Background
A prominent religious temple sought to upgrade its visitor management system to improve security and streamline the process of granting access to visitors. The existing method relied on security guards communicating with the receptionist via walkie-talkie to verify visitor entry, which was cumbersome and inefficient. The temple needed a solution that provided wireless controls, networked automation, and data-backed decision-making for visitor access, including a background check system for unregistered visitors.
Challenges
- Inefficient Communication: The reliance on walkie-talkies for communication between security guards and the receptionist led to delays and potential security gaps.
- Manual Verification: Each visitor required manual verification, regardless of their status (vendor, contractor, family member, childcare provider), causing bottlenecks. There was also no physical identification confirming that a visitor was authorized to be inside the facilities.
- Background Checks: There was no system in place to perform background checks, increasing the risk of unauthorized or potentially dangerous individuals gaining access. With an onsite child care center and preschool, this was of particular concern for the families who rely on extra help to pick up children.
- Lack of Pre-registration: All visitors had to be manually processed on arrival, with no option for pre-registration, further slowing down the entry process.
- Record Keeping: The absence of an electronic system made it difficult to maintain accurate records of visitor activities. The community was unanimous in their agreement that a clipboard with hand written entries was insufficient.
Solution
ADVANTIDGE provided a comprehensive visitor management solution tailored to the temple’s needs:
Software Implementation:
- HID EasyLobby Visitor Management Software: Installed on both a dedicated laptop for admin use and a tablet for guard use, facilitating seamless visitor registration and management.
- Background Screening Service: Integrated with the visitor management software to perform real-time background checks on visitors. Using their driver’s license, guards get instant verification of the visitor’s universal screening status which can be stored in the database for future reference.
Hardware Deployment:
- Driver’s License Scanner: Enabled quick and accurate data capture, including OCR and photo capture for California and all other US states.
- Windows Surface Laptop and Surface Pro Tablet: The existing patchwork of available computers was concerning. We suggested robust and portable platforms for admin and guards to manage visitor entries. Additional accessories for the Surface Tablet protect it from getting damaged using a ruggedized case with wrist strap connected via wi-fi.
- Thermal Label Printer: Used to print visitor ID badges with adhesive backing and one-day expiration to prevent reuse.
Visitor Management Process:
- Pre-registration: Temple personnel could schedule visitor appointments in advance using the dedicated laptop, allowing for efficient processing upon arrival. Visitors would know they have a confirmed time slot with an email confirmation.
- On-site Registration: Unplanned visitors were registered by guards using the tablet, with driver’s licenses scanned to initiate background checks.
- Notification System: Upon visitor arrival, hosts were automatically notified via email to greet their guests, ensuring a smooth and welcoming process. Visitors could also receive arrival instructions including authorized parking spots, correct doors for entry and even signing of NDA’s or release of liability before entering.
Professional Services:
- Installation: ADVANTIDGE’s tech team would coordinate with IT to get all components installed
- Configuration: Our EasyLobby Deployment Package ensured proper configuration of software database and hardware to allow for system automation.
- Project Management: Continuous support throughout deployment and user training to ensure smooth operation and user adoption.
Implementation
ADVANTIDGE worked closely with the temple’s existing security integrator to ensure the solution met all requirements. After tweaking the scope of work to match the needs of each department, the temple requested a proposal, which required approval from the TSA for government funding reimbursement and we eventually shifted into implementation:
- Approval and Timeline: After an online demonstration of the EasyLobby software and review of training videos, the temple management team approved the overall solution. A detailed timeline for installation was established.
- Employee Integration: The operations manager was integral to the system set up with support from IT along with feedback from the temple’s security team to be sure everyone was onboard with the new visitor protocol.
- Installation and Training: The installation of the new visitor management system was completed with training to ensure both security and reception personnel were familiar with the steps for pre-registration and prompt processing of visitors upon arrival.
Post-Implementation Support
During initial testing of the new visitor management system, the operations manager identified a communication issue with the driver’s license scanner. Leveraging their active support plan, our tech team proceeded with:
- Verified the broken component and contacted the manufacturer.
- Confirmed warranty coverage and set up RMA for repair.
- Coordinated logistics with prepaid UPS label to send in the damaged unit and shipment of a replacement.
This service ensured the system’s reliability and adherence to the new security standards without the need for delaying the go live date for the entire solution.
Results
- Improved Efficiency: The new system significantly reduced the time required to process visitors, allowing for quicker and more secure access. Temple staff are able to register visitors in advance to reduce surprises and streamline workflow.
- Enhanced Security: Automated background checks and real-time notifications improved overall security, ensuring only authorized individuals gained access. Visitors wear expiring badges that change color by end of day so they can’t be reused.
- Streamlined Operations: The integrated system eliminated the need for manual verification and walkie-talkie communication, resulting in smoother operations. As vehicles pull up to the underground garage, security guards can let people in with confidence on their approved status to enter.
- Accurate Records: The electronic system provided comprehensive records of all visitor activities, aiding in accountability and future planning. With visual documentation of who is being given access temple members know authorized personnel are picking up their children.
To learn more about our visitor management and employee tracking solutions, click here
Conclusion
ADVANTIDGE visitor management solutions transformed the temple’s visitor entry process, enhancing security and efficiency. The successful deployment demonstrated ADVANTIDGE’s expertise in implementing complex security solutions tailored to specific client needs. This project not only improved the temple’s operational efficiency but also ensured a safer environment for its entire community.
With over 20 years of experience in Southern California, ADVANTIDGE regularly supports clients in non-profits, religious entities, and temples, addressing real-world challenges with unmatched support before and after the sale. Our commitment to security and community service remains a cornerstone of our operations, making us a trusted partner in the greater Los Angeles area. Contact us here if you’re looking for expertise in security identification solutions.
