Visitor management systems have become a crucial element of a comprehensive security strategy, aiding organisations in managing building access and tracking visitors. By enhancing front desk operations and offering a seamless visitor experience, these systems reduce administrative workload and streamline check-in processes.
Traditionally, businesses often rely on manual logs maintained by reception staff, which can divert resources from daily operations. To modernise these procedures, finding a solution compatible with existing systems is essential.
Enhancing visitor management
Managed with automation and centralisation, visitor management systems can handle pre-registration
Managed with automation and centralisation, visitor management systems can handle pre-registration, issue QR codes or mobile credentials, and notify hosts upon guest arrival. Everon recently faced the task of upgrading the visitor management system for a key client in the professional lawn care sector.
This client, with a workforce of over 10,000 across North America, transitioned to a new headquarters and needed an improvement from their traditional log-keeping methods.
Collaboration with Sharry
Everon collaborated with Sharry, a platform known for secure, cloud-based workplace management solutions. Sharry's adaptable visitor management system was tailored for the client's requirements, delivering ease of use and eliminating the necessity for a full-time reception staff.
Visitors can use existing devices, such as iPad tablets, for check-ins without downloading additional applications.
Sustainable and efficient check-in
Integrated with the client's Brivo access control, this QR code allows guests to access the premises
The Sharry system streamlines the visitor check-in process. After confirming an appointment, a visitor receives a guest pass email with meeting details and a QR code, auto-linked to Outlook calendar invites.
Integrated with the client's Brivo access control, this QR code allows guests to access the premises. The system immediately alerts hosts of their guest's arrival.
Features and custom branding
A self-service kiosk app offers unregistered guests a smooth check-in while verifying their information against a do-not-admit list. While not used in this instance, Sharry's system includes potential functions like automated parking and visitor ID scanning.
Custom branding enhances the guest experience, with all communications reflecting the client's brand rather than Sharry's own.
Data insights and analysis
The integration includes Insights, Sharry's analytics tool, which tracks visitor metrics and trends, enhancing management decisions. The tool forecasts peak visitor times and delivers customised reports automatically.
Successful implementation
This project's success, facilitated by previous collaborations between Everon and Brivo, demonstrated the adaptability of Sharry’s system. "The Sharry team were ready to jump in and help at any time to provide a seamless experience," noted Richard Kensky, Project Manager at Everon. Michal Čeřovský, COO and co-founder at Sharry, added that the project showcased their system's robustness and flexibility, with a three-week deployment turnaround.
The newly implemented solution exemplified swift deployment and effective cost management while enhancing security and compliance. Everon's collaboration with Sharry showcases the transformative potential of integrating advanced visitor management systems for modern organisational needs.
Visitor management systems can be an important component of a comprehensive security program and may help organisations 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 optimising front desk operations by streamlining check-ins and reducing administrative burdens.
Many organisations 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 organisations – and finding a solution that can integrate with existing systems is vital.
Visitor management system
Visitor management systems allow a business to centralise 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 the 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 customisable 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 utilised 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 organisation 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.
