Digitization and Risk Mitigation

Reducing administrative burdens, enhancing security measures on the factory premises, and ensuring compliance with all legal requirements - including all training sessions - VISIT, the digital visitor management system, supports a company in the food industry in implementing a modern and secure system for managing all non-employee visitors.

A Case Study
from the Food Industry

Sector
Food Industry

Headquarters
Germany

Employees
approx. 3,000

“VISIT fully meets our requirements for modern visitor and logistics management. We were particularly impressed by how easy it is to comply with legal requirements and by the support it provides in minimizing risks. Our collaboration with the team was also professional, reliable, and very pleasant at all times.”

Anonymous

Initial situation

Until 2020, this food industry company did not have a professional visitor management system in place. Manually registering all non-employees at the gates created a significant workload for plant security and reception staff. The challenge of coordinating visitors using Excel spreadsheets was ensuring proper, legally compliant instruction and, consequently, minimizing risks to production. Visitors, suppliers, and contractors were registered, trained, and granted appropriate access rights directly on site. This resulted in long wait times for visitors.

Objective

The goal of the visitor management software was to reduce administrative burdens while improving communication between project managers, outside contractors, the technical department, and production. In addition, the complete digitization of visitor processing, safety briefings, and the resulting effectiveness checks was intended to establish a legally compliant framework and a higher level of security on the plant premises.

Solution by VISIT

In 2020, the VISIT platform solution was introduced for managing non-employee visitors. Since then, the company has been using the ASTRUM IT system to handle visitor management, badge issuance, and training in a digital, GDPR-compliant manner.

VISIT Basic

All personal data for non-employees—guests, contractors, external companies, and suppliers—is recorded using the basic module of the visitor management software. Every process is documented in an audit-proof, GDPR-compliant, and traceable manner. This ensures that plant security and reception staff always maintain a clear overview. In the event of an emergency, the system provides easy-to-use evacuation lists and other reporting functions. This enables quick and effective action to be taken in an emergency.

VISIT Outlook Add-In

Employees use the Outlook Add-In feature to schedule their visit appointments in Outlook. The appointments, along with all relevant information, are transferred directly to VISIT, ensuring efficient handling and recording of all external visitors in advance. Even before the visit begins, all important information is already stored in the system, providing a comprehensive overview via the dashboard.

VISIT Online Check-In

The registration process is completed with online check-in. This ensures that every external visitor receives an email in advance with a personalized link for check-in. Guests can conveniently use this link before their appointment—whether they’re on the go or at home—to, for example, review their personal information or complete the required safety briefing.

Sample Visualization

VISIT Access Restrictions and Safety Training

The risk of incidents involving contractors and external companies is minimized through specific safety training followed by an assessment of learning outcomes. Before a visit can begin, every person from outside the company must receive accurate and audit-proof training on the site-specific rules and conditions.

The “Access Restrictions” feature provides additional security by denying access to specific individuals. If a visit is initiated for such a guest, plant security receives a corresponding notification. This ensures a high level of security on the plant premises.