Visitor management systems play a pivotal role in enhancing security protocols, streamlining facility access management, and improving the visitor experience within organizations. These systems ease front desk operations by optimizing check-in processes and minimizing administrative responsibilities.
Many businesses traditionally rely on manual visitor logging via receptionists, which can detract from other business functions. As companies seek to update these processes, integrating a visitor management system that is compatible with existing setups becomes crucial.
Innovative Visitor Management Solutions
Modern visitor management systems enable businesses to centralize and automate visitor handling. This can include pre-registering guests, issuing QR codes or mobile access credentials, and notifying hosts upon guests' arrival.
Everon, responding to a client's request in the professional lawn care industry, upgraded their visitor management approach while relocating to new headquarters.
Partnership with Sharry
Sharry's software was compatible with existing hardware like iPad tablets, thus avoiding extra hardware costs
For this project, Everon collaborated with Sharry, known for its cloud-based smart access and workplace experience solutions. Sharry offers customizable options tailored to specific client needs.
In this scenario, the client desired a streamlined and secure reception area operation devoid of the necessity for front desk personnel. To prevent visitors from needing to download additional apps, Sharry's software was compatible with existing hardware like iPad tablets, thus avoiding extra hardware costs.
Efficient Check-In Process
The Sharry system facilitates an efficient check-in process by sending an automated guest pass email upon appointment confirmation. This email includes meeting details, facility directions, and a QR code for temporary access.
Visitors can use the QR code upon lobby arrival, directly integrating with the client’s Brivo access control system. Hosts receive real-time notifications of visitor arrivals.
Self-Service Kiosk and Additional Features
The system conducts automatic guest verification against a do-not-admit list and notifies hosts immediately
For unregistered walk-in guests, a self-service kiosk app offers smooth check-in. The system conducts automatic guest verification against a do-not-admit list and notifies hosts immediately.
Though not utilized in this instance, Sharry's system offers features like automated parking reservations, visitor ID scanning, and managing visitor agreements for future consideration.
Seamless Brand Integration
Delivered as a white-labeled solution, Sharry's visitor management system aligns with the client’s branding across all outputs. Guest pass emails reflect the client's identity, not Sharry's, enhancing brand consistency. The kiosk app also mirrors the client’s brand, ensuring a cohesive visitor experience from start to finish.
Additionally, the Insights analytics tool offers valuable visitor flow analysis and predictive visitation trends, aiding management decisions.
Successful Project Completion
Integrating Sharry's system with Everon’s prior deployment of the Brivo access control system
This endeavor marked a unique collaboration, integrating Sharry's system with Everon’s prior deployment of the Brivo access control system.
Support from both Sharry and Brivo was instrumental, with Everon technicians ensuring a smooth integration process. Richard Kensky, Everon Project Manager, praised the Sharry team's readiness and the project's seamless execution.
Flexible and Robust Visitor Management
Michal Čeřovský, COO and co-founder of Sharry, commented on the project's success, highlighting the system's adaptability to client needs and the effective partnership with Everon. The project's completion within three weeks showcased the system's efficiency, cost management, and access control capabilities, aligned with the client's security and compliance goals.
For organizations looking to revolutionize visitor management, Everon's integrated solutions offer streamlined check-ins, enhanced access control, and an improved visitor journey.
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 optimizing 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.
Visitor management system
Visitor management systems allow a business to centralize and automate their visitor-related processes, including pre-registering guests, providing QR codes 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.
Solution
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 customizable 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.
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.
Sharry system
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.
Sharry’s robust visitor management system
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 utilized 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.
Kiosk app reflects the client’s branding
Since Sharry's 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.
Results
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.”
“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.”
Fully integrated visitor management solution
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.
Transform the way the organization manages visitors. Discover how Everon can help deploy a fully integrated visitor management solution that streamlines check-ins, strengthens access control, and delivers a seamless guest experience.
