How much do my staff need to do when I introduce a Visitor Management System?

I was asked recently by a customer to briefly outline the work required for users of the visitor management software. when only using the visitor management module or contractor module in a light way the most common to users of the system are reception add men or security staff and IT staff to set the system up initially. Within these different groups of people we see different levels of participation with the visitor management software.
Once users have access to the software in the help desk we have detailed short videos that will help any user learn more about the product. The videos are designed to recount the actual online training that we complete the user can go back and watch the videos again after the training session to recap on the session.
We have different level users if I think about our customers in the way they talk about using the software, some are very active while others are not involved a great deal at all. We talked to some users who tell us they do nothing with the system, this is where a self-serve kiosk would be set up for the visitor to sign in and the reception admin staff are not heavily involved at all as the system is doing what it is designed to do.

The same users who do not do a great deal can sometimes log into the system to update an employee mobile phone or email address  if the active directory script is not implemented..

The next level user may be more actively involved in the sign in process where they sign in & out visitors and contractors with or without a self-serve kiosk as well. These users may be very interested in the pre-registration of visitors as it helps them know who is coming into the building and when.

User level 1 – Limited time in software – Typically reception, admin or security staff who our front facing the public
  • Limited time spent in software
  • Usually self-serve visitor and contractor kiosk installed
  • Active directory script initiated
User level 2 – Most common user – Typically reception, admin or security staff who our front facing the public

  • Signs in and signs out visitors or contractors
  • Could include self-serve visitor and contractor kiosk
  • Active directory script initiated or manual updating of database
  • May handle some reports
  • Evacuation reporting
  • Could be involved with light induction for visitor or contractor kiosk
  • Single location access

User Level 3 – Power user – Typically reception, admin or security staff who our front facing the public

  • Signs in and signs out visitors or contractors
  • Could include self-serve visitor and contractor kiosk
  • Active directory script initiated or manual updating of database
  • Prepares reports
  • Evacuation reporting
  • Could be involved with light induction for visitor or contractor kiosk
  • Multiple location access

 

Administrator Level 1 – IT managers or contractors given the task to get the system up and running

  • Helps set up access to users issuing user roles for access to modules
  • Trains other users on how to set up user access
  • Could set up Visitor label printer

Administrator Level 2 – IT managers or contractors given the task to get the system up and running

  • Sets up Active Directory Script for automatic database updates
  • Could set up self serve kiosk for visitors or contractors
  • Could set up Visitor label printer
  • Helps set up access to users issuing user roles for access to modules
  • Trains other users on how to set up user access

Book in a visitor management demonstration