The WhosOnLocation Blog

Featured post

The new Help Center – the answers you need, when you need them

2 minutes read time

As Leonardo da Vinci said “Learning never exhausts the mind,” and our Help Center is no exception to this. Learning is an essential part of our lives, improving the brain’s overall cognitive functions, including memory, concentration, attention to detail, and problem-solving.

The Help Center offers an excellent place for you to start your education on the WhosOnLocation features and how they integrate, empowering you and your organization to gain the most from your subscription. As you enter the Help Center, not only are you able to answer all your questions, but additionally, you are exposed to the new features of the products enabling you as a user to improve your understanding of WhosOnLocation.

The new and improved Help Center

Our new Help Center is available right now – jump into the Help Center and check out the simplified design, faster search and refined structure yourself. It can also be accessed through the WhosOnLocation app, WolMobile, and the Contractor Portal, ensuring all users can benefit from the resources available.  And if you don’t find what you are looking for or want to know more, just reach out using the “Contact support” button at the top of each article.

Help Center or Customer support?

Our Help Center provides the quickest response to all your queries. Just start typing your question and you’ll see search suggestions and popular answers appearing below. Articles within our Help Center also aim to be as comprehensive as possible, providing in-depth step-by-step guides in each article.

How can the Help Center help you?

The Help Center provides support to your organization to ensure every member stays across any product improvements or advancements through the new ‘Product Updates’ page. 

Additionally, the Help Center offers over 500 articles covering our features, everyday tasks you may need help with, and common troubleshooting tips for ease of use. Our step-by-step structure which includes screenshots ensures the process is as easy and simple to follow along as possible. Whether you’re a location administrator, have contractors accessing the portal, or an employee of your organization registering visitors, we have articles tailored for your experience.

Read more.

4 minutes read time

7 Steps To Gain Internal Buy-In For Visitor Management Software

You have done some research and decided that implementing visitor management software would vastly improve your company’s on-site sign-in process. But now, you’re faced with the hurdles of getting the appropriate people on-board with the software.

Unfortunately, many businesses are resistant to change, particularly when it comes to technology.

If you’re determined to bring your contractor and visitor management process into the digital age, follow our step-by-step plan for getting internal buy-in.

Step 1. Determine which people are crucial to get on-side

Decide who is responsible for getting internal buy-in and driving employee and contractor engagement. This often varies from business to business. You need to discern who are the most influential people with your business and the most capable of getting everyone else on board with the software – it could be the COO, the CEO, or even the IT department. Will you need to go through a manager to escalate the discussion? Knowing who you’ll be pitching the software to will help you plan and build your case.

Step 2. Know the benefits inside and out!

Make sure you can articulate each of the benefits in a specific yet jargon-free way. Be sure to provide details about the challenges from your current system and how the visitor management software provides a solution for each.

For example, you might say:

“Our current system doesn’t allow us to quickly check in and see if anyone has been working alone and hasn’t returned. WhosOnLocation provides accurate live reporting to show who is on-site and where at any given time. This will reduce the risk of injury at our manufacturing facility as we will now be able to see when someone is working alone and we will be notified if they haven’t returned by the expected time.”

Step 3. Engage with internal stakeholders

Who will be responsible for integration, user assistance, maintenance and training? Be sure to include all internal stakeholders in this process; by including them, you counteract the fear of change and objection. When engaging with internal stakeholders, it’s important that you speak their language: How does the change affect their department? Will it make their job easier, save them time, increase their productivity or help them achieve their targets? Listen to all the stakeholder concerns and feedback, and keep them updated throughout the process with how you are working through these.

Download our full guide to getting buy-in from each department.

Step 4. Identify risks

Address any potential risks or concerns that may arise from implementing visitor management software and how these would be managed and/or allayed. For example, if you are concerned about low employee adoption, develop a thorough on-boarding process and have delegated people available to provide assistance for the first few weeks of implementation. Don’t be afraid to reach out to your vendor too – they’ve probably heard your concern before.

Step 5. Develop your “elevator pitch”

In the context of your business goals and success metrics, what is the overall benefit of implementing the software? This is the “elevator pitch” of getting internal buy-in. It should be a clear, concise rationale for implementing the visitor management software. For example, this may be related to improving the Health & Safety procedures on-site and reducing the risk of injury to contractors, visitors and employees.

Step 6. Start discussions

By now, you’ve done extensive research, you’ve talked to all the internal stakeholders, and you’ve addressed concerns and risks. It’s time to start discussions with all the people you identified in Step 1. Be prepared and be persistent. If you simply drop a report or proposal on a desk and don’t follow up, you won’t get very far.

Step 7. It doesn’t end after buy-in

You’ve now (hopefully) had approval from all the right people and you’ve started implementing the visitor management software. But it doesn’t end here. Make sure you regularly report on results and get feedback on how the software is working across the business. Updating internal users on the software and validating its benefits will ensure everyone can see the visitor management software is working. Make sure internal users know how to navigate the helpdesk, and where to go if they have any concerns or questions.

If you’re looking at implementing visitor management software in your business, sign up for the WhosOnLocation free 30-day trial. 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.

3 minutes read time

Customise your sign-in process with visitor management software

Which questions you ask depends on the purpose of implementing visitor management software in your business.

Ask yourself: What is the key problem you are trying to solve?

  1. Are you looking to solve a reception management issue?
  2. Are you solving a wider compliance management issue?
  3. Are you solving a reporting issue?
  4. Is it a security issue?
  5. Are you falling short on verifying the safety of people in the event of an evacuation?
  6. Are you overwhelmed with managing contractor and/or staff inductions?
  7. Are you trying to protect your staff and assets?

Answering these will help you determine which questions you need to ask visitors on-site. Do you only need to ask the basic questions such as First Name, Last Name, Name of Host, Email, Mobile? Or do you need more than that?

We find that every business has a different sign-in process. Not only might they have a set of site or industry-specific questions, but they might need a series of site rules that particular visitors need to read and accept.

With WhosOnLocation visitor management software, you can ask your site visitors any question you like, and you can create a selection of custom answers for visitors to choose from for each custom question, too.

WhosOnLocation custom questions are incredibly flexible, so you can customize them to work in almost any way you like.

Here are some of the ways you can use WhosOnLocation custom questions to individualize your sign-in process:

Health & Safety Training
Use custom questions to create Health & Safety training for visitors when they come on-site. Your questions might include running visitors through the hazards, accepting on-site risks or giving an expected duration on-site. You can also set rules so that visitors only have to complete this set of questions once every month, 6 months, year etc. Or, you might need them to complete them every visit.

Evacuation Instructions
You can create a set of evacuation instructions with custom questions. You can ask visitors which zone they will be working in (if relevant) and show them the nearest exit points. Visitors can read and agree to each question, and you can set questions as ‘compulsory’, so users must accept and agree to the instructions before progressing.

Site Specific Rules
If you have different rules depending on the site, you can specify these using custom questions. For example, you might have one site where visitors must stay within 5 metres of their vehicle, but this might not apply to other sites. Visitors will choose which site they are signing into, and if this site is chosen, the visitor will need to acknowledge and agree that they must not go further than 5 meters from their vehicle.

Custom Journeys
You can also create a different set of questions depending on who is signing in. If the person signing in is an employee, they may receive different questions from a one-off visitor who is signing in to deliver a package.

To learn more about WhosOnLocation and how custom questions could work for your business, sign up for a free 30-day trial.

4 minutes read time

Site induction series – 3. When should you run your inductions on-site?

Are you running any general or Health and Safety inductions on-site when people arrive?

Last time we discussed the pros of having people do inductions online, away from your site, so they’re up to speed before they get to your gate.

Today we look at when it’s best to run your inductions on-site, in person.

Running inductions

Inductions are a tool used for Health and Safety compliance and to meet legal obligations. 

Workplace Health and Safety (WHS) laws dictate that ‘A Person Conducting a Business Undertaking’ (PCBU) or employer has to deliver a robust WHS induction training program for new employees (which includes everyone working on-site such as contractors and service providers).

Health and Safety inductions usually cover:

  • Risks and hazards in your workplace
  • Special equipment, personal protective equipment (PPE), and first aid
  • Safe work procedures
  • The law
  • Emergency systems
  • First aid team and other emergency contacts.

New employee inductions welcome employees and prepare them for their new role, while new contractor inductions prepare them for their time and work on-site.

For obvious reasons, new employees have the greatest risk of injuring themselves or others, therefore will likely need a more extensive induction to start with.

Employees returning from a long break might also need a refresher induction to familiarize themselves with site hazards and any new processes.

High risk/hazard businesses like manufacturers and construction companies often choose to induct visitors as well as people actually working on a site, usually focused on Emergency Evacuation Plans and Non-Disclosure Agreements.

Why on-site?

There are definitely times when it’s best to run your inductions on-site.

Being able to physically show people aspects of their inductions (e.g. the emergency meeting point) can be invaluable for the safety and security of your organization.

If your induction modules involve:

  • A complicated work site layout
  • Lots of site specific content
  • Complex reporting structures or Health and Safety processes
  • Set-up steps that may need guidance (for example downloading a lone worker app)
  • Task-specific training (that may need demonstrating),

Then it might be the best option to run your induction on-site, giving the inductee the chance to learn under the guidance of your team and physically relate any points they need to.

Other factors to take into account when deciding if you can, or should run your inductions on-site are:

  • How long is each induction? Will there be enough time to go through it all pre-work or visit?
  • Is the induction for a new employee, a contractor, or a visitor? Will they need specific instructions in person or is the tone more general?
  • Do you have staff resource available to run/supervise the induction?
  • Is there space for the inductee to sit and learn? What if there is a group of contractors or visitors needing to be inducted together? Will there be enough resources to manage it?
  • Can you split the induction so some of it is done off-site and some is on-site? Will this make the process smoother or harder to manage?
  • If you are asking people to do inductions off-site, are you offering an alternative for people do them at your site if they can’t access the internet?

It’s also worth considering how and when to confirm what your process and reasons are for induction when people they arrive.  It’s a nice courtesy.

About WhosOnLocation

WhosOnLocation is a web-based visitor, contractor and employee presence management system.

With WhosOnLocation’s Induction Management feature you can set-up inductions for different visitor types and run an induction kiosk or through a web browser on any device.

Sign-up to WhosOnLocation today to see how our Induction Management feature makes it easy to design inductions, maintain induction records, and control access to any location if inductions haven’t been done, or have expired.

6 minutes read time

How to successfully introduce visitor management software to your staff

Updated: March 2020

What’s the best way to go about getting staff buy-in when you implement a new visitor management software? 

Whether you start with no visitor management, a paper-based visitor management book, or switch your visitor management software from one product to another, you’re going to need everyone on board to make it worthwhile to see a return on investment.

Implementing a visitor management system can be quite a significant change for an organization, particularly for staff who have to change some aspect of their routine (by having to sign-in, or change the way they currently do tasks like inviting someone to a meeting).

Visitor management software like WhosOnLocation replaces a business’s paper sign-in book and does any number of other processes which improve the general safety and security. When you deploy a visitor management solution, there will be many different roles and uses for the product within the organization, and the people visiting. From helping to run safe and effective evacuations to managing the insurance validity of contractors and service providers coming on-site, through to sending out health and safety hazard alerts in real-time. The point is that when you deploy a new system, there is a lot involved.

As with the success of any new company tool, it relies on trust and enthusiasm to make it work. New tools don’t get taken up when people see them as another hassle to add to their working day, so it’s key to introduce the system in the right way and get the internal buy-in early on. 

Here are some ideas to use when you are setting up a new visitor management system:

Keep the trust 

Relationship management is essential when introducing your new system. Make sure everyone who needs to know about the changes does and explain the reasons as to why you chose the system you did. If you don’t have any in place already, now is a good time to create some policies for your staff around visitor management. This can seem a little over the top, but there’s no harm in having documentation to support a new system and give a level of clarity to everyone who will be using it, from as early on as possible. 

Bring it back to your company’s vision

If you want to be the best in your industry, have the safest workplace, and have the best customer service, visitor management software is going to get you there.


Create a Privacy Policy: Visitor management software will likely be storing staff details and, at the very least, will likely involve capturing data such as staff sign-in times and time spent on-site after hours. It’s a good idea to create a Privacy Policy around how to gather personal data, what will happen to this information, who will have access to it with an emphasis on how your organization will protect and maintain user privacy. 

Use a Lone Worker Procedure or Policy – with a new level of tracking possible for employees. There will likely be an emphasis on the health and safety of lone workers and employees or contractors in your duty of care. Create a policy specifically around how their data will be managed and responsibilities that will need to be met using the tool (for example, being responsible for sending a hazard alert, or signing in every 2 hrs if working off-site).

Other policies can come in handy such as a new or updated HR policy that includes aspects related to your visitor management system (e.g. updating your Health and Safety policy to include new evacuation procedures).

Keeping the conversation open

  • Have lots of conversations with staff around your new system. Keep these positive and offer ways for people to join in, give feedback, and ask any questions they have. 
  • Give examples – Show your team how other organizations are using visitor management to make their lives easier and their workplaces safer and more secure. Physically show everyone how your organization will use it as well, for example, take everyone down to your kiosk or reception desk and run through a sign-in scenario, or do a fire drill.
  • People losing interest or showing hesitation? Bring the conversation back to the risks. People deserve to work in an environment that’s as safe and secure as it can be. Let them know how much sense it makes to mitigate as many risks as possible.
  • Lead by example – This goes without saying, if you and other managers are leading by example (using the system well and enthusiastically), it will make the whole transition smoother.
  • Offer training – If your staff know how to use your visitor management system to make their jobs more efficient, then they are guaranteed to use it more. Give everyone introductory training of the product as a whole. Then, you train staff on role-specific usage, drilling deeper into the features each person will need to use in their jobs – for example, brief your executives on how to pre-register and send automated emails to their guests. 

Bring it back to the benefits

  • Show everyone how the new system will make their life easier. With WhosOnLocation, employees can send an automated invite to anyone they are meeting. This registers their details in the system and will make it quicker for their guest to sign-in. They can also get an email or SMS when their guest has arrived, so they don’t waste any time waiting around for them in the lobby.
  • Your employees will be safer in many ways when you are using an electronic visitor management system, so bring the conversation back to that when you can. WhosOnLocation comes with a Panic Alarm feature, for example. This feature allows anyone who might find themselves in a position where their safety is compromised (e.g., a disgruntled customer is demanding to go through to the factory) discreetly raise an alarm by clicking a button.
  • Visitor management software is good for the bottom line, and your organization will be saving not only money but time, especially those responsible for those time-consuming jobs like filling of visitor records (usually reception or admin staff).

Let it happen

It doesn’t take long for people to get used to new systems and making small changes in their individual routine. After everyone is using the parts of visitor management that will help them in their roles, the only problem you should have is too many requests for extra training (and on-boarding your new employees).

5 minutes read time

Site induction series – 2. Why you should run your inductions off-site

When you induct new or returning employees, contractors and visitors do you always run the induction on-site, or do you give the inductee the option to do their learning off-site?

The way you deliver your inductions will depend on various factors like the number of people being inducted, the size of your workplace and the complexity of the health and safety matters to be discussed.

How you deliver your workplace inductions will be decided by the person in charge as they depend on the size and nature of the project.

Induction training can be delivered through on the job training; toolbox talks, pre-start meetings, step by step checklists, induction videos or booklet, emails or a phone conversation.

The inductions we refer to below are run as an ‘online interactive program’ built within a software like WhosOnLocation.

In this blog series, we look at whether it’s best to run your different induction modules (general, site, and task-specific) on-site (at an induction kiosk) or off-site (online through an induction portal).

Off-site inductions

It’s relatively simple and inexpensive to set-up induction modules online so that your contractors, employees, and visitors can complete them before they access your site. 

Running your inductions online and off-site makes it easier to track and maintain entry rights too. For example, if a returning contractor’s induction certificate has expired, you can automatically resend a course for them to complete before they are due on-site.

Welcome induction topics covered

General inductions

General inductions will provide basic information relating to your industry and cover important; organisational Health, and Safety, security, and environmental aspects.

For employees:

Giving new employees the chance to do general inductions off-site is a good way for them to get to know general company culture and procedures before they commence employment. These courses can be based on your companies brand story, ethos, and culture.

For contractors:

If contractors have the chance to do their inductions off-site they can complete them at a time that suits them personally. Also, contractor inductions that are run off-site put the onus on the individual or the company they are contracting for to have completed the required courses before they come on-site. Also, resources like staff time and providing a space to learn are not required if a contractor is fully inducted prior to arrival on-site.

For visitors:

Running general inductions off-site can facilitate a great visitor experience. Briefing visitors on your site can make them feel welcome and help speed up the sign-in process. You could look to provide casual visitors with a non-compulsory, shortened version of your employee induction.

Site inductions

Site-specific inductions are designed around information to do with the site itself, particularly risks and hazards.

Site inductions are often not compulsory and aren’t generally required to be done by visitors.

For employees:

You can include a site-specific induction module with your employee’s general induction if that is made available off-site. Notify a new employee of critical information such as hazards to be aware of in a fire (LPG tank in sector 5), or where your muster point is.

For contractors:

Let contractors do site specific induction off-site when they are likely to be working at more than one site. That way they can look the site specific induction up before they start work there. The contractor can also prioritize the order they will do each module in (i.e. they are working at site 24 first so will complete site 24 induction first).

For visitors:

Whether to give visitors site inductions online depends greatly on the type and purpose of visit. It might be an idea to share some site-specific information (for example emergency exits) with visitors at the same time as they receive their general induction if they are doing one.

Task-specific inductions

Task specific training gives information like hazards, risks, and control measures to people carrying out a certain task at your site.

If it’s relevant, show workers how to do a task analysis as well as the standard operating procedure (SOP) or work procedures.

You can use this induction to highlight any relevant legal responsibilities, codes of practice or technical standards that must be followed while they’re carrying out the task as well.

For employees:

These are usually best done on-site and close to the place where the task will be undertaken. If the task-specific inductions are long or detailed it might be an option to have employees do their initial induction off-site at a time that’s convenient for them, and then offer further training when they are on-site.

For contractors:

It is a good idea to run these task-specific inductions online if contractors are visiting more than one site and particularly if they’re doing the same task at more than one site. Contractors can access their online learning to reference any task-specific inductions as needed.

For visitors:

It’s unlikely a visitor will need a task-specific induction. If they do it’s best to have them complete it when they are on-site and under supervision.

Induction slide 3 Traffic Management

There are many advantages to offering online induction modules for employees, contractors, and visitors to do off-site at a pace and time that suits them best.

Whether you choose to induct online off-site or on-site, or offline on-site or on-site, the reasons for inducting stay the same.

Inductions ensure people at your site are safe and secure, that they know about your organization, what to do on-site, and who to talk to if they have any questions or concerns.

Having a competent induction program means having compliance with Health and Safety and employment legislation.

Take a free, 30 day trial of  WhosOnLocation today to see how our Induction Management feature makes it easy to design inductions, maintain induction records, and how you can control access to any site should these courses not be completed or they have expired.

5 minutes read time

Site induction series – 1. Save time and money on your Health and Safety inductions

Health and Safety inductions can be a real drain on time and resources for those doing the inductions and those organizing them.

Are you a Health and Safety Manager or someone involved with the coordination of site inductions?

Do you want to save time and money on your Health and Safety inductions.

If so, you should move them online.

Inducting people coming on-site with hardcopy information, at the time they show up to your location, is no longer industry best practice.

By moving inductions online and implementing eLearning you can save unnecessary hassle, hours of admin time and money

You can also save your contractors, service providers, suppliers and anyone visiting your sites unnecessary hassle and time too.

How eLearning can help you:

Way less paperwork

Minimal paperwork means maximum office space – you won’t have to store all of your induction records in the bug inductions folders. When you move your inductions online (after the initial set-up where you upload your old induction documents) the induction section will pretty much be paper-free.

Way more free time

When inductions are online you can send them to your inductees ahead of time instead of having to set contractors up in the office to run through general Health and Safety inductions. You could email specific inductions and make sure people have already completed them before they reach your sign-in area. If you have parts of your Health and Safety inductions or policy you need to demonstrate or refer to in person you can always have a follow-up induction set-up online waiting for you to do at the sign-in gate.

Automating your Health and Safety inductions will also keep your contractors, suppliers and service providers happy by saving them loads of time too. If you’re sending an induction ahead of time they can do it at a time that suits them.

Much less confusion

When contractors and visitors are filling out paper-based forms or inductions it often means dealing with illegible handwriting. Give yourself or your admin team a break,  set-up your Health and Safety inductions online and let the software weed out any illegible or unclear details or answers.

No more unnecessary costs

How much money does your organization spend on printing induction related booklets and forms? You can minimize the amount of printing you need to do if you move inductions online, and you’ll be able to save money on related stationary, like those big folders and filing boxes with all the historical induction records.

Much less stress

Do you ever stress about not being covered if something goes wrong on-site. What if an emergency plumber has to fix a leaking pipe in your factory over the weekend and there wasn’t any time to do a proper induction? Perhaps there wasn’t even anyone to find the induction booklets? If your inductions were online you could have already made sure a list of plumbing contractors had been inducted online.

Most online induction programs let users set memos for when your contractors need to refresh their inductions or ‘triggers’ for if someone fails an induction or if someone with an out of date induction record is trying to sign-in to a location.

Generally better inductions

When your inductions are online you can add things like videos or pop-up quizzes letting you cater better to different learning styles, allow for people to learn at different speeds, and easily keep your content up-to-date.

More backup

Auditors or Health and Safety inspectors keeping you up at night? What about if something happens on-site and you can’t prove everything practicable and reasonable (i.e. inductions) was done in the lead up to the accident?

Don’t stress out about that, if your system is online you can easily share the reports or key induction data with an auditor, or get to the bottom of who was on site, why, when and how they were inducted if there are any incidents.

Much more control

Are you managing inductions for more than one location? And/or do you ever need to share induction modules or induction reporting within your organization? You can share information and access easily if you are inducting online.   or you need to share induction modules within your organization you can do this easily when the inductions are online.

You can also control who needs to do what inductions when. For example, using WhosOnLocation you can set rules for who needs to do what inductions and when those inductions are expired. So if you have a plumber servicing one location who’s been fully inducted with your general Health and Safety policies and procedures, when that plumber visits a new site you can see he’s already completed and passed the general induction and set a rule that they will only have to do the site-specific module before he enters to do his work.



6 minutes read time

5 questions people forget to ask when choosing a visitor management solution

“To raise new questions, new possibilities, to regard old problems from a new angle, requires creative imagination and marks real advance in science” – Albert Einstein.

I love this quote from Einstein because asking questions encourages curiosity and here at WhosOnLocation we encourage our team to be curious – to explore better ways of doing things, to look at problems as opportunities – by asking questions.

I’ve had the opportunity to respond to thousands of questions (via our Helpdesk or assessment form) coming from organizations deploying a visitor management solution.

We’ve done this for small, privately held businesses through to some of the largest corporates, utilities, security facilities, health care providers, schools, universities, and manufacturers in the world.

The number of questions from a potential customer can range from a just a couple through to one hundred+, which is understandable, it’s all in the context.

What often amazes us is the questions many potential and existing customers don’t think to ask.

If you are looking at a visitor management solution here are 5 questions you may not think to ask but definitely should.

When our teams put these questions to potential customers they are always surprised they didn’t think of them and are thankful we asked.

Question 1: Hazard alerts and acknowledgments

Do you want visitors to confirm they understand any hazard alerts that they are notified of at sign-in?

Why do we ask this?

If there’s a hazard needing to be brought to the attention of visitors when signing onto site.

Would you like to be able to post a hazard alert to the reception lobby teams and/or onto any of the kiosks so that visitors immediately are notified of the hazard and are prompted to confirm their understanding of it?

We have a high number of customers that did not think about temporary hazards and the ability to broadcast time-stamped alerts and warnings through their visitor management solution.

When people think about this and apply it to their own environments they quickly realize it’s a ‘must have’ if they are to manage safety awareness and incident awareness on-site.

Question 2: Compliance, auditing, and reporting

If a visitor had an accident on-site would it be useful to prove that your organization advised the visitor of the hazard that caused the incident during the post-incident investigation?

Why do we ask this?

Compliance, compliance, compliance.

Most organizations are legally obligated to comply with good Health and Safety practices.

In the event of a workplace injury or death the ability to demonstrate good practice can be the difference between brand and reputation damage and survival.

Question 3:

If you want visitors to be pre-registered as a rule, that is you do not permit unauthorized visitors onsite, would you like your self-sign-in kiosk to advise non-approved visitors to wait until someone comes out to meet them. Meanwhile, a red flag has been sent to security or another nominated person to advise them that an unauthorized person has attempted to sign in.

Why do we ask this question? Many research centers, local and central government facilities, data centers, and other high-security sites prohibit walk-up visitors; those being people who don’t have an invite from an employee. Managing these potential security breaches by automatically alerting security to the fact a person has attempted to sign-in and is in fact on your premises in the reception area, is often a much-overlooked requirement until it’s too late.

Question 4:

Do you want specific conditional warnings, instructions or questions to be presented to a visitor, and, do you want to notify anyone internally of this?

Why do we ask this?

Say you are a food manufacturer following GMP and your visitor answers ‘Yes’ to having visited a farm in the last 30 days or ‘No’ to a request to wear a hairnet at all times while onsite.

Firstly; would you want specific warnings, instructions, or conditional questions to be presented to this visitor?

Secondly, would you need to bring their red flag response to the attention of their host, and/or any specific people in your security or health and safety team?

We obviously re-word this question when the potential customer is not a food manufacturer however you get the idea. Triggering alerts against pre-defined red flags is a must otherwise all you have with your visitor management system is a cool badge label printer.

Question 5:

Do you need to ask visitors the same set of questions every time, even if they are a repeat visitor?

Why do we ask this?

Again this a bit of a two-part question.

Firstly; do you need to ask every visitor every question, every time they visit? Or, can you capture visitor information on their first visit and then only ask them for it again after their 10th visit, or after a specified amount of time has passed (1 month, 3 months etc.…)?

We want our customers to think about creating amazing visitor experiences for their visitors and customers.

If John Doe arrives on-site for his first visit and is asked for his name, where he is from, if he is parked in your vehicle lot, who he is meeting with and his expected duration of stay it may, and then he is asked to acknowledge your NDA, evacuation procedures, and other visitor policy rules. So it ends up taking John 4 minutes to sign in. But does it have to take John 4 minutes every time? When John comes back 9 days later do you send him

When John comes back 9 days later do you send him through the full 4-minute visitor sign-in process again? Or do you only ask him to verify the answers he gave when he was visiting last? Or do you only ask him to verify his name and host and that’s all? And, do you set a rule that says John should be asked every question when he signs in every 3 months? There are of course many questions you should ask, some unique to your organization, some more relevant ot different departments than others, and some to your visitors themselves. to heck out our top 30

There are of course many questions you should ask, some unique to your organization, some more relevant to different departments than others, and some to your visitors themselves. to heck out our top 30

Check out our top 30 questions to get some more ideas.

5 minutes read time

Read this before you choose visitor sign in software

There are lots of questions you will need answers to before you pick the visitor sign-in software that’s right for your organization.

We make visitor sign in software and are always asked the obvious questions such as:

These questions are all valid and should be clearly answered before any choices are made. In fact, the answer to all of the above questions should yes, even by an absolutely basic level visitor management system. If a product doesn’t deliver on those questions it’s not worth considering.

We have another list questions we tend to end up asking people interested in our product… These are not as obvious as the standard questions. Lots of our potential customers are surprised they didn’t think of them earlier and are thankful we asked.

If you are considering which visitor sign-in software to use, have a look at this checklist of questions to make sure you will choose the right product with the right capabilities for your organization.

  1. Will you require different workflows sign-in processes for visitors, employees, and contractors?

  2. Do you need to pre-register visitors?

  3. Do you want to send pre-registered visitors an automated email with information like your address, parking instructions, and evacuation procedures?

  4. Will you need to deny access to visitors who aren’t pre-registered?

  5. Will your sign-in kiosks be manned or self-service?

  6. Should your self-service kiosks be able to be set to make any non-approved visitors wait until someone can come to meet them?

  7. Do you want to set-up a red flag to be sent to a nominated person (e.g. security) when an unauthorized person has tried to sign-in?

  8. Do you want to automatically pre-issue visitors or contractors with a QR code or barcode, to speed up the sign-in process at peak times?

  9. Will you need multiple kiosks?

  10. Where will your kiosks be located?

  11. Should your kiosks reflect your organization’s brand identity?

  12. Do you want specific warnings, instructions, or conditional questions to be presented to a visitor on a trigger? (Say if you are a food manufacturer following GMP and a visitor answers ‘YES’ to having visited a farm in the last 30 days or ‘NO’ to a request to wear a hairnet at all times, do you want to instruct them to report to the Health & Safety Manager?)

  13. Do you need to bring any red flags to the attention of their host, and/or any specific people in your security or Health & Safety team?

  14. Will you ask all visitors the same set of questions every time they sign-in or will you only ask certain questions on the first visit and then make rules for when you have to ask again?

  15. If your building or facility has different ‘zones’ do you need people to register their entry and departure from some or all of those zones?

  16. If someone is signing into a specific zone will they need to state their purpose and/or estimated time in that zone?

  17. Do you need to put time limits on when people should have signed out by and set up alerts to go out if they haven’t signed out by that time? For example, if someone signs into a temperature controlled environment do you need to be alerted if they haven’t signed out after x minutes.

  18. When you have a hazard on-site, do you want to alert anyone signing in of that hazard?

  19. Do you need a record of that hazard acknowledgment?

  20. Do you want to be able to send hazard alerts to everyone currently on site?

  21. Do you need to know if a visitor or contractor on-site is ‘working alone’?

  22. If someone is working alone on-site do you need to be able to provide conditional (e.g. if they have not signed out by x time) well-being checks?

  23. Is it useful to know what the total number of people on-site at any time is in the case of a capacity breach?

  24. If you are deploying your visitor management system at multiple locations, would it be useful to have an overarching dashboard showing key metrics in real time for each location?

  25. Do you want to know if there is someone who is the only person at a location to alert say your security team of that fact?

  26. Do you want to be able to advise the only person on-site to turn off the lights or set the alarm on sign-out?

  27. Would it be useful to know if a contractor or their employer’s insurances or qualifications have lapsed before they are allowed on-site?

  28. Do you want to be able to make and run induction courses from your visitor sign-in software?

  29. Do you need to track assets (car keys, hi-viz etc) lent out and have an alert triggered if they aren’t returned?

  30. If you issue temporary access control cards would it be useful to track that card and movements in you visitor management system?

There are many more questions to consider when making the call of which visitor sign in software is going right for your organization and many products from which to choose from.

We hope you’ll consider some if not all of these questions before you make your choice.

And of course sign-up for a 30-day free trial of WhosOnLocation to see how our visitor sign in software can answer YES to all of your requirements.

8 minutes read time

Why the lobby will be extinct soon and other future predictions

Recently we had the opportunity to discuss all things future with Morris Miselowski, a global, full-stack, business futurist
Morris shared his thoughts on the future, innovation, artificial intelligence, what place lobby rooms will have in times to come, and using augmented reality to improve Health & Safety training with us. Here’s what he had to say. 

On. The Future


As a global Business Futurist, Morris Miselowski is an in demand Presenter and sought after international Broadcaster that can be found regularly whispering in the ears of CEOs and key decision makers around the planet for companies like MasterCard, Visa, ANZ, NAB, BNI, Westpac, Investec, Microsoft, IPSOS, Activision, BP, Oracle, Bupa, Ernst & Young, Lufthansa, NZ Tourism Export Council, Australian Tourism, Horticulture Australia, Monash University, Metricon, Built, Pharmacy Guild of Australia, Sealy, Simmons, Serta and Caltex amongst many others.

He has an insatiable appetite for new ideas, new practices, and all things future and is constantly finding incredible future driven ways for his clients and audiences to be more profitable, productive and happy. He’s curious about the world, what makes it work, and how you can make a mark on it and sees everything through the eyes of Humans, never getting carried away with the technology.

He doesn’t wear blinkers, doesn’t deal in clichés, hype or hysteria, but instead keeps forever ahead of developments across 140 plus industries, because he knows that innovation is found at the boundaries between disciplines, not by narrowly focusing in on one sphere or the hottest fad.

Morris is not headline-centric, doesn’t tow a politically correct party line and has built his formidable reputation and staggering successes by telling it just like it he foresees it.

This is why Morris has, for the last three decades, been firmly placed amongst the world’s leading futurists, thought leaders and transformation provocateurs.

How did you first get interested in what the future holds?

I’ve never been any other way. I have always been quite satisfied with and loved science fiction. When I started out in Marketing and Business Strategy I quickly learned that what matters is tomorrow, not what’s happening right now, or what happened yesterday. You have to always be thinking of ways that the world might evolve and use that information for decisions in business instead of just joining the status quo.

What’s the best part of your job?

The variety and the mental gymnastics. No two minutes are ever the same when I am solving issues. I enjoy thinking differently.

Can you give us a summary of what the future holds?

Business, existence, innovation, utopia.

People often think the status quo will shelter us but if we offer our products in the same way we always have, we risk extinction.

Thinking about Hotels, who would have predicted that Airbnb would have happened?  This is a prime example of how one disruptive innovation can happen that sees industries literally fall away from it.

In an ideal world, we would strip away the history from business, the marketplace doesn’t care about that.

If we don’t take our cues directly and embrace opportunity we risk being overtaken by a better way of doing things.


You speak of our existence being one innovation away from becoming irrelevant or extinct, can you talk me through that?

Great business ideas don’t limit themselves. There are different metrics of success, and in some ways, it’s like taking a bet. Considered approaches are will be the natural revolution and if that doesn’t happen yes industries and businesses risk extinction

know future, think future, do future


Last time we heard you speak you noted there were 187 ‘Unicorns’ and that the first ‘Decacorns’ are emerging, do you see a ceiling for this kind of growth as we switch to an information economy?

In terms of ‘Decacorns,’ we have seen some big businesses literally explode. We are not in the knowledge economy yet but definitely moving toward it. We have more data than ever before and that is impacting every area of business.

Most of these companies (for example Airbnb or Dropbox) are ‘disruptive’ in nature – do you have a good idea of what the next major disruptive technology to emerge will be?

Most likely machine learning and artificial intelligence. Humans have the ability to think 5 million things at once – the next holy grail is pushing into Artificial Intelligence.

Machines will soon have the ability to sift through data knowledge and outsource thinking, thus outsourcing industry.

We are starting to see some huge advances in device-to-device communication which will have an impact on every industry.

Can you talk us through ‘unbundling’?

 Unbundling is my way of coming to terms with the future.

Historically in business, the banker did everything in the banking supply chain, controlling all means of production. Competitors were also like-minded and often similar sized big corporations.

Now, what you see is more of a revolution model coming through, where after 30-40 years of digitization we can now manipulate the production chain.

Through the digital revolution, outsiders started to question the system. Then you get examples of innovation that are mixing up the status quo, for example, Bitcoin. Now there are more niche providers of services as part of the production chain.

This whole situation is underpinned by the ability to connect and move forward to a more ‘seamless world’. By that I mean when we get to a point where mundane tasks become as easy as possible to do. Now we are moving into a ‘frictionless space’.

Large digital organizations will need to be frictionless and can’t work in isolation. Collaboration is the future and an API is the machine response to this lifelong human quest.

On. Visitor Management

We work in the visitor management space, is there an example of the most futuristic lobby you have been to or heard of you can share with me?

The lobby space used to represent evidence of who we were, physicality and the number and status of people in a business. Today we form those impressions far long before the lobby is entered and they are influenced by many different areas and context.

The future of a lobby isn’t really going to be a lobby at all. You can see it happening in big hotels around the world, like at the Shanghai Marriott where a concierge greets you with an iPad to check you in and out. That’s an example of things moving toward in a frictionless way – it’s about using tech for customer service because of course no one really wants to stand in a queue.

I don’t think in say 150 years there will be any foyer rooms but I think those spaces will be more about what your organization wants to say than dedicating wasted space to a front of a building.

These spaces will be utilized for what a customer or individual needs at the time, a space that can adapt, move and be melded so lobbies will be more pragmatic. After all, building space is expensive to build and run. So the lobby of the future will be absolutely purpose built, and it will be multi-use, adaptable, incorporating collaboration and it will let the situation dictate the use.

We are quite interested in hearing about virtual and augmented reality and your thoughts on how that might progress in the Health & Safety space?

I think the use of VR and AR is a distinct certainty for Health & Safety training. Having spoken with providers it makes sense as induction and training are often in a time or place that makes no sense. With these developing technologies, training can be applied when and where it’s required.

There is a bit of talk of nano-degrees which are a skill set or qualification relating to a specific piece of information around at the moment. This kind of learning allows people to stay consistently up to date with best practice when doing a task and can make ensure learning is applied and coming at the right time.

We have seen this concept applied to surgery and war training and it makes total sense that these practices will move into the Health & Safety training space soon.

Do you have any thoughts on the future of visitor management? How soon will robots be leading us to our meeting or hotel rooms?

What we are seeing now is technology moving into a participatory phase. I see 15-20 years down the track being able to walk into an airport, technology recognizing that I’m there, and informing security of that.

The future of visitor management will be seamless and everything that needs to happen will do so in the background. Take for example light sensors, we are already well into the conversation of things happening if and when we want and need. This technology is rich and hidden. Our role as service and technology providers is to give a more seamless and richer experience to our visitors, so whatever gets us there will be the future.

5 minutes read time

Building evacuation plans – what everyone should know

Last Updated: February 2020

At WhosOnLocation we want everyone to know that there is a safer way to do building evacuation – that is, by using the latest visitor management technology.

No matter where we are in the world, there is always a risk of a natural disaster occurring at any point in time. Natural disasters serve as a reminder that businesses should run their building evacuation processes in the most efficient, yet safest way possible. After all, it’s impossible to know when and where events such as earthquakes will happen. Business directors and floor wardens have a moral and legal responsibility to make sure they have an adequate means of ensuring everyone is safe and accounted for in an emergency.  

It seems as though everytime we watch the news we hear of another disaster around the world. There has been a tremendous amount of flooding and of course the devastating bushfires in both California and Australia. These disasters remind us of how real our responsibility is to let those responsible know what technology is available to them to help keep their people safe. With WhosOnLocation, you can make sure everyone is accounted for, so that first responders and emergency services to get to anyone needing help in the shortest possible time.

Emergency Management Cycle

What should you do when you need to evacuate in an emergency?


  1. Activate the fire alarm.
  2. Call 911 immediately and provide information.
  3. Assist injured personnel or notify emergency responders of the medical emergency.
  4. Exit the building following emergency maps.
  5. Assist physically impaired individuals to a secure area and notify emergency responders.
  6. Ensure all personnel are out of the building.
  7. Do not use the elevators.
  8. Use a fire extinguisher only if it is safe to do so and you have been trained.
  9. Assemble personnel at a remote location noted on evacuation maps.
  10. Report hazardous conditions.
  11. Stay low if confronted with smoke. Check closed doors for heat before opening.
  12. Stay away from the building until it is safe to return.


  1. Seek cover immediately, in a place close by and out of the way of windows and significant hazards.
  2. After the shaking has stopped, run a check for injuries and safety hazards.
  3. After it is deemed safe, begin evacuating.
  4. Those needing assistance to exit the building should be helped.
  5. The evacuation should take place using a stairway, not an elevator.
  6. During an evacuation, people should be aware of falling debris and other hazards.
  7. The muster point for an earthquake emergency should be in an open area where it is safe to do a roll call.


  1. Listen to your local radio stations as emergency management officials will be broadcasting the most appropriate advice for your community and situation.
  2. If you have a disability or need support, make contact with your support network.
  3. Put your emergency plan into action. Be prepared to evacuate quickly if it becomes necessary.
  4. Where possible, move stock or other items to higher ground.
  5. Consider using sandbags to keep water away.
  6. Lift valuable items and chemicals as high above the floor as possible.
  7. Fill containers with clean water in case water becomes contaminated.
  8. Turn off utilities if told to do so by authorities as it can help prevent damage to your community. Unplug appliances to avoid damage from power surges.
  9. Do not attempt to drive or walk through floodwaters unless it is absolutely essential.

For some useful information on how to plan for and what to do should an evacuation event occur, see:

  • website
  • Emergency and disaster preparedness guide
  • All Business – Evacuation Planning Ideas
  • Emergency management guide

Evacuation technology

Because we work in the visitor management, contractor, employee, and evacuation management business, we know (and see) the many benefits that come from knowing who’s on-site and who isn’t at any time. We also know that one of the most significant advantages of using an electronic visitor management system is having the ability to verify the safety of people during an evacuation event quickly.

Why use a visitor management system?

WhosOnLocation actively encourages businesses to use visitor management software to run evacuations. The technology is inexpensive, easy to implement, and can make all the difference not only around emergency services response time but the general organization of evacuation events. Our cloud software WhosOnLocation came about after Founder, Darren Whittaker-Barnett, was involved in a somewhat shambolic evacuation event. At the time, he decided there must a better way to account for everyone during an evacuation. This was when the genesis of WhosOnLocation was born.

Emergency management

Using a visitor management system with those on-site: employees, visitors, contractors (or off-site in the case of lone workers and such), logged and ready to do a roll-call (in person at the muster point or online) can mean the difference between life and death. And, being able to pull up a list of those who need assistance during evacuations on your mobile device straight away means you can get to those people fast and not risk leaving them behind. If your evacuation management system is in the cloud, you can also run communications between wardens, emergency services, and first responders. You can also send out a bulk text to make sure everyone is accounted for and clear buildings zone by zone.

There are other forms of technology that can be useful in a natural disaster.

Here’s a list of 7 apps that might be of use in an emergency.

Keep your people safe!

Use this chance to ensure your emergency and evacuation policies are as effective as they can be before the emergency is real. The risk from natural disasters, not to mention building fires and other events, is real, and there is a good chance your office building will have to be evacuated at some stage. Don’t leave the safety of those you are responsible for to chance. Implement visitor/evacuation management technology today and make sure everyone is accounted for in an emergency evacuation.

See how WhosOnLocation can make your building evacuation plan safer and more effective today.

3 minutes read time

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

Last updated: September 2021

Employees that work alone often lack the safety or backup of those around them should they face confrontation, injury, or otherwise require assistance. In many countries, the law requires employers to carefully consider and then mitigate the health and safety risks to employees working alone. Although working alone is synonymous with contractors and employees in isolated or remote locations, in the eyes of the law, it’s possible to be surrounded by a thousand people and still be working alone. By definition a lone worker can actually include:

  • Staff on the night shift working in petrol stations
  • Contractors working inside occupied premises but in isolation of any close or direct supervision
  • Delivery workers
  • Cleaners
  • Repair staff
  • Security guards on lone patrol
  • Workers involved in construction
  • Miners
  • Maintenance and repair staff in the field
  • Agricultural and forestry workers
  • Telecommunications technicians
  • Rural delivery drivers
  • Social and medical workers
  • Estate agents
  • And many more…

Managing the risks associated with employees and contractors working alone can be a challenge. Luckily, there is a wide range of apps and services available to help organizations reduce the chances of lone worker injury or loss of life.

This is not an ‘exhaustive’ or a ‘best of’ list but here are 10 great apps available globally that offer a wide range of features and services to help you get ahead of Lone Worker health and safety, and compliance.

  1. Crystalball
  2. Grace Industries
  3. Guardian24
  4. Lone Alert
  5. ProTELEC CheckMate
  6. SoloProtect
  7. StaySafeApp
  8. SaferMe
  9. Tracetrak
  10. WhosOnLocation – Lone Worker Management

Lone Worker Well-Being Check


Above: WhosOnLocation can send you an SMS or email alert to notify you when someone has exceeded their expected duration on-site.

Some common ways organizations manage the health and safety of their Lone Workers are:

  • Systematic Risk Assessments
  • Developing a Lone Worker Policy
  • Implementing a Buddy System
  • Lone Worker Training
  • Conflict Management Training
  • Using monitoring systems and equipment (Panic Alarms, Mandown (fall/impact) Detectors, Pendant Trackers, and GPS Mobile Apps
  • Inductions specific to lone worker
  Related: 5 Ways To Make Your Site Inductions More Effective

Some apps, like WhosOnLocation, or Guardian24’s mobile app, leverage a worker’s smartphone. Others, like SoloProtect’s Identicom, or Grace Industries require a worker to carry a specific, fit-for-purpose device. Each app addresses different Lone Worker situations and needs, such as Lone Worker monitoring.

Regardless of what requirements organizations need to address the safety and security of their Lone Workers, there is a solution that will meet the requirements of most organizations within the huge range apps and services now available.

  Related: The Top 18 Apps For Facility Managers

Try it free for 30 days.

5 minutes read time

5 signs your visitor management process isn’t working

Do your visitors seem calm, stressed, or confused in your lobby? Do you use 1 step or 5 steps to let staff know their visitor has arrived? Can you send alerts to your visitors when they are in the building, such as during an evacuation? Put simply, is your visitor management process delivering the basics in safety for the people you are responsible for? Here are 5 signs you need to update your visitor management process:

  1. Your visitors always seem on edge

Do you ever get visitors walking through your door flustered (and running late)? Do you hear comments like, “It took me ages to find your office,” or “sorry I’m late, I couldn’t find a park and the traffic was really bad”? Prevent comments like these and keep your visitors happy by giving them as many details as you can upfront. Send them some information before they even get there. Send them a map with your address, give them parking tips, and tell them about the best cafe on your street. If there’s often bad traffic, warn your visitors about it and tell them the best shortcut. You can’t make sure someone isn’t late but you can make sure your visitors have the details that will make their visit easier.

  1. People get confused by your reception area

Is arriving at your lobby or foyer an awkward experience for a visitor? If it’s hard for your visitors to work out what to do when they walk in, who to speak to, and where to go from there, you have a problem. We all know what it feels like to visit somewhere for the first time and have no idea what to do or where to go. Make your visitor’s experiences the most straight-forward it can be by installing a front-of-house sign-in kiosk. Put your company’s branding on the kiosk and have a clearly displayed sign-in, sign-out button, then mention your kiosk in the email you send pre-visit. A sign-in kiosk can go a long way to making your visitors feel comfortable. Use it to ask who they are there to see and why, then brief them on your health and safety policy and tell them where the bathroom is. If done right, there won’t be any more visitors wandering around wondering what to do, they will have all the information they need at their fingertips.

  1. Employees don’t know their guests have arrived

How do you let a staff member know when his or her visitor has arrived? Do you have to run around the office looking for Jim to tell him his 10am appointment is here? Your time is too precious and Running a reception is busy enough without having to track down employees every 5 minutes. A study by WhosOnLocation across 100 reception areas around the world showed it took receptionists on average, 1 minute and 8 seconds to track down a host of a visitor using a paper visitor register or book. Automatically send a text message to a host when they sign-in. Send an email too if you want. Copies could be sent to Jim’s assistant or your security guard, you can decide who should know when someone signs in.

  1. There’s no way to send alerts to your visitors

If your parking lot was flooding would you know who’s parked there? Could you quickly send a message to everyone to let them know? Keep your stress levels as low as possible (as low as they can be when you have a building full of people and a flood on your hands) and easily update your visitors with a notification (email or txt) sent from your visitor management software. If your current system doesn’t let you alert everyone to these types of incidents (like a parking lot underwater), it’s not the right one. The best visitor management systems tell you who’s on site and contact who you need when you need to.

  1. Emergency evacuations are a disaster

Are drills or evacuation events seamless or a shambles at your organization? Do you know exactly who was on-site when you exited the building and can you tell who’s missing from the crowd outside? If you can’t say with certainty who’s on-site in real-time and if you don’t have a way to check that everyone is ok, your evacuation management system needs updating. You could try using an evacuation app that links up to your sign-in kiosk and visitor management software. Get your sign-in kiosk to send a list of employees, contractors and visitors on-site to your app and quickly do a roll-call from your mobile device. If someone isn’t present, send them a message to ask if they are safe. Then get more details if they aren’t. Knowing everyone, including visitors, is safe and accounted for during an emergency evacuation is what a good visitor management solution is all about.

Managing your visitors effectively doesn’t have to be hard work to implement and maintain. Update your system with one that works best for your organization. Make life easier for yourself and your visitors and while you’re at it, make your business a safer place to be. Have an obvious, easy to use and effective sign-in process. Send your visitors all the information they need to know pre-visit and let hosts (or their assistants) know when their visitors have arrived. And, if there’s an emergency, make sure everyone is safe and accounted for. Introduce visitor management software that actually works and your visitors will love you for it.