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Customer call – Can we manage regular vehicle inspections with the Visitor Management software? What the….

06th March, 2018
Natalie Fort
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This one came as a surprise, My first response was I really don’t think the visitor management software has been designed to manage vehicles and the recording of inspections. We have a module that will allow the management of the keys being issued to an employee or contractor so we can electronically go back and see who was driving the vehicle 3 weeks ago at 10am on Wednesday but we do not have any way to track the servicing of the vehicles.

An existing customer needed a way to manage a dozen vehicles in the fleet, including the regular servicing of the vehicles, we chatted about the fact the the visitor management system did not have a vehicle maintenance module but the customer wanted to see if it could be done so they did not have to manage in spreadsheets. The more we talked about the problem the more we started planning how the visitor management system could be used for the management and reporting of vehicle maintenance and more.

Amazing what can be achieved when you let your mind wander outside of the norm and get creative. 

In the end it was quite simple, much simpler than I had imagined. Certainly worthy of a blog to tell others how easy it was to set up. The plan came together, our combined thoughts created the ability to not only track the servicing of the vehicles, we also built out reports and reminders to ensure vehicle inspections were never late again.

 

Looking to introduce Visitor Management Software to your business?

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About the Author
Natalie Fort has been involved in Sales and Marketing for the past 25 years, with the recent 5 years focusing on Visitor Management, Contractor Management and Induction Management, initially assisting office, manufacturing and general business create more secure visitor management solutions removing illegible paper based solutions providing detailed evacuation reports for better compliance. Today we assist companies to manage employee and contractor compliance and evacuation management on single and multiple locations with customers in Australia, New Zealand, United Kingdom, United states, Canada and through the entire Asia Pacific.
This entry was posted in asset management, key management, vehicle management, on 06/03/18 by Natalie Fort
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Do you need help keeping track of company cars, keys, tools, laptops?
23rd May, 2019
Natalie Fort

When completing a recent customer review for our Visitor Management System I was surprised to hear that their 2nd favourite feature was the “Asset Management” module. Most new customers are not looking for an electronic log for assets when they come to us with their initial requirements for Visitor Management but are always pleasantly surprised to find it’s an added feature available at no extra cost. Visitor Managements Asset Management module makes it easy for your organisation to manage inventory of assets and takes the hassle away from tracking where […]

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01st Feb, 2019
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Safety and Security Concerns in our Aged-Care Facilities…..
06th Jun, 2018
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Are we really looking after our most vulnerable loved ones? We certainly don’t want to see our elderly locked up in aged care facilities or retirement villages but are the current security measures failing to keep them safe? With over 1 million people in Australia receiving aged care services and this number is expected to rise to more than 3.5 million by 2050, more and more facilities are taking steps to assist with the following concerns; Theft and Intrusion – with hundreds of visitors coming and going each day and […]

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Opera Australia Managers Contractors and Assets from Sydney Harbour
08th Mar, 2018
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As Opera Australia prepares for the new production of Puccini’s La Bohème on Sydney Harbour, they not only have to work with the challenges of constructing a spectacular over the water stage but also make snow fall from the sky on Sydney Harbour (yes, really!) If this isn’t challenging enough they also have 100’s of employees, contractors and assets to manage from the temporary outdoor venue. For the past 3 years Opera Australia has engaged Time & People to assist with Visitor, Contractor and Induction Management to help manage who is arriving […]

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It’s time to upgrade your manual sign-in register…
12th Jan, 2018
Natalie Fort

You know you have said it before, but now is the time to make the change and make 2018 the year to upgrade your old manual sign in books with an automated Visitor Management System. An automated Visitor Management System takes the hassle away from your current manual process and will free up time at reception and many other administrative roles and departments allowing them to focus on more important revenue raising tasks. A Visitor Management System will replace the old carbon copy books to sign in visitors but it […]

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Why your school should have an automated Visitor Management Solution…….
16th Aug, 2017
Natalie Fort

Safety and security starts with knowing who’s on-site. Is your school still using a manual paper sign-in system for visitors, casual staff, volunteers and contractors?   First impressions count…. and with an automated sign-in system you can customise and brand your sign-in kiosk by using multiple images and/or a logo on a rotation. It’s simple enough to change your images for a special event or festive season. Many schools have already made the move from manual paper sign books, not only because it is quicker and easier, saving time and […]

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Key register management with Visitor Management software
27th Jul, 2017
Natalie Fort

Key management? if you manage keys you know what this is about. Have you ever heard “who had the key last” or “where is the key” or “I cant read what is written on the key register, I don’t know who has the master warehouse key” or “when is the key due back” All of these problems disappear as soon as you have access to an electronic key register as part of your visitor management software. You can actually manage any item you issue that you expect to be returned […]

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3 tips for tracking assets given to an employee, visitor or contractor
01st Aug, 2016
Natalie Fort

Issuing assets happens every week in most businesses and in most cases the issuing of an asset is unrecorded. Assets can be as simple as keys or cards where you may give the key to the server room to a contractor to do some work for you may give an access control card to a visitor to have access through your building. Common asset groups include…. Cards Keys Meeting room equipment Vehicles Radios PPE equipment I walked into a school recently and watched the admin person turnaround and open a […]

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Asset Management – How many keys do you manage?
18th Sep, 2015
Natalie Fort

While training an existing customer recently on the Asset Module and its functionality I was surprised to discover Philip (based in the UK) had been managing over 300 sets of keys manually for years along with hundreds of other assets. Can you imagine…..how many keys do you manage? Philip works for Christ Church Oxford Christ Church Oxford is officially the oldest building using WhosOnLocation Visitor Management software – Christ Church was originally founded by Cardinal Wolsey as Cardinal’s College in 1524. The college buildings took over the site of St. […]

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How can I track an asset given to an employee, visitor or contractor?
14th Sep, 2015
Natalie Fort

Issuing assets happens every week in most businesses and in most cases the issuing of an asset is unrecorded. Assets can be as simple as keys or cards where you may give the key to the server room to a contractor to do some work for you may give an access control card to a visitor to have access through your building. Common asset groups include…. Cards Keys Meeting room equipment Vehicles Radios PPE equipment I walked into a school recently and watched the admin person turnaround and opened a […]

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How does Asset Management fit into Visitor Management?
14th Jun, 2015
Natalie Fort

The Asset Module has been extremely popular in buildings where access control cards or keys to doors need to be managed. If these assets are managed manually in your building you may want to consider going electronic. I was only visiting a school this week where I watched  an employee walk into the admin office ask for the keys to a vehicle  that was a shared vehicle only to see the keys handed over with no  recording of the event either manually or electronically. When a speeding or parking ticket […]

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