VisitUs reception offers four main ways for a guest, employee or contractor to sign into a workplace.
iPad kiosk – The iPad app sees guests sign into a workplace at iPads positioned throughout a location. This sign-in can be completed on the iPad by pushing the relevant virtual buttons and entering details, or via a contactless sign-in where the iPad generates a QR code that the guest can use to access a URL on their smartphone.
Web portal – Guests can also be manually signed in via the web interface. This interface is also available to staff and workplace administrators, so staff can search their name in the system and sign in or out.
Mobile app – The VisitUs mobile app for Android smart phones and iPhones is available to staff members of an organization using VisitUs reception.
The app allows for QR code sign-in where the staff member presents their QR code on the phone to the iPad on arrival or departure.
Staff can receive push notifications about a guest’s arrival or regarding an emergency evacuation on their device.
QR codes – VisitUs Reception also allows for the generation of physical QR codes that can be positioned around a location allowing people to sign-in using the URL generated on their mobile phone.
Visitor management
VisitUs provides a customisable visitor management system which is designed to simplify the sign-in process and track every person in attendance on site.
When a visitor arrives, they enter their details into the iPad kiosk, or scan a QR code to enter their details on their mobile phone.
The system then alerts the right member of staff that their guest has arrived. Guests can also pre-register for a visit and sign any documents required or complete a site induction.
When they leave, the guest can be prompted to sign out via SMS, or the host can sign them out on their behalf.
Employee management
The VisitUs system can also act as a digital sign-in and sign-out board for employees, and track the time they spend in the workplace.
Staff can interact with the VisitUs system in four different ways: on the iPad terminal, via QR codes positioned around the workplace, using the VisitUs mobile app, or by signing into the web browser where they can search their name to sign-in or sign-out of the workplace.
An SMS with a link can also be sent to staff member reminding them to sign out to ensure accurate reporting.
Information about staff attendance is then compiled into detailed reports where the organization can view details on each staff member including the total time on site.
Late arrivals can be flagged in the system and included in the reporting output.
Contactless sign-in
Contactless sign-in is facilitated by QR codes that can be generated on the iPad kiosk. Visitors or staff simply scan these codes to open a URL on their smart phone where they can input their check-in details.
The contactless mode can then print a badge for the visitor on a printer by scanning the further QR Code generated at the completion of the mobile check-in process.
Notifications
When a guest checks in to see someone specific the host can be instantly alerted, with notifications of a guest’s arrival sent via email, SMS, Slack message, or within the mobile app.
When they leave, the guest can be sent a message reminding them to sign out or the host can sign them out on their behalf.
Document signing
Documents, such as non-disclosure agreements, can be viewed and signed at check-in or prior to arrival.
The visitor’s signature, along with a time and date stamp is then embedded in the document and kept on record.
In the case of pre-signing, a link to a portal is sent to the guest where they can view the document and sign it prior to arriving on site.
VisitUs also offers the ability to play a video briefing the guest on site safety requirements at the check-in or prior to arrival.
Pre-registration and repeat visitors
Visitors can be pre-registered in the system and directed to a unique portal to view and sign any required documents or induction information prior to their arrival.
Their visit can also be scheduled, and their induction information is tracked to ensure it has been completed. Once complete, the visitor is sent a personal QR code which they present to the tablet on arrival.
Visitors and contractors can receive a unique QR code for return visits or enter their mobile number to retrieve their information.
Deliveries
Employees can be instantly alerted when a parcel arrives using the VisitUs delivery feature.
The feature allows couriers to log a delivery into the iPad interface when they arrive, and an email, SMS or push notification is instantly sent to the recipient notifying them that their parcel is waiting for them.
A signature of receipt can also be recorded on the iPad or in the mobile app, which then allows for detailed reporting that displays who a delivery was for, along with when and where it took place.
If the item is not picked up, further reminder messages can be sent to the recipient.
Evacuation management
The VisitUs evacuation management feature allows all visitors and staff onsite to be notified of an emergency evacuation via an SMS triggered by the software dashboard or the mobile app.
Evacuees can then respond indicating they are safe, and the system will update an evacuation list in real time.
Safety personnel can also see exactly where people are during an emergency and, if someone reports that they are in need of assistance, first aiders are automatically notified via SMS.
Covid screening
The software has features available to cater to Covid screening and contact tracing. Customized questionnaires can be created to ask people whether they have recently been sick or overseas, and a temperature check can be requested.
If someone ‘fails’ the induction questionnaire, a member of the organization’s safety team can be instantly notified by SMS, so they can manage the situation and mitigate any risk.
Meanwhile, an organization can quickly and easily create a contact tracing report of everyone who was on site the day of a suspected case.
Customization
The VisitUs Reception interface can be customized to display logos and images with information or advertising.
organizations can also tailor the entire check-in process to their needs by creating custom fields, drop-downs, and checkboxes.
They can ask different questions depending on the visitor type, create comprehensive multiple-choice questionnaires, and offer translation in 18 different languages.
Photo ID
VisitUs offers the ability to ask for a photo of the visitor which can then be used on their badge. This feature is enabled in the software dashboard and can be applied to specific visitors, all visitors, or certain visitor types.
The picture is then taken on the sign-in iPad.
