Digital visitor management for industrial service providers
In many industrial companies, there is a lot of coming and going. Even today, however, visitor management is still mostly done ad hoc and with the help of manual lists or reception books. Automated visitor management can solve many challenges at the same time, as this practical case shows.
The administration building of an industrial service provider specializing in the operation and maintenance of conveyor systems in open-cast mines was to be given a structured and optimized admission management system. The building is not only a point of contact for employees, but also for external technicians, service providers and visitors. In the past, however, it was not possible to assign a specific employee for admission – visitor management was based more on arrangements and “on call”. “Access to our customer’s building used to be relatively random. There was no structured admission control here. The company wanted to change that – but without burdening its staff with an additional task. That’s why they were looking for an automated solution and finally approached us,” says Richard Moor, project manager at eKiosk GmbH, a specialist for digital self-service and kiosk solutions.
From access control to instruction
Specifically, the conveyor system service provider needed a system that could be combined with a door locking system and camera surveillance. In this way, visitors who had identified themselves were to be able to gain access themselves. At the same time, it was to be possible to monitor at any time who was entering or leaving and when. “After getting an overview of the customer’s needs together with him, we proposed the hardware-independent software redpengoo combined with an individual device solution. The visitor management application is modular and can be adapted to the respective requirements. So the company would only get what it actually needs in the end”, project manager Moor describes the advantage of redpengoo. And this is how the system works: If a guest is invited by an employee via e-mail, the invitee is also sent a QR code for authentication at the digital doorman. This code, which the person carries with him or her on a smartphone, for example, scans on site at the appointment and is granted access to the premises.
In addition to secure access control, the customer had a need for further features: automatic instruction in the house rules was to take place right at check-in. Furthermore, arriving visitors should be able to contact their contact persons in the company directly from the terminal. The automatic issuing of visitor badges was also a requirement for the application. The challenge here is that the company is entered by both permanent visitors and guests who are only on site once. Therefore, an automated solution had to distinguish between the visitor groups and be able to issue and recognize both single and permanent badges. This way, regular guests do not have to go through the complete registration procedure again each time. A digital briefing can also replace traditional paper-based documents on security briefings and non-disclosure agreements that require a signature at reception. With such a new system, arrivals would be informed about the rules of the house and security instructions right on the screen and would have to confirm the instruction conclusively. The latter is also important from a legal point of view.
The development and production of the solution
After clarifying the specific requirements, Moor and his team developed a concept that combined visitor management software with appropriate hardware. A small stele with a 27-inch display was proposed to the industrial service provider, which was equipped with a computer, QR code scanner, fabric label printer and hands-free system. For this purpose, a product designer from the company worked out different drafts of the later device. Once the customer had decided on a proposal, the development department went to work and created a detailed 3D template using CAD software. A metal construction expert produced the device casing, into which the necessary hardware components were then installed. At the same time, the software was adapted to the customer’s requirements. In doing so, the team paid attention not only to the range of functions, such as invitation management, check-in or instruction automation. The visual implementation was also taken into account and the application visible to the visitor on the device was adapted to the corporate design of the industrial service provider. Menu navigation and presentation were to match the company’s appearance.
Facilitated management
“It took just under five months from the initial inquiry to delivery to the customer. The finished system only had to be integrated on site and connected to the locking system and camera surveillance,” says the eKiosk project manager. An important side effect for the industrial customer: Digital visitor management not only pays for itself relatively quickly, but also reduces the workload on employees and simplifies processes.
By digitizing the entire visit process, there are also no media discontinuities. There is no longer any need to fill out and transfer handwritten lists and reception books. This simplifies administration and ensures clarity and security. All information is immediately available in the system and it is possible to see who is currently in the building. Later, it is possible to check at any time which external person was on site on a particular date, who invited them and when they checked in and out. Digital instruction and self-service printing of visitor badges at check-in also relieve on-site staff and create capacity. If additional functions are needed in the future, digital visitor management can also be scaled further. What’s more, it is not limited to a single device. If, for example, the company decides to expand its building and add more entrances or introduce the system at additional locations, it can easily place new terminals here at a later date and integrate them into the central application platform via location and device management.
Solution for many industries
“The challenge on this project was to integrate many functions into a relatively compact and slim device. In the process, we developed solutions that could be of interest to many companies in industry – in principle, to anyone who has numerous logon processes running that need to be optimized,” Moor explains in retrospect. In addition to external service providers, external personnel and guests, these also include suppliers and couriers, for whom an automated check-in including access control is required.
Even if, in the case of the materials handling service provider, the software was supplied with a suitable device, the digital visitor management functions completely independently of any specific hardware. “In principle, companies can use any commercially available tablet here and, for example, place a badge printer next to it – this is no problem for the software,” the project manager points out. However, for special requirements – for example in the outdoor sector – digital signage experts like Moor and his team also develop individual device solutions.
Learn more: redpengoo.com and ekiosk.com
About eKiosk:
eKiosk GmbH is one of the leading European providers of digital signage solutions as well as interactive kiosk and self-service systems for innovative digitization projects in any industry. eKiosk sees itself as a full-service provider of customized digital and interactive communication solutions. As a hardware and software manufacturer, full-service agency and system integrator with its own R&D, the company offers everything from a single source – from planning and project management to production and implementation, rollout, service and support. redpengoo is a brand of eKiosk GmbH. The software solution for automated visitor management is the company’s first self-developed and hardware-independent software.
In many industrial companies, there is a lot of coming and going. Even today, however, visitor management is still mostly done ad hoc and with the help of manual lists or reception books. Automated visitor management can solve many challenges at the same time, as this practical case shows.
The administration building of an industrial service provider specializing in the operation and maintenance of conveyor systems in open-cast mines was to be given a structured and optimized admission management system. The building is not only a point of contact for employees, but also for external technicians, service providers and visitors. In the past, however, it was not possible to assign a specific employee for admission – visitor management was based more on arrangements and “on call”. “Access to our customer’s building used to be relatively random. There was no structured admission control here. The company wanted to change that – but without burdening its staff with an additional task. That’s why they were looking for an automated solution and finally approached us,” says Richard Moor, project manager at eKiosk GmbH, a specialist for digital self-service and kiosk solutions.
From access control to instruction
Specifically, the conveyor system service provider needed a system that could be combined with a door locking system and camera surveillance. In this way, visitors who had identified themselves were to be able to gain access themselves. At the same time, it was to be possible to monitor at any time who was entering or leaving and when. “After getting an overview of the customer’s needs together with him, we proposed the hardware-independent software redpengoo combined with an individual device solution. The visitor management application is modular and can be adapted to the respective requirements. So the company would only get what it actually needs in the end”, project manager Moor describes the advantage of redpengoo. And this is how the system works: If a guest is invited by an employee via e-mail, the invitee is also sent a QR code for authentication at the digital doorman. This code, which the person carries with him or her on a smartphone, for example, scans on site at the appointment and is granted access to the premises.
In addition to secure access control, the customer had a need for further features: automatic instruction in the house rules was to take place right at check-in. Furthermore, arriving visitors should be able to contact their contact persons in the company directly from the terminal. The automatic issuing of visitor badges was also a requirement for the application. The challenge here is that the company is entered by both permanent visitors and guests who are only on site once. Therefore, an automated solution had to distinguish between the visitor groups and be able to issue and recognize both single and permanent badges. This way, regular guests do not have to go through the complete registration procedure again each time. A digital briefing can also replace traditional paper-based documents on security briefings and non-disclosure agreements that require a signature at reception. With such a new system, arrivals would be informed about the rules of the house and security instructions right on the screen and would have to confirm the instruction conclusively. The latter is also important from a legal point of view.
The development and production of the solution
After clarifying the specific requirements, Moor and his team developed a concept that combined visitor management software with appropriate hardware. A small stele with a 27-inch display was proposed to the industrial service provider, which was equipped with a computer, QR code scanner, fabric label printer and hands-free system. For this purpose, a product designer from the company worked out different drafts of the later device. Once the customer had decided on a proposal, the development department went to work and created a detailed 3D template using CAD software. A metal construction expert produced the device casing, into which the necessary hardware components were then installed. At the same time, the software was adapted to the customer’s requirements. In doing so, the team paid attention not only to the range of functions, such as invitation management, check-in or instruction automation. The visual implementation was also taken into account and the application visible to the visitor on the device was adapted to the corporate design of the industrial service provider. Menu navigation and presentation were to match the company’s appearance.
Facilitated management
“It took just under five months from the initial inquiry to delivery to the customer. The finished system only had to be integrated on site and connected to the locking system and camera surveillance,” says the eKiosk project manager. An important side effect for the industrial customer: Digital visitor management not only pays for itself relatively quickly, but also reduces the workload on employees and simplifies processes.
By digitizing the entire visit process, there are also no media discontinuities. There is no longer any need to fill out and transfer handwritten lists and reception books. This simplifies administration and ensures clarity and security. All information is immediately available in the system and it is possible to see who is currently in the building. Later, it is possible to check at any time which external person was on site on a particular date, who invited them and when they checked in and out. Digital instruction and self-service printing of visitor badges at check-in also relieve on-site staff and create capacity. If additional functions are needed in the future, digital visitor management can also be scaled further. What’s more, it is not limited to a single device. If, for example, the company decides to expand its building and add more entrances or introduce the system at additional locations, it can easily place new terminals here at a later date and integrate them into the central application platform via location and device management.
Solution for many industries
“The challenge on this project was to integrate many functions into a relatively compact and slim device. In the process, we developed solutions that could be of interest to many companies in industry – in principle, to anyone who has numerous logon processes running that need to be optimized,” Moor explains in retrospect. In addition to external service providers, external personnel and guests, these also include suppliers and couriers, for whom an automated check-in including access control is required.
Even if, in the case of the materials handling service provider, the software was supplied with a suitable device, the digital visitor management functions completely independently of any specific hardware. “In principle, companies can use any commercially available tablet here and, for example, place a badge printer next to it – this is no problem for the software,” the project manager points out. However, for special requirements – for example in the outdoor sector – digital signage experts like Moor and his team also develop individual device solutions.
Learn more: redpengoo.com and ekiosk.com
About eKiosk:
eKiosk GmbH is one of the leading European providers of digital signage solutions as well as interactive kiosk and self-service systems for innovative digitization projects in any industry. eKiosk sees itself as a full-service provider of customized digital and interactive communication solutions. As a hardware and software manufacturer, full-service agency and system integrator with its own R&D, the company offers everything from a single source – from planning and project management to production and implementation, rollout, service and support. redpengoo is a brand of eKiosk GmbH. The software solution for automated visitor management is the company’s first self-developed and hardware-independent software.