Customer story Increasing security and improving visitors' experience at Westland District Council

Hokitika Sign
industry-neutral

Industry

Local Government Administration

location-neutral

Location

Hokitika, New Zealand

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No of employees

50 employees

invitation

No of visits

Up to 300 visits per month

Challenge

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.

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.

Peter Oliver
Information Services Manager at Westland District Council

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."

Solution

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.

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.

Peter Oliver

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."

westland - customers

Results

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. 

westland - frontdesk 2
We like Proxyclick so much we’ve convinced our Regional Council Authority to move to a higher plan as well.

Peter Oliver

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.

Westland District Council key solution facts

  • Local District Council willing to increase security of the office by knowing who’s in the building at all times
  • They wanted to improve the efficiency of their system
  • A modern visitor management with mandatory check-in and instant badges printing helps them to secure their building
  • Proxyclick also handles the parcels delivery from the iPad kiosk
  • Notifications are sent automatically, freeing up some of their receptionists time
  • Visitors are pleasantly surprised