SimplyCast: Smart Government
Use Case: Facility Check In
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ID: SGUC011

Facility Check In

QR code check indigital check in systemelectronic check in

Manual check in systems are slow, stressful, prone to error, and occupy staff who could be assigned to higher priority tasks. This is especially true for facilities that manage sensitive information or dangerous substances and, for confidentiality or safety reasons, have off-limits areas that require security clearance.

Growth, the SimplyCast Way

Eliminate wait times for your visitors and keep track of everyone onsite with our Facility Check In use case. This solution combines the convenience of landing pages and QR codes to integrate seamlessly with existing hardware and personal devices, meaning you can keep track of all visitors at no extra cost.

Notable use cases include:

  • Emergencies.
  • Contact tracing.
  • Construction sites.
  • Exhibitions and attractions.
  • Security clearance.

The Features:

  • Generate QR codes to display in your reception area or otherwise around your site. Visitors and staff need only scan these with the camera app on their personal device for automated check in.
  • If your visitors need to fill out paperwork upon arrival, prepare a landing page where they can access these as digital forms.
  • Digital forms and questionnaires can also be used to determine whether staff and visitors have the clearance to enter a high-security area. Once completed, they will receive a confirmation that can be shown to front desk staff.

The Benefits:

  • Rather than implement various in-depth security measures, you can use one centralized system to keep track of visitors and staff, even across multiple facilities.
  • Hyperautomation keeps onsite records accurate. No risk of names being misheard or misspelled, and no uncertainty regarding whether (or when) individuals entered or left the premises.
  • Reduced check in times streamline the process for visitors, staff, administration staff, and security personnel, providing an improved, stress-free experience for all.  
  •  By allowing staff and visitors to use their own mobile devices, you ensure the digital check in system is simple and familiar.
  • Staff identity verification improves security, which is vital in any line of work. Keep your visitors and staff protected by knowing who is onsite and when. 

Actions for Success

  1. Generate a QR code for your site.
  2. Design a landing page to host check-in resources.
  3. Create a digital check in form or questionnaire.
  4. Build a sequence for staff and visitor entry to the facility. 
  5. Automate a clearance confirmation based on quiz/form responses.
  6. This clearance confirmation must be shown to security, reception, or administrative personnel (depending on your site's current check in processes) before staff or visitors can proceed.

Frequently Asked Questions

With our Facility Check In use case, Smart Governments can implement an automated check in system that leverages tools like QR codes, digital forms, questionnaires, and landing pages.

Visitors and members of staff can use their personal devices to check in simply by scanning a QR code on site. This will link to a landing page where digital forms determine the clearance level of each person based on a pre-set criterion. Visitors and staff must show confirmation to security or reception before entering.

Review your facility’s traffic at any time for an extra level of security. This solution generates automatic reports in real time as each person checks in and out.

There are many reasons. A digital check in system:

  • Improves security by monitoring who enters and exits the premises, ensuring that only authorized individuals have access. This monitoring is crucial for governmental facilities that host sensitive information and essential operations.
  • Aids with the facility’s evacuation or emergency response by providing an accurate list of all individuals onsite.
  • Streamlines visitor management by expediting services, especially during peak times.
  • Supports compliance with legal and regulatory requirements, demonstrating due diligence in protecting staff, visitors, and assets.

There are many important reasons why manual check in isn’t as efficient as an electronic check in system, but some of the most common challenges include:

  • Impact on team productivity. Assigning staff to repetitive tasks like check in is not optimal when there is a significant workload and can also impact (or even push back) work in other, more highly specialized areas to accommodate it.
  • Lengthy wait times for visitors and/or staff, especially during peak hours. A line at security clearance could prevent staff from entering the facilities necessary to complete their tasks, or prevent visitors from making it to, e.g., a meeting on time. This kind of delay would disrupt the day’s flow not just for the affected individuals, but quite possibly for the rest of the team as well.
  • By relying on busy clerical or security staff for manual check ins, organizations open the door to human error. Inaccurate records of who checks in and out and at what times aren’t just inconvenient, but pose a security risk.

By leveraging the power of hyperautomation, SimplyCast’s Facility Check In use case provides Smart Governments with many unique advantages:

  • Significantly diminishes the manual labor required for check ins.
  • By enabling visitors and staff to check in with their personal mobile devices, organizations can simplify the check in process and effectively remove wait times.
  • Digital forms and security confirmation requirements help Smart Governments safeguard their facilities and staff against unauthorized entry, security breaches, and disruptions.
  • Automatically generated reports keep a record of everyone onsite, when they checked in, and when they checked out. This is not only a valuable security tool but gives Smart Governments a fully accurate list of who is onsite in the event of an emergency or evacuation.

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