How Two Different Companies Solved Their Visitor Management Challenges in 48 Hours

It's rare to encounter two organizations facing similar challenges in completely different contexts, yet that's exactly what happened when two companies reached out to us within 48 hours of each other. As a business manager, I've seen numerous visitor management implementations, but these parallel cases offered a unique perspective on how one system can adapt to distinctly different needs.

Understanding Distinct Client Needs

When Sagro's facility manager called us about their departing receptionist, the urgency in their voice was clear. As a major infrastructure and construction company in the Netherlands, they couldn't afford a gap in their visitor management. Meanwhile, Veldeman Group, a global leader in modular infrastructure solutions, was struggling with an outdated system that had essentially become unusable overnight.

Here's where it gets interesting: both companies needed solutions fast, but their requirements couldn't have been more different. Our first client needed to transition from a human-centric system to a digital one while maintaining strict construction site safety protocols. The second client, on the other hand, required a system that could handle multi-facility access management while preserving their existing hardware investment.

"The key wasn't just understanding their technical requirements," I remember telling my team, "but really grasping how their operations worked on the ground."

* Construction site workers

Technical Implementation: A Story of Two Approaches

For the first client, we went with a fresh deployment of an Android-based kiosk system. Their construction environment demanded robust hardware that could handle dust, occasional vibrations, and high traffic (the third one is totally true). We customized the interface with large, clear buttons for check-in and check-out—essential when users might be wearing safety gloves.

A practical example: When a contractor arrives at the client's site, they're greeted by an intuitive interface that not only registers their presence but automatically triggers safety protocol notifications to relevant site managers. This was crucial for their operation, where knowing visitor locations could be a matter of safety.

The other client's situation required a different approach entirely. Their existing hardware was actually quite capable—it just needed the right software. Through remote implementation via TeamViewer, we repurposed their current setup with our system, enabling features like Active Directory integration and enhanced QR code scanning through their existing cameras.

The Technical Nitty-Gritty (For Those Who Love Details)

For my fellow tech enthusiasts, here's what made these implementations particularly interesting.

At first client, we developed a comprehensive integration that went far beyond basic check-in functionality. The emergency protocol integration we built doesn't just log visitors; it creates a dynamic, real-time safety ecosystem. When a site emergency is declared, the system automatically generates lists, ensuring site managers know exactly who needs to be accounted for. The real-time visitor location tracking works across multiple construction zones, using a sophisticated mapping system that updates as visitors move between areas. This was particularly crucial for their large-scale infrastructure projects, where knowing who is where can be critical during safety incidents.

The automated security notifications we implemented operate on a smart escalation protocol. What's particularly clever about this setup is how it integrates with their existing site safety systems—when a new safety protocol is implemented in their main system, our visitor management solution automatically updates its requirements for visitor check-in.

For the other client, we took a completely different technical approach. Their existing Windows 10 infrastructure actually provided an excellent foundation for advanced features. We optimized their platform to handle complex access control requirements across multiple entry points while maintaining system responsiveness.

The Active Directory integration we developed goes beyond simple user authentication. It synchronizes in real-time with their organizational structure, automatically updating access permissions when employees change departments or roles. Perhaps most satisfying was how we enhanced their QR code processing. By adding a new scanner with their existing hardware, we implemented advanced image recognitions that improved scan accuracy.

First Solution:

• Custom-built emergency protocol integration
• Real-time visitor location tracking with zone mapping
• Automated security notifications
• Integration with site safety systems

Second Solution:

• Windows 10 platform optimization
• Multi-point access control system
• Streamlined Active Directory integration
• Enhanced QR code processing using existing hardware

* Visitor management system default reception

Results That Speak Volumes

The impact of these implementations went far beyond just solving the immediate challenges. At first client, the 100% visitor tracking accuracy wasn't just a number; it represented a fundamental transformation in how they managed site safety. The ability to instantly generate a list of all visitors in affected areas helped them conduct a swift, orderly evacuation drill.

The reduction in check-in time to under 45 seconds might seem incremental, but multiply that by hundreds of contractor visits per week, and you're looking at significant time savings. More importantly, this efficiency didn't come at the expense of security—each check-in still goes through all required safety protocols, just more smoothly.

The second client's success story took a different shape. Their hardware repurposing strategy didn't just save money; it demonstrated how thoughtful system design can breathe new life into existing infrastructure. The remote deployment was particularly impressive because it happened during their peak operation hours with zero disruption to their daily activities. Within the first week, they were already seeing improvements in visitor flow management across their facilities.

What really stands out in both cases is how the systems continued to evolve after implementation. The first client has since used the visitor data to optimize their contractor scheduling, while the other discovered they could use the system's analytics to better plan their facility staffing levels. These kinds of unexpected benefits often emerge when you implement a flexible, well-designed system.

Personal Recommendations for Facility Managers

Having overseen both these implementations, I'd offer these key insights for facility managers considering similar transitions:

1. Don't assume you need to replace everything. Sometimes, like in second client's case, existing hardware can be repurposed effectively
2. Consider your environment first. The first client's construction setting required different hardware considerations than the other's office environment
3. Think about future scalability. Both clients are now exploring expanding their systems—first one into additional construction sites and the other one into employee management

* Facility manager on a meeting

What to do next?

What makes these implementations particularly satisfying is how they demonstrate the versatility of a well-designed visitor management system. Despite facing different challenges—from construction site safety to multi-facility access management—both companies found their solutions within the same system architecture.

For facility and ICT managers reading this, the key takeaway isn't just about the technical capabilities of a visitor management system. It's about finding a partner who understands that every facility has its own unique challenges and requirements. Whether you're dealing with a sudden staff departure like the first client or a legacy system failure like the second one, the right solution combines technical excellence with a practical, on-the-ground understanding of your needs.

A final thought: In both cases, success came not just from the technology itself but from taking the time to understand each client's unique operational environment. As one of our engineers noted during the first client's implementation, "We're not just installing software; we're building operational infrastructure that people rely on every day."

Looking to modernize your visitor management system? I would be glad to talk about how we can help you tailor a solution to meet your unique requirements. Ultimately, as these examples illustrate, no two implementations are identical—and that's precisely how it ought to be.