Q-VISIT - Fast, Efficient and Simple Visitor Management
Just picture it...
Your Reception
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Your Reception with Q-VISIT
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"Good afternoon, how can I help you?"
"Ah yes, Mr Wall - and who are you here to see?"
"Could you just fill in this badge please?"
"Have you read our site instructions? - I'll just get you a copy" (hands over fourth generation photocopy)
"Oh yes - here is a pen".
"Yes, today is the 12th of December"
"I'll just notify Mr Thompson that you are here - if you could just wait over there please".
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"Ah - good afternoon Mr Wall. Nice to see you again - it's been six months...
Here is your badge - if you could just please read the site instructions on the back,
our Mr. Thompson will be down shortly to take you to the meeting room".
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Your reception is the first thing about your company that your visitors will see.
Above all, it is how they will make their first impression of your organisation.
- A visiting customer's first impression of your business will often be how his or her arrival is managed, and how much time is spent waiting, filling out slips, and so on.
- A contractor will similarly be concerned with how long they spend waiting in reception, rather than being able to get on with the job.
- A supplier or auditor will be concerned with how clearly visible your control and processes are from the point they enter the site.
Q-VISIT streamlines the process of getting your visitors in and out of the door, and ensures that your reception and/or security staff can focus on properly meeting and greeting your visitors and contractors, attending to their needs, and making them welcome on your site, rather than fiddling around with slips and papers and lists.
Visitors can be automatically sent an email when they are booked to visit, with a simple QR-code, which when they arrive can be swiped (on paper or their phone) under a barcode reader:
The receptionist has a screen showing all planned visits, - and a means of quickly booking in people who forget to bring their barcode.
Where appropriate, visitor photographs can be pre-stored against their records - and only admitted by reception / security after they have been checked against the stored photograph - just because someone is carrying a clipboard and says they are an auditor for your major client, does not necessarily mean you should admit them to site without verifying their identity, and Q-VISIT makes this easy.
Q-VISIT can then optionally print reusable or per-visit Photo ID, on plain paper or badge printers, as required. Visitor passes and vehicle are printed automatically, with all details filled in.
You can completely tailor the badge design to your own requirements and can specify insertions such as the visitor's photo, your logo, a QR-code for temporary departures and returning and security checks, and your site instructions.
When the reception cannot be staffed, the system can optionally provide a self-service kiosk mode with touch-screen support - not unlike a supermarket self-service checkout with large clear buttons and text.
If required, Q-VISIT can even show site induction videos or presentations to visitors as they arrive - and of course it can hold separate videos for contractor staff from visitors who will be escorted, and it monitors the site induction expiry for contractors automatically, so that only new contractors and those whose induction training has expired need to be re-inducted!
Of course, the host is automatically notified as the visitor arrives (and can be notified as they depart) - but Q-VISIT takes this further - our rule- and role- based email system will also automatically notify anyone else who needs to know - from the manager of a production line that is to be worked on, to the line cleaning staff responsible for checking for swarf or other hazards on a line where work has finished.
Integration with other QRIMS Products
There are several points of integration with the rest of our suite, but here are a few key ones:
- Scheduling a contractor to come and work on site automatically schedules the related visit - there is no need to manually keep two systems in track.
- Where appropriate, Q-VISIT can present the contractor with their permits on arrival, so that the engineer can meet them directly at the place of work, rather than having to retrieve the permits first
- Contractor movements noted in can Q-VISIT automatically update the status of the job in Q-PERM, again reducing the workload on a busy engineer
- Q-VISIT feeds management information into Q-PERM, making it easy to monitor actual time on site and control contractor costs
Some additional features and advantages of the Q-VISIT system:
- Where unscheduled visitors are allowed, Q-VISIT provides simple methods of booking them quickly and efficiently onto the site, whether they have been before or not.
- The Emergency/Persons On Site list is maintained automatically, and a single click sends it to multiple printers, email destinations {perhaps including the local emergency services} and as HTML to emergency locations such as a thumb drive in the gatehouse that can instantly be retrieved and printed on any system.
- It is quick and easy to track all visitors in and out from the site (multiple access points supported)
- Automatically notify the host whenever the visitor enters or leaves the site during the visit - even if they are returning
- Reduce sign in times with bar code entry
- Integrate with other QRIMS products to save time and increase compliance
- Get accurate time attendance for contractors to improve cost effectiveness
- Improve emergency compliance
- Email alerts to advise when customers / visitors sign in or leave
- Record contractor time on site
- Instant notification of the arrival on site of key customers, contractors or auditors to nominated personnel
- Keeping track of access cards or other tokens that have been temporarily issued to visitors or contractors for the duration of their time on site