Transition From Written Visitor Log Book to iVisitor

Transition From Written Visitor Log Book to iVisitor

Seamless transition to SaaS visitor management implementation

Visitor-log-books-manual-electronicThe transition to new systems and security protocols can be daunting for facility managers, security teams, tenants and employees. However, with these 6 tips, you can streamline your building’s transition from a manual log book, to a state-of-the-art visitor management system with iVisitor from Veristream.

1. Notify employees, security team, tenants and visitors that a new visitor management system is being implemented

A new visitor management system is good news for everyone in the building and for visitors. In advance of the roll out of iVisitor, take the time to notify everyone that will be impacted by this change. This includes the building’s security and reception teams, tenants, employees, contractors, vendors, and regular visitors. An email that contains an outline of new security protocols for the building, along with the reasons why you selected iVisitor, will help with the transition.

2. Train employees and tenants

iVisitor’s easy to use and intuitive interface does not require significant training, however, to ease any concerns about change, it is important to introduce iVisitor to those that will use it. Spend some time showing tenants and employees how to pre-register regular visitors and contractors. One of the biggest benefits of demonstrating iVisitor is to eliminate any concerns that the system will be complicated or difficult to use.  Once your tenants learn how the system streamlines the check-in and checkout of visitors, and see for themselves how easy iVisitor is to use, they will be excited for the change.

3. Request tenants and employees start the pre-registration process

In advance of the roll out, inform everyone about the information that will be required for pre-registration of visitors. The most important information required is a listing of all tenant employees that will need access to iVisitor.  Our team can work with you to ensure this data is collected in the correct format. Encourage your tenants to appoint administrators for the iVisitor system. In addition, individuals responsible for the hiring of contractors should request Certificates of Insurance from their contractors to store on file in the system. iVisitor will then verify that the COI has not expired prior to scheduled visits. COI verification helps to protect the building in the event of a mishap or accident onsite.

4. Gather Do Not Admit and Watch List names

Transitioning from a manual visitor management system to a web-based system includes the input of names from manually updated “do not admit” or barred visitors lists into the iVisitor system. Ask tenant administrators to input the names of disgruntled ex-employees, customers, or other individuals that may present a threat to tenants themselves or to building operations. iVisitor administrators will be notified if an individual that has been added to the barred visitors list has been scheduled to visit your building, so that your security team can take appropriate action prior to their arrival.

5. Develop Human Resource department involvement

Make sure to empower the HR departments of the tenants in your building to maintain their company’s iVisitor accounts or communicate with security teams. Today, an updated building-wide DNA/Watch List is essential to protect your employees, visitors, and tenants. When employees are terminated or laid off, disgruntled customers are believed to pose a threat, or when employees feel threatened by someone personally or professionally their names should be added immediately to the Barred Visitors list.  In addition, your building’s administrative team should ensure former employee’s access to iVisitor is removed. In most cases, iVisitor’s employee data can be integrated with HR systems so that this type of regular user maintenance happens automatically every night. In addition, HR departments should be integral to any building wide evacuation plan, to ensure that all employees are evacuated safely, and know where to gather in the event of an emergency.

6. Celebrate implementation day

The implementation is cause for celebration. iVisitor makes registering visitors to your building hassle-free and easier for everyone involved. Just as importantly, it also increases security throughout the building for tenants, employees, contractors, and visitors alike. Designate a building representative that is dedicated to answering any questions related to the preregistration of visitors through the secure online iVisitor portal.

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