Challenge:

This well-known organization is headquartered in Houston, TX and has thousands of staff on-site, who are visited by an array of vendors, contractors, and staff from other parts of the company. In this scenario, some visitors required general access to low-security areas of the site and were previously issued with a printed label, which included a photo, host name, and other relevant details. Visitors to high-security areas of the site were issued a label and an access badge that worked with the organization’s physical access control system.

With dedicated reception staff, the lobby also became the handling point for a range of site access issues and general enquiries. Unpredictable traffic volumes resulted in long queues, and the subsequent delays impacted worker productivity at every level of the organization.

The company was looking for a way to improve lobby productivity, that ensured entry compliance and enhanced the overall experience for visitors and employees.

Solution:

The company selected RightCrowd Visitor Management because of its proven track record operating at corporate scale with peer-group companies. RightCrowd also provided a deep integration with the company’s physical access control system, an intuitive user experience, kiosk options and additional features that would reduce the workload for reception staff.

A key differentiator of the solution was Visitor Pre-registration, enabling staff to schedule a visit, including the selection of any secure areas that would require a badge. Once a visitor is pre-registered, a visit confirmation email is sent by RightCrowd to each visitor with visit details and a link to view a site induction video. The visitor would acknowledge that they had watched and understood the contents of the video. The visit confirmation email also contains a QR code for easy entry processing.

Upon arrival, the visitor scans the QR code from their email into a self-service kiosk and a photo is taken by the kiosk for a first-time visitor. At the conclusion of the visitor self-check-in process, the visit host is sent an email and/or text message confirming the arrival of their visitor(s). The host swipes their badge at the kiosk to confirm that they have entered the visitors.

Site visit data is available in near-real-time to security staff indicating statistics on scheduled visitors, visitors currently on site, overdue visitor departures and other important details.

Benefits:

What does the RightCrowd Visitor Management solution mean for this client’s visitors and reception staff?

EFFICIENT LOBBY OPERATIONS
Staff can organize visits directly, and visitors can check themselves in from a QR code on an email invitation, requiring no or minimal involvement from reception staff.

BIG GROUP, NO PROBLEM
Groups of visitors can be processed in bulk by hosts and checked in in bulk by group coordinators.

REMOVE THE QUEUE
The visitor self-service kiosk takes visitors’ photos and prints visitor labels directly.

SAFETY, SECURITY AND COMPLIANCE
RightCrowd won’t allow a visitor to enter without all of their pre-entry requirements having been completed.