Check-ins, Deliveries, Volunteers, Pickups, and Events
Below, you will find five ways to use visitor management well beyond the out-dated and inefficient pen and paper logbook.
But first, just what is visitor management?
Visitor Management - a vital tool for student, staff and campus security
Visitor management is simply the method in which an establishment controls visitor access to their building and everything and everyone within. It is a service that allows organizations to monitor visitors – parents, mail persons, volunteers, presenters – and who gets in.
It also aids in keeping track of visitors via check-in and check-out times – a school authority can see who is on campus at any time and for how long.
A school can choose to manage visitors by setting up a kiosk with automated and integrated systems in the front of the school. Or, they might manage visitors in a restricted section where a designated person can input ID card data into the system and run that data against sex offender databases. These ID checks are followed by taking a picture of the visitor and issuing a temporary badge if they are approved.
Visitor management can be done in two ways: standalone or web-based.
Visitor management systems that are web-based often use a computer the school already has and requires the purchase of other equipment. This can require the installation of upgrades and drivers.
Unlike the web-based visitor management system, the standalone system includes a set of technology that acts as an all-in-one product ready to be used on arrival. It comes with a touch-screen computer, printer, keyboard, mouse, software access, credential scanner, camera, optional card reader, and battery back-up.
It is a sturdy system, made to withstand the demanding K12 setting. Faster and more secure, and not strictly determined by Internet availability, the standalone visitor management system streamlines the visitor process.
How Does Visitor Management Help Your Organization?
Simple: by putting the power of visitor control in your hands.
Visitor management systems offer timely and accurate information, the ability to see who is approved and disapproved for organization access, and to track how long approved visitors stay at your organization.
What this means is that visitor management can help make your school or business more secure – knowing who is on the premises is important; being able to determine who gets in is necessary. Pictures are taken and temporary IDs given for approved visitors – having an accurate visual image of someone and assessing their time spent at your school or company helps you keep an eye on non-regular and regular visitors alike.
Five Ways to Use Visitor Management Systems
The easier visitors can check-in, the less congested an area becomes. Streamlining and automating the check-in process often means less time spent on administrative work, and that real-time data is accessible.
Being able to scan an ID and instantly be approved for a badge or tag makes the check-in process quick and easy. Even attendants who input ID information into the system benefit from visitor management systems because they can verify, in person, a person’s identity and approval to enter the premises; plus, they can see their information on the dashboard and monitor who is checked into the building.
How does your organization handle deliveries? Do you just let anyone with a UPS or Post Office uniform into the building? How do you track who comes and goes? With an automated visitor management system, you can keep track of which delivery people are in the building and when they check out.
If you have volunteers on campus or on-scene, you can use visitor management to assign badges and have updated information of those you've given access to. You can also track hours of volunteer work.
ScholarChip offers Student Pickup tracking – an automated, integrated way to ensure that students are picked up by authorized people and only during authorized times.
Does your organization host events? Maybe your school wants to go on a field trip to the nearest history museum – do you have an automated, efficient way to track the students? With visitor management solutions, you can.
Bridgeway Solutions offers premier visitor management solutions: ScholarChip’s four options, RapidTAG by Salamander, EPIC Track, and CardExchange Visitor.
The 5 ways to use visitor management are further explored below.
ScholarChip is the leading source for automated, modular, integrated safety and organizational solutions for K12. They specialize in streamlining and securing school functions, data, and activities. Visitor management is one way that ScholarChip helps schools become efficient, 21st century organizations while beefing up safety for everyone in the school.
ScholarChip offers four levels of visitor management and all of them come with the added benefit of searching national, state-specific, and third-party sex offender databases upon entering/scanning a visitor’s ID card.
Their first option is Forever Free, which means that you can begin your digital visitor management journey (no more logbooks) for free. Forever.
ScholarChips’s second option is Enhanced Visitor Manager, which offers the same features as Forever Free, plus:
Cloud Plus Visitor Manager is the 3rd level of Visitor Manager from ScholarChip. It combines the features of Forever and Enhanced Visitor Manager versions, plus:
Professional Visitor Manager is ScholarChip's ultimate visitor management system which includes integration with your school’s SIS. The system includes all of the above features plus a Visitor Kiosk and:
Approval or disapproval of a visitor is quick and easy because the data is automated via the internal SIS.
About ScholarChip’s Professional Visitor Manager
Many companies that provide visitor management services gear their solution toward hospitals, corporations, and factories. ScholarChip creates solutions for schools. It is important to understand how choosing a visitor management service can affect your school.
ScholarChip’s Visitor Management is integrated with the school’s School Information System (SIS), like Power School. So, the data collected comes straight from a reliable and accurate source. Professional Visitor Manager can access the daily-updated information of faculty, staff, and students so that it can recognize or send an alert should a visitor want access to the school or a student.
Some schools use manual entry or OCR technology, but those are not 100% accurate – what if the information provided is outdated or fake?
By scanning a person’s state-issued driver’s license, which provides the most current data available, it makes the visiting process more efficient and authentic. Also, by scanning driver licenses, it streamlines the entire visitor process because all that needs to be done is scanning the ID, verifying information that is already updated and instant, and deciding if the person is cleared to do what they are there to do – pick up a child, deliver a package, volunteer, or give a presentation.
Sex Registry Search
Did you know that there are over 700,000 registered sex offenders in the U.S.? How do you make sure that they do not get into your school and that their information is accurate?
ScholarChip’s Professional Visitor Manager relies on an integration service that updates and verifies all the available databases from each available registry, daily. The records are gathered from the Department of Justice’s National Sex
Offender Registry database, state offender databases, and third-party service companies – which, altogether, provide a comprehensive registry.
The Professional Visitor Manager solution uses driver licenses or other state-issued IDs to collect information. This data is then compared with sex offender registries, searching for them by first and last name and date of birth and photo.
If the person is on the list, a predetermined alert may scroll across the screen or a pop-up can appear on the screen indicating that someone must respond to acknowledge receiving the alert. Authority figures (such as an SRO or other administrator as determined by the school) can be alerted via text or email to assist the visitor management attendant.
For example, John Smith is a popular name – running that name, even with a birth date, might pull up several potential matches on the visitor management dashboard. In compliance with your school’s visitor’s policy, the attendant, or other authority as determined by the school, must determine if the John Smith visitor is the same as any in the sex offender databases by carefully reviewing the information presented from all potential matches.
Student Pick-Up Tracking
At any given moment of the school day, a visitor may show up to pick up a student. Professional Visitor Manager by ScholarChip is an efficient way to determine if the visitor has the authority to do so and if there are any limitations on the student pickup. This system scans the state-issued ID, and, using the school’s data from its SIS, can associate a visitor with a student. If the visitor is not associated with a student, the school’s policy should be utilized to determine entry permission.
If the visitor is associated with a student, the system will recognize that information. Professional Visitor Manager will also recognize if a visitor has been barred from picking a student up at all, or on certain days. These results are displayed on-screen (including all customized comments or notes attached to each file).
Records are updated daily, so the school and the system will have the most accurate and reliable data available.
RapidTAG by Salamander
Visitor management is critical during emergency incidents.
RapidTAG is an easy-to-use and efficient visitor management solution where visitors simply scan their state-issued ID through a card reader and a visitor pass is automated. Each tag has a unique barcode.
The system captures the visitor’s photo and personal data from their ID, which allows the organization to track visitors and access reports.
Emergency managers might have responders scan their IDs and grab a tag in emergency situations so they have an accurate representation of who is checked in and out and who is on-scene. If connected to the Internet, responder activity is updated via SalamanderLive™.
EPIC Track is an efficient, uncomplicated intuitive software solution. Track people, items, places, and more with little training. It is a straightforward solution with an easy-to-use interface and ready-made reports. Affordable and simple to integrate with mobile devices, this system can be used quickly and anywhere.
This visitor management system features:
EPIC Track consists of a mobile device and the EPIC Track Server. Your school or organization can take advantage of the simplistic design of this visitor management system and utilize it to grow with your organization – you can use this system with however many tracking devices you need.
EPIC Track supports most formats including 1D and 2D barcodes, QR tags, MiFare, Moca and DesFire cards. Plus EPIC Track is compatible with Apple, Android and Windows operating systems. EPIC Track is compatible with:
And supports the following types of IDs:
CardExchange® Visitor Management solution offers a comprehensible solution that acclimates and develops to fit your needs. With the ability to pre-register visitors, CardExchange Visitor management is an efficient solution to make the visitor process streamlined and seamless.
You can build a black list for your company to keep disapproved visitors from gaining access to your organization. Do even more by connecting to a government criminal database to ensure unwanted visitors are kept out.
This visitor management system provides custom templates so you can have documents ready for visitors to sign upon their check-in.
Within CardExchange Visitor, you can develop and oversee various events. CardExchange Visitor can also provide you with a touch-screen kiosk mode.
Questions or Comments
If you have any questions about ScholarChip’s Visitor Management, comment below and one our experienced team members will answer.
Or, give us a call. Send an email.