to reduce the threat of both outsider and insider attacks.

Of the two types of attacks, the threat posed by insiders is much more difficult to evaluate and combat. Malicious insider attackers could be passive or active, violent or non-violent. The attack could be spontaneous or it could be premeditated and calculated.

Malicious insiders are likely to be in positions of power or trust, with access to sensitive information, or who are able to abuse their authority or physical access rights – for example, emergency response personnel.

There is no reason for anyone to be able to enter or leave a company and wander the premises without being recorded and tracked, including employees and other insiders.

It’s important to know exactly who’s on-site at all times – particularly if you store sensitive data or operating information at your workplace or facility. If your organization is victim to an insider attack, accurate people presence reports will be invaluable.

Use people presence and visitor management software, like WhosOnLocation, for all visitor, contractor and employee sign-ins. This will enable you to run people presence reports for any given time – i.e. for a window around the time of a security breach, if you know when it occurred.

For more comprehensive people presence management, don’t just track who is on-site but track any key movements around the site too.

Restrict access to all zones and entry/exit points, and integrate these control mechanisms with digital security systems for advanced, real-time tracking and reporting. For extra security, use photo ID cards linked to visitor records so that these can be checked against surveillance footage.

Security and management personnel can keep track of everyone who enters and leaves the facility, control access rights for different areas, as well as standardize access and security procedures across different locations. WhosOnLocation enables staff to view visitor details, assign badges and modify any visitor’s permissions.

Close the gap with WhosOnLocation

It’s no longer enough to have haphazard or incomplete people presence tracking at your site. Visitor management and employee time and attendance software is a staple for security-conscious organizations.

WhosOnLocation is a secure, cloud-based people presence management software that enables organizations to keep a record of all people on-site. Security features include ‘red flag’ alerts that fire when someone on a watchlist enters the site, visitor and employee access card printing, photo identification and real-time reporting.

Try WhosOnLocation for your business free for 30 days.

4 minutes read time

7 Reasons Front Desk Staff Need Visitor Management Sign-In Software

Sign-in books are on the out and visitor management software is taking over! And a lot of the time, front desk staff are the first to embrace it.

Some organizations have very busy reception areas, with dozens of visitors a day (or more). Visitor management software means front desk staff can continue with their job, while being available to assist anyone where necessary.

Here are the top 7 reasons why receptionists and front desk staff need visitor management sign-in software:

1. Receptionists can see a visitor’s details as soon as they have completed sign-in

Front desk staff can see who’s signed in and all their essential details. If there’s something unusual about their sign-in, front desk staff will be able to see (discreetly) that a ‘red flag’ alert has been triggered.

If any visitors have been pre-registered, they can see who they are, who they’re meeting, and when they are expected to arrive.

“I like the fact that once they have signed in I can look on my screen and know their name, company and who they are visiting”
– Anthony, Director of First Impressions

2. It eliminates illegible responses

How many times do receptionists have to decode form responses and sign-in details that look like this?

Scribbled writing

The answer is: a lot.

With front desk sign-in software, front desk staff no longer need to waste time trying to decipher illegible handwriting. What’s more, you can save visitors’ responses for next time to make the process even faster for visitors when they come back for another visit.

3. Required fields have to be filled out before completing sign-in

Have you ever had a situation where a visitor hands back a pile of forms, and you realise later that some of the ‘required’ fields haven’t been completed? With front desk sign-in software, your visitors can’t complete sign-in until all the required fields have been filled in. You’ll get all the info you need every time, and your visitor reporting will be much more accurate too.

4. An SMS or email is sent to the host notifying them of the visitor’s arrival

With front desk sign-in software, you can set up notifications for hosts. So when a visitor is meant to be meeting someone, the host will get an SMS or email alerting them that the visitor has signed in.

“I love that a text is sent, enabling me to get on with my job rather than trying to ring the person they are visiting”
April, Customer Service Assistant

5. No more mucking around with spreadsheet visitor tracking and reporting

Reporting on visitor, contractor and employee sign ins should not be a matter of having to trawl through multiple spreadsheets. With front desk sign-in software, you can pull reports with the click of a button – including being able to tell who is on-site at any given time.

6. Queues are a breeze

Do your visitors have to go through quite a lengthy sign-in process at reception? Do you sometimes have multiple people waiting in line to sign-in?

With front desk sign-in software, you can have one or more kiosks set up for people to sign-in. Visitors can easily go through the sign-in questions and receive instructions for their next steps, making the sign-in process much faster. Front desk staff can be available to greet, assist or answer any questions while visitors sign-in.

Related Article: Are your visitors’ first impressions the kind you want to last?

7. It’s got a built-in panic alarm

If for any reason a front desk staff member feels unsafe, visitor management software such as WhosOnLocation has an easily-accessible panic button. This can be activated either from their computer or the sign-in kiosk. The panic button triggers a request for immediate help, and can be sent to security staff or other nominated response people.

Try WhosOnLocation out for 30 days, free

WhosOnLocation is your number one choice for a visitor management solution. Well, clearly we’re biased… But check out our reviews on G2 or Capterra, and see if we’re the right fit for you by taking a free 30-day trial.