Initial situation

Until the introduction of VISIT, Zollern GmbH u. Co. KG used a different visitor management software. Outside of the pre-registration process, this software was unable to meet the requirements for comprehensive documentation of delivery and visitor processes.

Entry to and exit from the factory premises were documented manually, and the slips of paper then had to be archived. To minimize the workload, automated processes, group registration of visitors, and a comprehensive overview of delivery processes and documentation for CEP drivers (courier, express, and parcel drivers) are to be introduced.

Objective

With the implementation of VISIT, a professional visitor and delivery management system, at Zollern’s factory premises, all visitor interactions, delivery processes, and couriers are tracked. The clear overview of all non-employees enhances security on the factory premises. Automated processes, such as email notifications between visitors and Zollern employees generated by the system, and supplier management—including truck call-ups—reduce the workload on staff.

In the second phase, self-check-in at the kiosk terminal—including safety briefings for visitors, contractors, and suppliers—will be implemented. This results in significant time and resource savings for reception and security staff by eliminating the need for manual briefings and registration by employees.

Solution by VISIT

VISIT was implemented at two Zollern GmbH locations in 2024. The rollout is taking place in two phases; the system is being used extensively and has been well received by employees. In the event of security incidents, it is now easier to verify who is still on the factory premises.

Pre-registration / Email notifications / Professional image

Zollern employees can independently pre-register and manage their visitors using the VISIT visitor management system. Invitations and status updates are also automatically sent to both the visitor and the employee being visited. The emails feature Zollern’s corporate design, ensuring a professional image to the outside world.

Self-Check-In

The integration of the Self-Check-In module significantly reduces the workload for security and reception staff, giving them a comprehensive overview of who is on the premises at all times. For walk-in visitors, check-in and the entry of relevant data can now be completed via self-service in the visitor’s native language.

Central Server Installation

VISIT is installed centrally on a server. This ensures that all data is available to all workstations simultaneously, regardless of location. Thanks to the central server installation, the system provides visitor count information at any time with the click of a button. This ensures a clear overview of the number and location of non-employees on the factory premises, even in potentially hazardous situations.

Modular Design

VISIT’s modular design allowed the system to be adapted step by step to Zollern’s needs. Based on priority requirements, the initial choice was the basic visitor and supplier management module (VISIT Basic and VISIT Logistics). In the next step, the system was expanded to include the self-registration, safety briefing, and online check-in modules.

Safety Briefing

In addition to visitor registration, Zollern has developed a customized, topic-specific safety briefing that can now be completed at the registration terminal. Once registration is complete, the receptionist will provide the visitor with a visitor badge featuring the company’s corporate design.

Online Check-In

To meet the demands of growing visitor numbers and traffic volumes, additional features are in the works. The integration of the online check-in module will allow visitors to complete their registration—including safety instructions—using their own devices before entering the premises.