For many organizations knowing who is due on-site is a must:
- For improving site security
- To provide support for employee safety programs
- For giving reception visibility of who is due shortly, tomorrow, next week etc…
- And for pre-visitor screening
Pre-registering visitors is not a mandatory function of your, or anyone’s, WhosOnLocation account. It is simply a feature available to those organizations that wish to use it.
How do employees pre-register their visitors?
Being a web application, any employee granted login permission to your WhosOnLocation account becomes a 'user' and can pre-register a guest to visit themselves or a colleague. Users access WhosOnLocation from their own PC / Workstation.
Users can create:
- Personal Guest Groups (which people in your Frequent Guest list can be long to)
- A Personal Frequent Guest list
Users can pre-register:
- One or more people who are not in their Frequent Guest List and/or
- One or more people who are in their Frequent Guest List and/or
- One or more Groups from their personal Guest Groups list
Users pre-register visitors:
- Through the pre-registration tools or
- By uploading a list of your visitors using our ‘csv’ spreadsheet template.
Users can also:
- Make a visit event a recurring event to repeat daily, weekly, monthly or yearly.
- Set the recurring event to end after it has repeated 'x' number of times or on a specific date.
- Create a Visit Event message for the Sign In/Out Manager (receptionist or security guard). An example might be: "Please book the main meeting room on level 3 for my group".
- Send the pre-registered Guest a Meeting | Visit Confirmation email (WolPass)
How are pre-registered visitors signed in?
Pre-registered visitors can sign in three ways.
- Via the Receptionist: Users with Sign In/Out Manager rights (typically receptionists and/or security guards) are presented with a list of all pre-registered guest events on the Sign In/Out Manager screen. They can pre-print their guest passes and sign them in as they arrive or they can issue the visitor pass once they sign in.
- Via a Kiosk: The guest can sign into a visitor kiosk. As long as they enter their name exactly as it was recorded in the pre-registered record for that day the Kiosk will recognise them as a pre-registered visitor.
- Via the User who pre-registered them: The user who pre-registered the visitor (s) can also sign them in. This is useful if the visit event is a large group. The visitors arrive on-site, the host greets them and issues them with pre-printed visitor passes (if applicable) and then from their own PC or laptop, signs their visitors in.