Visitor Management System Configuration

Question

Response

Do you have an existing visitor management system? If yes, please explain your current visitor journey.

Please describe what the expected on-site visitor experience is moving forward. 

Do you require printing of visitors passes (Yes/No). If yes, please indicate what type of printer you have on reception today. 

Example: 

Starlink TSP700II - connected via USB

Do you require the assignment of plastic access cards to each visitor? (Yes/No). 

Please indicate how many reception locations there are in the Landlord areas

Please provide the name of the reception as well (if there is a name) i.e. north/south. 

How far in advance (in months) should visitors be able to be invited? 2 - 12 months. Default is 12 months.

Visitor Types:

The standard visitor types are: 

Visitor

Contractor

Employee

Courier

Press

Temporary

Pre-approved Visitor

Forgotten Pass

If you require additional visitor types, please list them on the right - or if you want to delete visitor types, please indicate which type should be removed. 

For each property, and landlord area reception, please indicate the name(s) and email address(es) of the team members (e.g. receptionists) who need to check in visitors, or have overall visibility of visitors onsite each day. 

Is there anything else about your visitor process, that we haven’t asked about, that you think we need to be aware of?

Question

Response

Please provide all occupier companies and the floor they operate on. (if multiple floors, please indicate which floor they receive visitors on)

Example:

Company A: Level 5 & Level 6, visitors are sent to Level 5

If an occupier has their own entrance, but is using your visitor management solution to check-in/out visitors and process walk-ins please indicate which company this is and list the floor they send their visitors to. 

Should all employees from each occupier be able to invite visitors, or only nominated indivduals? 

If nominated individuals, please provide the name(s) and email address(es) of those nominated for each company.

For any occupier, if a user other than the host should be notified when a visitor checks in at the building reception please provide the name(s) and email address(es). 

Example: 

Tenant Reception team need to be notified when a visitor checks in on the Ground Floor.

For each occupier please indicate the name(s) and email address(es) of the team members who need to have overall visibility of visitors for their company, and pre-book visitors on behalf of their colleagues.

Question

Response

Please provide email footer text.

Please note this can be building-specific, and contain links.

Please provide a header image for the email notification that gets sent to visitors when they are pre-booked (see example in appendix).

Please note this can be building-specific.

Please provide a footer image for the email notification that gets sent to visitors when they are pre-booked (see example in appendix). 

Please note this can be building-specific.

Question

Response

What access control system is installed onsite? 

Are digital readers installed (e.g. barcode/QR code)? 

Who is your access control system installer? 

Please provide name(s) and email address(es) of a contact.