The WhosOnLocation Blog

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Hybrid Workforce: What do workers want?

1 minute read time

Survey insights from over 1,000 employees across the United States

Working remotely and working on-site both have their benefits:

Working from home means less time spent commuting, reduced physical proximity to other people (a huge benefit in the current climate), and for some, a more focused, productive work environment.

Working on-site is most attractive for collaboration, meeting workers’ social needs and for having more meaningful, face-to-face interactions with mentors or managers.

A hybrid workforce arrangement allows workers to design a more flexible schedule that offers the best of both worlds. Many people find that too much time spent working remotely can negatively impact work relationships, while a significant portion of those working on-site full-time are concerned about pandemic safety (29% of those working on-site full-time reported that they do not feel comfortable with the protective measures at work).

Read more.

3 minutes read time

6 Ways Technology Can Improve Safety & Security In Your Facility

On April 28, the International Labour Organisation will look back over 100 years of progress for the World Day for Safety and Health at Work. This year, there’ll be a clear focus on the future of occupational safety. How can you use new technology to make your workplace safer than ever before?

Here at WhosOnLocation, we dedicate our working lives to answering this question. So if you’re looking to update your safety procedures, you’ve come to the right place. 

1. Use people-tracking software

The first step you can take to secure your facility is to use people-tracking software. Applications like WhosOnLocation can not only help you understand who’s on-site in real time, but they can track which zones they’re in, too.

So when you need to account for your employees and visitors, you know the information is all in one place.

2. Keep your lone workers safe with an app

Whichever way you define a lone worker, the chances are you’ll need special processes to keep them safe.

A variety of apps offer an easy solution for keeping tabs on lone workers. For example, WhosOnLocation includes features like mobile sign-in, GPS geolocation and lone worker reporting. If you’re interested in finding the right app for your workers, take a look at our guide here.

3. Centralise your contractors’ documentation

Keeping track of when a contractor’s insurances, qualifications or induction processes need updating can be difficult in any organization. With WhosOnLocation, you can grant your contractors access to the Service Provider Portal, so they can fill in their own details. You’ll also receive notifications when their documentation needs renewing, so you know you’ll always be on top of contractor safety. Even better – these automated updates will save you some time, too. 

4. Use Photo ID Scanning to verify a visitor’s identity

[vc_row][vc_column][vc_single_image image=”9190″ img_size=”full” alignment=”center”][/vc_column][/vc_row][vc_row][vc_column][vc_column_text]In high security organizations, just signing a visitor in using their name might not be enough. With WolScan, you can add an extra layer of security to the sign-in process by capturing the information from your visitor, contractor or employee’s ID card.

Not only does this allow the host to better verify the identity of those coming into the facility, it also makes sign-in a lot faster!

5. Make safety inductions more engaging with interactive training

The OSHA rules and regulations can be a stiff read, so it’s important to make your safety inductions as interesting as possible. We recommend using engaging formats – whether that’s induction videos, tasks or even interactive training modules.

One option is to use WhosOnLocation to create an eLearning Induction Course. You can even set restrictions using triggers, so anyone who’s failed to complete the course is unable to enter the organization.

6. Get your evacuations running like clockwork with collaborative, cloud-based apps

OSHA warns that workplace emergencies are often more common than people think, so it’s important to have a robust evacuation plan in place.

Employers need to be able to account for everyone on site quickly and easily during an evacuation to minimise risk. This can be tricky, especially if your employees and visitors are working across a multi-zoned or multi-level site.

By using a cloud-based evacuation app, you’ll be able to work collaboratively with other floor wardens or safety marshals to verify the safety of everyone on-site.[/vc_column_text][/vc_column][/vc_row]

6 minutes read time

SaaS Stories: What happens when users hate your shiny new release?

Like most SaaS companies, we use the Agile framework to develop features and release them into the wild.

We’ll get a customer request for an enhancement and it will go through to the Agile team, who will then decide whether or not we’ll build it.

If yes, we’ll include it in the backlog, formulate a sprint, test it, write up documentation, and release it into production.

But it’s not how we build the features that’s important, nor is it the speed to market, or the efficiency or our development team… it’s why we’re building them in the first place.

And sometimes even if you get the “why” right, you can still get it wrong in development… as our Head of Technology, Tom Peck, learned in 2018.

What happens when it doesn’t work?

We chatted to Tom Peck, Head of Technology, to hear about some of WhosOnLocation’s ups and downs in Product Development.

Do you have a feature that didn’t work so well?

TOM: It would probably be “Inter-Zone” (April, 2018).

As a bit of background, when we’re developing WhosOnLocation, we have to consider MLP (Minimum Likeable Product). What this means to us is that to release something that is bare bones it still has to be complete and be “liked” by our customers. It can’t be something half-baked. On the flip side, it shouldn’t be so over-engineered that the release is overly complex and people struggle with it.

“Our team were so focused on having their heads down making sure existing Kiosks continued unaffected by the release that we failed to see the complex beast that we had created.”

Why would you say Inter-Zone didn’t succeed?

TOM: So yeah, unfortunately with our “Inter-Zone” release, we went down the over-engineered route. What started off as a simple improvement to Kiosks (to allow for people who are currently on-site to switch zones via an Inter-Zone Kiosk) ended up being a massive rebuild of Kiosks, a complex data migration and an introduction of sophisticated zone-based rules to the mix.

Funnily enough though, as time went on we started to realize that Inter-Zone actually fixed a lot of bugs. As with all software development companies, we have a backlog of bugs to address.

The development of [Inter-Zone] spanned many months, numerous sprints and multiple workshops. After the release, as we started working through the bug backlog, we found a number of them were no longer reproducible and were therefore “fixed by Inter-Zone”. This phrase has stuck with us with and become a meme for any bug that can no longer be reproduced – “perhaps it was fixed by Inter-Zone?!”

And what learnings did you take from that?

TOM: The Inter-Zone release was met with excitement but also some confusion by our existing customers. Not only had we introduced the concept of “Inter-Zone” we had also introduced the concept of zone-based rules – allowing a Kiosk to be configured with a specific set of questions based on the zone and location a guest was visiting. Our team were so focused on having their heads down making sure existing Kiosks continued unaffected by the release that we failed to see the complex beast that we had created.

Upon reflection and after receiving a number of struggling customer queries, we took a step back and with a few small tasks we were able to revise the setup and configuration process, greatly simplifying the interface.

What recent feature has been the most successful?

TOM: I would actually have to say that our best feature so far has been Inter-Zone too. [Laughs]

And why do you think it was such a success?

TOM: Once we learned from the initial release and ironed out the issues, it’s actually been a really successful release. We knew our customers wanted it, and they were really excited when we initially released it. It was just too confusing. We can tell it’s working a million times better now by the number of queries and requests for support, and by the kinds of things our users are asking.

It’s also just objectively a much better user experience. We realized we had been looking at UX “frame-by-frame” rather than considering the user’s journey through the whole feature.

So now it’s a Minimum Likeable Product?

TOM: Several iterations later we definitely believe so! This is why we love what we do. We can release, take a step back, gather feedback, iterate, release again and repeat. You can’t get it right the first time, every time!

How to build a feature your customers will love

The #1 most important question is:

What value will this feature have for users?

Ultimately, our product boils down to 3 key benefits for users…

  • It saves them time
  • It enhances their site security
  • It makes their site safer

And every feature we build must give the users value in at least one of those key areas.

For example, we have recently released ID Scanning. The benefits of this feature are:

  1. To make it faster for people to enter their details; and
  2. To improve security (so that our customers know that people are who they say they are).

If lots of people request a feature or product, that’s a really good indicator that a significant chunk of our customers will use it – the higher the benefit and customer demand, the higher priority.

Where we can, we’ll also include some customers in the process to get feedback on user experience as we go. Sometimes, if we’re considering building a big feature, we’ll survey our users before we begin the process to make sure we know what they want.

The #2 most important question is:

How will we measure the success of this feature?

The success of a feature can be measured by the number of people using it, and the reported impact of the feature (direct from customers themselves!).

When possible, we’ll ask our users what kind of impact our product (or a recently released feature) has made for them.

“Using WhosOnLocation has saved me at least 4 hours a day, the ROI speaks for itself”
– Shanyn Fox, Facility Contract Coordinator,
Gold Coast Private Hospital

On the flipside, if the feature has low usage or we’ve received complaints or questions from confused users, we know there’s still work to be done.

And as we’ve learned, listening and reworking can bring back almost any feature from the reject bin!

Check out how Inter-Zone works:

About WhosOnLocation

WhosOnLocation provides people presence management software that monitors the safe and secure movement of people through buildings and work sites. Our powerful, cloud-based solution unites visitor, contractor, employee, and emergency management, enabling organizations to secure their facilities and ensure the safety of every person on-site.

Armed with a rich, unified source of people presence information, our users are empowered to make more strategic, data- driven decisions that mitigate risk, reduce overhead costs, and streamline operations.

WhosOnLocation serves organizations in 35 countries around the world, and manages over 13 million secure movements through thousands of locations each year.

Try WhosOnLocation for 30 days.

4 minutes read time

5 Ways To Make Your Site Inductions More Effective

As part of compliance and good governance, many organizations require employees and contractors to go through an induction process.

Inductions typically cover things like health and safety information, security policies, emergency procedures and a bit about the organization’s safety culture. You can also take the opportunity to talk about employee and contractor OSHA rights, how to report an injury or incident, and who to go to with feedback or concerns.

Inductions can be delivered via PowerPoint, paper-based course booklets, guided site walkthroughs or videos.

A good induction process will…

  • Create a positive opinion of your organization’s brand and safety culture
  • Make new employees and contractors feel welcomed
  • Help new employees and contractors get to know your organization
  • Clearly articulate policies and procedures
  • Address any FAQs

Here are 5 ways you can make your inductions more effective:

1. Use an induction management tool

If you’re still managing and running site inductions manually, consider using an induction management system or app. Instead of sending around new presentations and training documents to site induction managers whenever there’s an updated process or new regulation, you can simply make the changes in one place and know it’s ready to go straight away.

2. Make your inductions engaging and memorable

According to IWH researchers, “almost 80 percent of workers who were in their first year of employment could not remember receiving any workplace safety or orientation training.” Learning is more likely to be memorable when you use a variety of media (videos, images, quizzes etc) rather than just print-outs or a slideshow full of text.

New Zealand airline AirNZ is famous for its health and safety briefing videos – and the procedures really do stick!

3. Run inductions at sign-in (and include an option to let people complete inductions before they arrive on-site)

When you’re looking for an induction management system, choose one that integrates with your visitor management system (or better still, choose an application that combines both). This way, if it’s someone’s first time working on-site, they can go through the induction when they sign-in for the first time. You can also choose to send out an induction link so people can complete it before they even arrive on-site. This is a huge time-saver, especially if you have multiple contractors arriving on-site and not enough kiosks to go around!

4. Segment people and show tailored inductions

Use custom groups or segments to make inductions more relevant. Contractors and employees might see different inductions. And contractors working on off-site locations might see a different induction again. Making your inductions more tailored to the audience will help boost engagement and make the information more memorable.

5. Let people know what to do next

Beyond the induction, what are their next steps? For example, let people know if they will they need equipment training before they start work, when will this happen and who will be training them.

 Related: Employing a lone worker? Here are 10 apps that have got your back

Case Study: Gold Coast Private Hospital

Gold Coast Private Hospital have a large number of contractors coming in and out of their facilities on any given day of the year. They wanted to find a reliable cloud-based application to free up resources so they could focus on their day to day role and ensure accurate tracking and records.

The biggest benefit of implementing WhosOnLocation for GCPH has been gaining an efficiency in employee time of about 25 hours per week.

With the old paper based system, extra time was spent on-site completing paperwork. GCPH now send the induction link to the contractor prior to coming onsite as most have smartphones and can complete it before site arrival. It’s a win-win for both employees and contractors.

Read the full case study.

Try WhosOnLocation for 30 days.

Title image: Jesse Lora, NAVFAC (Source)

6 minutes read time

The Top 18 Facility Management Software 2019

Updated: March 2020

From keeping tabs on assets to managing incidents, here are 18 facility management software designed to give you data and reporting for compliance, operational visibility, and better decision-making.

More than ever before, organizations expect Facility Managers to drive value in efficiency and processes to reduce operations costs, drive sustainability initiatives, and improve health and safety on-site.

The challenge for Facility Managers? To maintain visibility over all these objectives and collect actionable data for decision-makers. Facility Managers who successfully collate data and create actionable insights can better identify problems and deliver strategic direction.

You can’t effectively manage operational data with notebooks, spreadsheets, and emails – especially if you’re a Facility Manager with a portfolio of buildings in multiple locations. And without a way to maintain accurate records, run meaningful reports and conduct expert analysis, your data has no strategic purpose.

The good news? Ever-advancing IoT and automation technology mean that Facility Managers can provide reporting for everything from visitor sign-ins to expired service provider qualifications.

Here are the 18 facility management software that will help you gain visibility of processes and generate meaningful insights from data.

Service Provider, Contractor and Vendor Management

Facility Managers are often under pressure to find service providers or vendors in a short time-frame. However, you still need to be confident that all requirements, like qualifications and insurance, are met. A contractor management system ensures you tick all the boxes before the contract begins.

Not only will it help you with the sourcing process, but it will also minimize the risk for existing service providers too. Your contractor management system will notify you when insurances are about to expire, or when contracts are up for renewal.

Benefits: Compliance, Safety, Security

Contractor Management Software & Apps

ServiceChannel provides Facilities Managers with a single platform to source, procure, manage, and pay for repair and maintenance services from commercial contractors across their enterprise.

WhosOnLocation: Contractor Management
Manage contractor presence in and out of all your sites, including remote locations and construction sites. Store contractor documents and ensure qualifications or inductions are valid and up-to-date.

Designed to support a variety of contractor and contractor processes with the aims of maximizing the use of your established contractor base and protecting your organization from contractor-induced risk.

Nimblex features a complete audit trail of all user activity, automated contracts, as well as sophisticated reporting to provide transparency and control for managers.

 Related: 5 Ways To Make Your Site Inductions More Effective

Asset Management & Maintenance

Monitor asset maintenance schedules and costs, and receive notifications when an asset is performing below a certain efficiency level (or has malfunctioned). This way, you’ll minimize the risk of on-site injuries and have insight into the long-term value of assets.

Some asset management software can automatically send a service or maintenance request to an authorized contractor when an issue is detected.

Benefits: Safety, Cost-Reduction

Asset Management Software & Apps

Asset Panda
Asset Panda helps people track, manage, and support their assets throughout their life cycle. Their software is configured to the way our clients work, secure, and leverages the mobile devices your employees already carry.

The online platform provides a control center to effectively monitor anything & everything related to maintenance. Modules include an Asset Register, Requests, Work Orders, History, Preventative Maintenance, Inspections, Readings, and more.

Maximo, when combined with the power of IoT data from people, sensors, and devices, can provide warning signals from assets. With this data, it also enables near real-time visibility into asset usage across multiple sites, extends the useful life of equipment, and more.

Visitor Management

Strengthen the security of your facilities and assets, and protect intellectual property by preventing unauthorized or threatening activity with robust visitor tracking and reporting.

Visitor management gives you visibility of people signing in and out of your facility while providing a slick brand experience. Some visitor management systems require additional hardware purchases, and others allow you to set up kiosks on existing computers or tablets.

Benefits: Compliance, Safety, Security, Brand Image

Visitor Management Software & Apps

Proxyclick is a cloud-based visitor management solution suitable for small, midsize and large enterprises. Key features of Proxyclick include visitor registration, instant pictures, badge printing, instant notifications and reporting.

WhosOnLocation: Visitor Management
Ensure the safety and security of site visitors and meet compliance requirements. Make sure visitors have completed any relevant steps before being approved on-site, such as acknowledging hazards or signing any waivers or NDAs.

Sine is a cloud-based visitor management solution that serves small, midsize and large businesses. Key features of the solution include visitor registration, automatic notifications, badge printing, reporting and analytics.

The Receptionist for iPad
A cloud-based visitor management solution that serves businesses of all sizes across all industries. Primary features are visitor logs, visitor badges, visitor notifications (via SMS, email and Slack) and two-way communication with visitors.

Environment & Energy Management

A global shift to more responsible environmental practices is driving corporations to focus on energy consumption, water usage, carbon emissions. Facility Managers have been tasked with the monitoring and tracking of environmental data to assist strategic decision-making, compliance and cost savings.

Environment management software help Facility Managers manage processes, store documents (such as permits and and legals), track incidents and report on data all in one place.

Benefits: Cost-Reduction, Brand Image

Environment Management Software & Apps

Effectively manage your organization’s environmental data and processes. Easily manage, track and report all of your environmental metrics, streamline environmental incident reporting, and facilitate compliance.

Manage key environmental aspects of air, water and waste compliance. Deploy a flexible waste and environmental management system to meet permitting requirements, equipped with pre-built reports to meet local, state and federal reporting regulations.

The Airsweb environmental software solution provides an effective, flexible business tool to record, report, and analyse resource consumption (e.g. water, energy and raw materials) and production output.

Incident & Emergency Management

Facility Managers need to work closely with Health & Safety and Human Resources to develop comprehensive emergency and incident processes. Whether the incident or emergency is safety- or security-related, you need to be able to account for everyone on-site and communicate mass updates.

Emergency management systems will give you visibility of what happened, at what time, and where. You’ll also be able to see who was verified safe and by whom. Run detailed reports on this data, post-incident, to provide valuable insights into the efficiency of your emergency procedures.

Benefits: Compliance, Safety, Security

Emergency Management Software & Apps

MissionMode Situation Center enables you to pre-populate your organization’s BCM plans, templates, contact lists, and more into an easy-to-use collaborative incident management solution that speeds communication, tracks progress, and simplifies project management.

WhosOnLocation: Emergency Management
Quickly and easily account for everyone in the event of an emergency with the mobile application. Track cleared zones, allow people to self-verify their safety via SMS, view requests for help and monitor real-time evacuation progress.

An all-in-one emergency management software tailored to any organization’s specific needs. All of your emergency management tasks and responsibilities are streamlined with increased, real-time communication and situational awareness.

Smartplan (by TRP)
TRP’s proven web-based, database-driven approach will enable you to streamline and customize your company’s preparedness program based on “best practices”, company protocols, and regulatory requirements.

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.”

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 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:


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.


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.

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