OCTOPUS VISITORS MANAGEMENT SYSTEM

Transcription

1 OCTOPUS VISITORS MANAGEMENT SYSTEM OCTOPUS is a new and innovative Physical Security Information Management system (PSIM), which combines a comprehensive security management software with a robust smart phone application, enabling organizations to effectively manage all their security, safety and logistical requirements from one place. The OCTOPUS Visitors, Suppliers & Temporary Employees Management System offers a comprehensive, intuitive and streamlined visitor enrollment process and user experience for both the inviting organization and the visitor, while removing the need for any special dedicated hardware and paperwork. The system can allow you to background check visitors before they even arrive at your gates. The OCTOPUS Visitors Management System offers benefits to organizations in various vertical markets, such as: critical infrastructure, government facilities, airports & seaports, manufacturers, universities and schools, corporate offices, insurance companies, banks, hotels, hospitals and more. The system is comprised of three main user interfaces: A control center for the organization s different reception locations and security managers A web portal for employees to invite visitors A user mobile application for the guard/employee for inviting and scanning visitors

2 The system enables the organization to control all the visitors, temporary employees, suppliers, and contractors entering and exiting the facility. The OCTOPUS system is hosted on the Cloud and utilizes encrypted communications, removing the need for a dedicated physical server, and saving the organization costs on expensive IT equipment and enabling a unified database and multi-sited visitor s system. The system can be also installed locally on-premises if requested. The OCTOPUS Visitor s Management System enables organizations to customize and enforce their visitor enrollment and entrance process whether it is complicated or simple. All the visitor processes are computerized using the newest technology, including: The invitation process Visitor enrollment Visitor data collection Different types of visitor profiles Terms and conditions signing Visitor monitoring and more

3 VISITOR INVITATION PROCESS The visitor invitation process uses advanced software to control access by visitors to secure facilities and to allow authorized employees to invite and give permissions for the access of visitors, suppliers, contractors and temporary employees to the organization. The system controls all stages and aspects of the visitor invitation process including: Allowing authorized employees to invite visitors and enter their details from a mobile phone or the web portal Sending SMS and with meeting details, QR code, and navigation link to invited visitors Allowing the reception host to verify the visitor with the QR code and scan the visitor s ID to register visitor details and photo Scheduling meetings on employee calendars Creating visitor badges to enable identification and access to specified areas Digitalizing terms and conditions forms for visitor signature Option for background checking potential visitors to screen for criminal records, etc. TEMPORARY EMPLOYEES The OCTOPUS Visitors System can permit authorization for contract employees to register their time and attendance for calculating their pay. This module is designed for organizations with multiple sites, enabling them to manage temporary employees between many company sites on the same system

4 VISITOR MANAGEMENT FEATURES Mobile notification when visitation time is exceeded Different graphical display for different visitor types and statuses in the organization Calendar view of scheduled visits Flagging for security background screening Hierarchical visitor authorization levels Require escort to sensitive areas Blocking access to mobile device camera for sensitive organizations Visitor vehicle license plate management Managing visitor denial lists Deploy mass notification to alert visitors in case of emergency Visitor history Generate visitor reports and statistics SELF-SERVICE KIOSK Self-service kiosk running on a tablet allows visitors to complete the registration process by themselves. Kiosk presents to them the organization s Terms and Conditions for entrance according to the type of visitor (applicant, contractor, supplier, etc.) for them to sign on the tablet. The digital signature is then saved. They can also take their picture and have a badge printed for them.

5 VISITOR SYSTEM MOBILE APPLICATION The system comes with a native mobile application (Android or ios) for two types of users: Employees - Can invite visitors straight from their smartphone, see meetings they have scheduled, and view past or overdue meetings Security reception - Can scan visitors QR codes to view their details, validate meeting dates and times, view visit history, and see if a visitor has been denied access SYSTEM SUPPORT & WARRANTY OCTOPUS Systems employs its own support center and offers 24/7 support for any location worldwide, in any time zone. INTEGRATIONS Gates, swing-doors, turn-styles and access control systems to enable authorized users to enter with their issued badges LPR - License Plate Recognition System, to enable authorized vehicle management and access ERP/CRM/HR systems to transmit in real time the time and attendance working hours of temporary employees/contract workers to HR system for wage calculation Screening data sources for receiving criminal records, sex offenders and other watch lists OPTIONAL HARDWARE Multi-language ID scanner Rugged kiosk tablet Handheld barcode scanner Badge/label printer Gate/turnstile controller with barcode reader

6 THE ADVANTAGES OF THE OCTOPUS VISITOR MANAGEMENT SYSTEM Unified visitor database for a multi-sited common operational picture Handles all aspects of the visiting process, from invitations and scheduling to security and temporary employee management Different types of profiles for different types of visitors - corporate/personal visitors, suppliers, contractors, temporary employees Leverages existing mobile phone infrastructure, saving costs, and allowing easy access by authorized employees, management, and security personnel Communicates with all security and reception staff and manages visitors across multiple locations from one system Integrates with existing technology, saving on software and hardware expenses and utilizing outside data sources to screen visitors more effectively { Cloud-enabled web-based system, secure and easy to install, implement and maintain, reducing costs and dependence on complicated costly IT infrastructure and personnel. Available any time - anywhere.