What is management of external persons?

Companies are confronted with countless visitor processes and guest administration on a daily basis. The challenge here is to maintain an overview, comply with all legal requirements for security measures and relieve the burden on existing staff through efficient processing.

Visitor management involves the administration and coordination of activities relating to external persons on a site or building. It must be possible to track every movement of people who do not belong to the company in compliance with the GDPR. Particularly in sensitive areas in food production or in high-security areas, visitor management is essential and involves a great deal of effort.

External persons are, without exception, all persons who do not belong to your own company. These include, for example, potential business partners, applicants, guests, tradesmen, suppliers and external companies. The topic is complex and comprises many components that have an influence on visitor and process handling in a company. The sheer number of groups of people to be managed entails many individual processes.

External company employees who enter production facilities must be sensitised to different dangers through security training than applicants who are only in meeting rooms. Other tasks that fall under the management of external persons include recording personal data, managing access rights and checking access bans and sanction lists.

The different reasons for visits pose many challenges for the reception staff and plant security. As soon as there is a high visitor and delivery frequency or there are several entrances to the company, it is difficult to keep track of all the people actually present. In an emergency, an evacuation list must be easily available at the touch of a button so that everyone can be protected quickly and safely.

As different as the reasons for visits are, as specific training must also be provided for external persons. This means that the safety instruction for the protection of people, premises and products must take place in an audit-proof manner in accordance with the visit. As soon as the legal requirements and data protection regulations are included in the visit process, simple visitor management, which can be done manually using an Excel list, becomes complex management of external persons.

Software for optimised visitor management

Above all, the digital solution saves time. The process is simplified and streamlined for employees and all authorisations and procedures are processed within the VISIT software from ASTRUM IT, which reduces the workload on staff and saves costs. With VISIT, the activities of external persons and vehicles on the factory premises can be efficiently managed, monitored and tracked at all times. The process method creates smooth workflows, from coordinating appointments and registration to saying goodbye.

A kiosk system, smartphone or PC can be used, for example, to easily automate the registration and instruction of external persons, if desired also without a person or remotely. The software offers the option of handling both pre-registered visits and spontaneous registrations and takes into account different scenarios in the visit process in an audit-proof and GDPR-compliant manner. Thanks to the continuous recording of all data and information, the visit processes can be tracked and analysed retrospectively at any time.