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Increase security with approval workflows
Authorisation workflows in visitor management enable efficient processes and ensure improved security standards. Find out exactly what authorisation workflows are, how they work and who they are suitable for here:
What is an approval workflow?
What are workflows and what are they used for?
What are workflows and what are they good for? Literally translated, the English term workflow means ‘flow of work’. Because the word ‘workflow’ rolls off the tongue better and is therefore frequently used, it is now accepted as an integral part of the German language and has been included as such in the Duden dictionary.
Nonetheless, the German translation ‘Arbeitsfluss’ (workflow) also captures the meaning of the word quite accurately. Workflows are a series of predefined and sequenced processes that take effect automatically one after the other. The completion of each process step triggers the next step. The workflow therefore ensures that work steps are carried out in the correct order and within defined timelines and that no subtasks are lost along the way.
Integration of workflows into approval processes
A special form of workflows is the so-called approval workflow. In this case, the pre-defined process steps are the confirmation or approval of processes. A common example is an automated request for leave where supervisors are automatically notified as soon as employees enter their chosen vacation days into a system. Each completed application is forwarded to the pre-defined manager whose reply is submitted automatically to the applicant and to the HR department without further communication being required. Therefore, the advantage of an approval workflow is the systemized, lean and facilitated communication.
How can approval workflows be integrated into visitor management?
The release of authorisations also often plays a decisive role in visitor management. Every external business partner, but also tradespeople or suppliers who enter the company premises must be invited in advance and registered at reception.
In security-sensitive industries in particular, the authorisation of one or more line managers is often required. This process, which leads to more control in the management of external persons, is often extremely cumbersome without digital visitor management, as forms have to be filled out, distributed and signed. This often results in unnecessarily lengthy and extremely inefficient processes.
How does the VISIT approval workflow work?
With digital visitor management systems, such as VISIT from ASTRUM IT, all steps in guest management can be automated and mapped in one software package, from scheduling and invitations to welcoming guests at reception.
The approval workflow function can be booked with the VISIT Secure package for VISIT and allows the seamless integration of the approval process into the digital registration process.
Individual security levels with corresponding approval processes can be defined in advance for individual company areas or reasons for visits. If an employee plans one of the types of visit for which special access rights apply, the software automatically sends approval requests to the relevant employees and checks that they have been processed. Only when all the necessary authorisations have been saved in the system is the guest granted access to the company premises and the visit made possible.
Efficient visitor management thanks to workflow integration
The advantages of authorisation workflows are obvious. Employees do not have to pay attention to access authorisations and obtaining them when scheduling appointments. The system automatically checks whether authorisation is required and sends notifications and requests for authorisation if this is the case. This not only prevents authorisation requests from being forgotten, but also avoids the flood of internal emails that would otherwise be necessary.
Workflow automation for improved security in visitor management
The VISIT workflow module allows you to integrate an additional security level in the registration process. The approval workflow is triggered automatically as soon as a pre-registration is created for a guest and a visit type requiring approval or a security-relevant access right is selected.
Guests can therefore only enter the premises if all requested persons or groups of persons give their authorisation. This significantly improves the security of your company premises, as it ensures that all relevant decision-makers are informed about the visit and authorise it. Depending on the security requirements, the authorisation workflow can also be single or multi-stage, providing additional protection for particularly sensitive areas of the company.
Seamless documentation of the authorisation process
Another advantage of digital visitor management is the seamless and tamper-proof documentation of the entire process, including all authorisations granted. This means that all steps can also be checked and traced retrospectively. The company administration can see at any time which employees authorise which guests and which areas of the company they visit.
Who should use authorisation workflows?
In principle, authorisation workflows in visitor management are suitable for any company that receives external persons. However, they are particularly relevant in two cases.
Approval workflows in large companies
The larger the company, the more important efficient processes become. The more visitors are received, the more helpful digital systems are, because they enable you to keep track of all processes. Digital approval workflows are the means of choice to avoid excessive paperflows and floods of e-mails.
In addition to that, in large corporations it is often difficult to personally meet the managers required for approval within a given timeframe. The visitor management system facilitates the process of approval granting by combining visit scheduling and approval in one system.
Approval workflows in security-sensitive industries
Not only large companies and corporations need efficient approval workflows. The software module is important for smaller companies as well if they operate in security-sensitive industries.
Food, pharmaceutical, financial, chemical. The list of industries with an increased security need is long. If every visit on the premises must be strictly scheduled and documented, an efficient approval process should be implemented as well. The additional monitoring capacities for all visits reduce sources of error, and unauthorized people can be prevented from entering the premises.
Would you like to talk about how approval workflows can be integrated into your company processes?
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