INITIAL SITUATION

Wildeboer Bauteile GmbH has so far been processing its visits manually, which resulted in substantial administrative effort that required a lot of coordination between the departments. Manual distribution of e-mails, assignment of access rights, proper instruction of the visitors and documentation of processes – all these tasks had to be performed by the reception staff in addition to welcoming the external guests. Absence of visit preregistration posed a challenge to those responsible, since they had to monitor the external persons present on the premises.

OBJECTIVE

The introduction of a digital visitor management system was aimed at providing a better overview of all external persons and their activities on the company premises. This was made with the intention to schedule the visits more efficiently and to administer access rights. The software was supposed to ensure a simple, well-structured processing and audit-proof documentation of safety instructions in order to subsequently reduce the workload of the responsible staff.

SOLUTION BY VISIT

All this prompted Wildeboer Bauteile GmbH to introduce the visitor management system software VISIT in 2019. With the help of the system by ASTRUM IT GmbH, the company can now manage its processes in a transparent and traceable manner. The administration of access rights and the provision of safety instructions are included in the workflow automatically.

VISIT Basic

The VISIT Basic module ensures recording and GDPR-compliant documentation of all external persons’ activities. Preregistrations can be added easily and intuitively via this Basic module. As soon as a preregistration has been issued, an e-mail notification with all information including a calendar entry will be automatically sent to the employees. The information on the persons actually present and the guests expected will be displayed on a dashboard at all times. Already the Basic module alone optimizes the process workflow by adding more structure to the visitor administration and by making the process coordination easier. Thanks to the modular structure of the software, the system has been perfectly tailored to exactly meet the requirements and objectives of Wildeboer Bauteile GmbH. Such features as VISIT Secure – ID card management, VISIT Secure – Safety instruction, and VISIT Plus – Customizable fields are used accordingly.

ID card management and issuing

With the help of VISIT and the interface to the access control system, each guest can be assigned an ID card. This allows the reception staff to professionally coordinate all visits and their access to certain areas on the company premises.

Safety instruction

Depending on the selected visit intention, a safety instruction has to be accomplished before the visit starts. The instruction is carried out with the help of a tablet directly at the reception, and it is documented in the system in an audit-proof fashion. This helps to ensure that each and every visitor has been optimally instructed on the individual circumstances and rules. The safety of all external persons present on the premises as well as the prevention of hazardous situations are a top priority. The solution by VISIT allows the company to manage the activities of external persons on the premises easily and efficiently.