Before installing a digital visitor management system, Westland District Council had a classic setup to welcome visitors: guests would come up to one of their receptionists, who would try to find hosts around the building.
Their main issue was a security one: most people walked straight past the counter, as Peter Oliver, the Information Services Manager, explains: "Lots of people knew who they’re coming to see, so they simply walked past the counter without registering. We didn’t know who was in the building."
Westland District Council was on the lookout for a more efficient system, one that could increase the security of the building by knowing who’s in and who’s out. One of Peter’s colleagues used Proxyclick in another building and found that the product was exactly what they were looking for - so they started a free trial to test the solution.
After an easy setup and a quick installation of an iPad and wireless printer, Proxyclick was ready to welcome visitors at Westland District Council.
It’s now mandatory for every visitor to check-in at the front desk. Pre-registered visitors receive a QR code directly in their invitation email, which helps them speed up their check-in and their check-out, right from their phone. Peter explains: "We anticipated some complaints about our new system - change is sometimes uncomfortable. We had none of that: everyone is loving it! Visitors really like the QR code they get."
The main benefit of having a digital visitor management system is how it helps securing their building and the Council’s employees: “We wanted to know who is in the office and how long they were staying for, to avoid people wandering around the building”. Peter and the other members of his team are now aware of who’s in the building at any time, and who has been: “The reports you get are brilliant too: I get a daily report with how many visitors checked-in the previous day, as well as monthly statistics”. Be it contractors coming back regularly or one-time visitors, they have access to an updated list of visitors.
Proxyclick is also helping their receptionists in their daily tasks, including managing parcel deliveries: “We get a lot of parcels and we use that feature all the time, it’s brilliant!” comments Peter. As for the notifications, it makes it so much easier to notify hosts their visitors have arrived: an instant email is sent with the name of the visitors. No more running around trying to find someone.