Visitor management systems are becoming crucial components of comprehensive security programs, as they help organizations manage facility access and track visitors efficiently.
These systems enhance the visitor experience and optimize front desk operations by streamlining check-ins and reducing administrative tasks. Many businesses still rely on manual processes, requiring staff to log and check in visitors, which can consume valuable resources and distract from core operations. Therefore, integrating visitor management solutions that complement existing systems becomes essential.
Centralized Appointment Management
Visitor management systems enable businesses to centralize and automate visitor processes, including preregistering guests, issuing QR codes or mobile credentials for building access, and notifying hosts upon guest arrival.
Visitor management systems enable businesses to centralize and automate visitor processes
A long-standing client in the professional lawn care sector, with a staff of over 10,000 across North America, sought to upgrade its visitor management system following its relocation to new headquarters. The client moved from maintaining written logs to a digital approach for managing appointments.
Workplace Experience Platform Collaboration
Everon collaborated with Sharry, a cloud-based platform designed for smart access and workplace experience, providing workplace managers and security personnel with dependable access control solutions.
Sharry’s customizable visitor management system was tailored to the client’s need for an automated, secure reception without on-site staff. To avoid requiring visitors to download separate apps, Sharry’s software utilized existing compatible hardware, such as iPad tablets, thus avoiding significant new hardware investments.
Efficient Check-In Process and Seamless Integration
The Sharry system facilitates an efficient check-in process by allowing hosts to send calendar invitations via Outlook, automatically generating a guest pass email with meeting details and a QR code for access.
Upon lobby arrival, visitors use the QR code to unlock doors, integrated with the existing Brivo access control system. Hosts receive instant notifications of guest arrivals, improving accountability and responsiveness.
Advanced Features and Brand Consistency
As a white-labeled solution, Sharry maintains client brand identity across all touchpoints
For walk-in guests, a self-service kiosk app at the reception streamlines check-ins while verifying guests against a do-not-admit list and alerting their host.
Though not used in this deployment, Sharry’s system can include features like automated parking reservations, visitor ID scanning, and visitor agreement management. As a white-labeled solution, Sharry maintains client brand identity across all touchpoints, reinforcing brand consistency through customized guest pass emails and branded kiosk interfaces.
Integration and Collaboration
The project was distinctive as it involved integrating the Sharry system with Everon's previously implemented Brivo access control system.
Both Brivo and Sharry teams worked closely with Everon to ensure a seamless integration process. Richard Kensky, Project Manager at Everon, emphasized the Sharry team's readiness to assist throughout, noting the client's unfamiliarity with such technology required thorough support and cooperation.
Flexibility and Adaptability
Michal Čeřovský, COO and co-founder at Sharry, stated that the project highlighted their system's adaptability to evolving enterprise needs, with full deployment completed in just three weeks.
The integrated visitor management solution showcased strengths in deployment speed, cost management, and access features, supporting client objectives related to security, efficiency, and compliance. This modern access control technology simplifies operational processes while ensuring reliability and convenience.
Visitor management systems can be an important component of a comprehensive security program and may help organizations manage facility access and visitor tracking as part of their overall security strategy. They also play an important role in delivering a seamless visitor experience and optimising front desk operations by streamlining check-ins and reducing administrative burdens.
Many organizations have visitor management procedures in place that require a receptionist or other employee to keep written logs or manually check in visitors, which takes time and resources away from the day-to-day business. Implementing visitor management systems can be a major task for organizations – and finding a solution that can integrate with existing systems is vital.
Keeping track of appointments
Visitor management systems allow a business to centralize and automate their visitor-related processes including pre-registering guests, providing QR code or mobile credentials for building access and check-in, and notifying hosts automatically when guests arrive.
Everon was approached by a long-standing customer in the professional lawn care industry, with over 10,000 employees in locations across North America, to upgrade their visitor management system. The customer relocated to new headquarters and sought to upgrade from written logs to a more efficient means of keeping track of appointments.
Workplace experience platform
Everon worked closely with Sharry, a cloud-based smart access and workplace experience platform that provides workplace managers and security teams with reliable, easy-to-deploy access control solutions.
Sharry offers a highly customisable visitor management solution that can be tailored to each client’s specific requirements. In this case, the client was looking for a way to ensure an automated yet secure operation of their new reception area without the need for on-site front desk staff.
Temporary access credential
The customer was clear in their request that they did not want visitors to download an extra app to check in to the facility, so Sharry provided software that the customer could use on their existing compatible hardware such as iPad tablets – eliminating the need for large purchases of additional hardware.
The Sharry system is designed to provide visitors with an efficient check-in process. Once an appointment is confirmed, the host can send a standard calendar invitation via Outlook, while the Sharry system automatically issues a guest pass email to the visitor. This email includes meeting details, directions to the facility, and a QR code that serves as a temporary access credential. Upon arrival in the lobby, the visitor can use the QR code to unlock the doors, as the system is fully integrated with the customer’s existing Brivo access control infrastructure. The host is then notified in real time that their guest has arrived.
Additional features for consideration
For walk-in guests without prior registration, a self-service kiosk app on a tablet at the reception is available for a smooth check-in. The system automatically verifies each guest against a do-not-admit list and simultaneously notifies the host that a visitor has arrived to see them. The host is then responsible for escorting the guest from the lobby.
While not utilised in this particular deployment, Sharry’s robust visitor management system offers a wide array of additional features for consideration, such as automated parking reservations for guests, visitor ID scanning, or the management of visitor agreements.
Reinforcing brand consistency
Since Sharry visitor management is delivered as a white-labeled solution, it fully incorporates the customer’s brand identity across various outputs and touchpoints. Guest pass emails are not sent under the Sharry name but are instead issued on behalf of the client, reinforcing brand consistency. Similarly, the kiosk app reflects the client’s branding, contributing to a cohesive and professional visitor experience from the moment a guest is invited to a meeting.
The delivered solution also includes the Insights analytics tool, offering a clear view of visitor flow by identifying peak days and times and forecasting visits for the coming times. It can automatically generate and send data reports to support management decisions.
Separate access control system
This project was unique – the customer had already worked with Everon in implementing a separate access control system, Brivo, before the inclusion and integration of the Sharry system. Support from both the Brivo and Sharry teams were excellent, working closely with Everon technicians to ensure that the integration process went smoothly.
“The Sharry team were ready to jump in and help at any time to provide a seamless experience,” said Richard Kensky, Project Manager at Everon, “Considering that the customer had not worked with the technology of this kind before, it was important that both teams were hands on every step of the way.”
Integrated visitor management system
“Although this was not a typical use case for our integrated visitor management system, the project confirmed the flexibility and robustness of our system to adapt to the evolving needs of enterprise clients and office buildings,” said Michal Čeřovský, COO and co-founder at Sharry.
“Thanks to smooth cooperation with Everon and their hands-on approach as a trusted partner for the client, the implementation of the integrated solution—from kickoff to full deployment—was completed in just three weeks.”
The implemented visitor management solution demonstrated strong capabilities in deployment speed, cost management, and access control features, while supporting the client's security, efficiency, and compliance objectives. Modern access control technology has never been more convenient.
