Life Cycle Of A Visitor

Visitor Request

MAX includes various types of visit request forms in order to accommodate the desk with security monitoring systems used by security gaurds and other staffneeds of our customers.  Often the information needed to determine fitness for access would be considered Personal Identifiable Information (PII) and this information must be protected.  As soon as visitor information is submitted to MAX the information is encrypted according to NIST standards both in transit and at rest. Visitor information is safer in MAX, than emailed or added to a spreadsheet and printed for security officers and guards. MAX visitor request forms enable a facility to safely collect the information about a visitor, using PII and saving time.

The Multi-Visitor request form allows a user to log into MAX and request passes for multiple people for the same event on a single form. First, the user enters all the information relevant to all members of the group: What, Where, and Why. Then in the second half of the form, the user can enter all the information about the visitors. The form is dynamic and allows the requestor to add as many additional persons as needed. This can also be used for a single visitor if the requestor chooses to only add one visitor.

The Visitor Invitation is another unique feature of MAX.  This enables a user to invite others to visit them at the secure facility.  The user will enter only basic information about the visitor such as name and Email address.  MAX will then email an invitation to the potential visitor who will be able to enter their own information and submit it directly into the system.  This way the PII is protected the entire time.  This is also helpful when large groups are being invited and this way the requestor does not need to type as much information into the system.

security code system to allow visitor access to another part of the buildingIt may be appropriate to allow visitors the ability to request a visit. Using visitor-initiated requests, a visitor can contact the organization in advance to get permission/schedule a visit. The visitor can enter their information into MAX ahead of time and request a specific person or department with whom they would like to meet. The person is then vetted through our systems automated background check capabilities. If the person does not get flagged during the vetting then their request will be routed to the person or a department rep who can accept the meeting, deny the visitor, or reach out to reschedule.

Approval

Each organization can have different processes of determining if a visitor should be granted access. Visitor management must follow the rules and regulations established by an organization.  MAX is easy to modify when internal policies, departmental policies, or government-wide policies dictate that a change is to be made.

By utilizing role-based access control, users are only able to get to the features and functions in MAX assigned to them by their roles. This enables security to delegate the responsibility of managing visitors to multiple people. Some people may be sponsors or requestors while other people will review and approve the requests. Users may access the features or data they need without having to travel to the visitor center or requiring several people to do the job of one person. These features help maximize the efficiency of a security team.


MAX gives customers the ability to automatically check multiple data sources at one time. This gives a security team all the info needed to make an informed decision before approving or denying a visitor. Approvers can also deny a single individual in a group without blocking the whole group.

Many organizations require individuals who are not US citizens to go through a separate process in order to be approved to visit. Even if the person is a US citizen but is representing a foreign-owned organization, special consideration needs to be made. The difference may vary depending on local security policies. These differences could require a separate designated approver or may involve additional steps and even different badge designs or designated escorts.
Visitor Vetting and Management Systems has these concerns in mind and designed MAX to be configured to manage foreign nationals according to your current policies or to help you implement new policies. Contact us to find out more about the options when managing foreign nationals.

Visitor Check-In

This is the most visible step in a visitor management process. Everyone is familiar with this step and for some organizations, this is all they have. Using MAX, the visitor arrives at check-in with all the preliminary work accomplished. Depending on your security regulations or business rules, the visitor only needs to present an acceptable form of ID and staff can print a badge. VVMS’ goal is to keep this step quick, easy, and stress-free.

Our staff has studied high volume visitor centers in order to design MAX with an efficient check-in process for a variety of conditions. When MAX is paired with the right devices to complement the organization’s screening process, users are able to get visitors through the gate quickly while still identifying and stopping those that may be a risk.

Visitor Vetting and Management Systems can offer badging stations tailored to your needs. We will train your staff to use visitor check-in forms designed specifically for your organization and quickly search MAX to find the visitor’s record and see if there is an approved badge or pass. The user can review that information, add any additional required information that hasn’t already been collected, and print the approved badge and get the visitor quickly on their way.

A Document Authenticator makes the process even faster by scanning an acceptable form of ID. The system will check for the person’s information in MAX add additional information and capture the photo from the ID all in a matter of seconds. The user will only need to print the badge.

Enhance your ability to check-in visitors using a mobile device. MobileMAX is ideal for guard personnel stationed at points of entry. It can also be used in the field to spot check individuals that have already entered the facility. Running a customized visitor and event management client on a mobile device allows for rapid deployment.

Organizations that chose to use kiosk’ for check-in are able to process larger volumes of visitors with less staff.  Allowing the visitor to scan their own ID, enter their own information, and take their own photo enables security staff to focus on the people and not the computer screen.  Watching the behaviors of those going through the check-in process can sometimes alert staff to a potential risk even when a background check can’t.  Typically, a single staff can assist multiple visitors at one time, thus exponentially increasing the efficiency of your workforce.  This enables security forces to handle higher volumes without additional staff.

Visitor Vetting and Management Systems will assist you in selecting a kiosk with everything you need to implement an effective yet secure self-check-in process.

Return And Destroy

Badges will have an expiration date that will be easily viewed by personnel. This will prevent people from using an expired badge to gain access to your organization. Organizations can require that badges to be returned. Returned badges can be checked into MAX and show that the visitor returned their badge and reports are available to show what badges may still be outstanding.

The expiration date of a badge is based on an organizations rules and requirements. The expiration date can be pre-set for short-term visitors, long-term contractors, and everything in between. Badges can be printed on self-expiring paper. This will allow badges to expire and not need to have the visitor return the badge.

Managing And Reporting

VVMS gathers visitor information to form a complete history. The data is real-time information that keeps organizations safe. All data is the property of the customer. The customer may access this data at any time. All data is stored is a single database that is designed to facilitate management reporting. Data is never deleted but stored and can be accessed forever making it easy to identify duplicate visitors and potential problems. The data that is collected based on an organizations rules and requirements. New fields of data collection can be changed based on organizations ever-growing needs. All data is encrypted with the highest level of security used by the federal government.

In addition to several canned reports, the end-user may define custom reports using the ReportBuilder tool that is delivered with the system. All the data may be exported as a CSV file for use in other applications. All of this can be done without the intervention of VVMS.
Common reporting includes:
• Numbers of badges issued to individuals (e.g. employees, contractors, visitors, etc.);
• Numbers by facility, if there is more than one;
• Number and reasons individuals were denied access;
• When and how long badges have been in use;
• When each person entered and exited the facility and any relevant restricted areas;
• Numbers and lists of individuals with access to each restricted area; and
• Audit attestation.
VVMS will configure all the canned reports required by the customer. Additionally, MAX includes a ReportBuilder that will allow the customer to build its own custom reports without the intervention of VVMS. End-user support will be able to assist with building custom reports using ReportBuilder if necessary.

Visitor Request

Approval

Visitor Check-In

Return And Destroy

Managing And Reporting

MAX includes various types of visit request forms in order to accommodate the needs of our customers.  Often the information needed to determine fitness for access would be considered Personal Identifiable Information (PII) and this information must be protected.  As soon as visitor information is submitted to MAX the information is encrypted according to NIST standards both in transit and at rest. Visitor information is safer in MAX, than emailed or added to a spreadsheet and printed for security officers and guards.  MAX visitor request forms enable a facility to safely collect the information about a visitor, using PII and saving time.

The Multi-Visitor request form allows a user to log into MAX and request passes for multiple people for the same event on a single form. First, the user enters all information relevant to all members of the group: What, Where, and Why. Then in the second half of the form, the user can enter all the information about the visitors. The form is dynamic and allows the requestor to add as many additional persons as needed. This can also be used for a single visitor if the requestor chooses to only add one visitor.

The Visitor Invitation is another unique feature of MAX.  This enables a user to invite others to visit them at the secure facility.  The user will enter only basic information about the visitor such as name and Email address.  MAX will then email an invitation to the potential visitor who will be able to enter their own information and submit it directly into the system.  This way the PII is protected the entire time.  This is also helpful when large groups are being invited and this way the requestor does not need to type as much information into the system.

It may be appropriate to allow visitors the ability to request a visit.  Using visitor-initiated requests, a visitor can contact the organization in advance to get permission/schedule a visit. The visitor can enter their information into MAX ahead of time and request a specific person or department with whom they would like to meet. The person is then vetted through our systems automated background check capabilities. If the person does not get flagged during the vetting then their request will be routed to the person or a department rep who can accept the meeting, deny the visitor, or reach out to reschedule.

Each organization can have different processes of determining if a visitor should be granted access. Visitor management must follow the rules and regulations established by an organization.  MAX is easy to modify when internal policies, departmental policies, or government-wide policies dictate that a change is to be made.

By utilizing role-based access control, users are only able to get to the features and functions in MAX assigned to them by their roles. This enables security to delegate the responsibility of managing visitors to multiple people. Some people may be sponsors or requestors while other people will review and approve the requests. Users may access the features or data they need without having to travel to the visitor center or requiring several people to do the job of one person. These features help maximize the efficiency of a security team.


MAX gives customers the ability to automatically check multiple data sources at one time. This gives a security team all the info needed to make an informed decision before approving or denying a visitor. Approvers can also deny a single individual in a group without blocking the whole group.

Many organizations require individuals who are not US citizens to go through a separate process in order to be approved to visit. Even if the person is a US citizen but is representing a foreign-owned organization, special consideration needs to be made. The difference may vary depending on local security policies. In some cases, these differences may be as little as a requiring a separately designated approver but may involve additional steps and even different badge designs or designated escorts.

Visitor Vetting and Management Systems has these concerns in mind and designed MAX to be configured to manage foreign nationals according to your current policies or to help you implement new policies. Contact us to find out more about the options when managing foreign nationals.

This is the most visible step in a visitor management process. Everyone is familiar with this step and for some organizations, this is all they have. A visitor arrives at a facility and needs to get through the gate. There can be a lot of anxiety at this step for the visitor. They are not sure what is going to happen and they may already be running late. With the busy schedules, many have today any amount of lost productivity could be bad for both the visitor and the sponsor who is idly waiting. Visitor Vetting and Management Systems goal is to keep this step quick, easy, and stress-free.

Our staff has studied high volume visitor centers in order to design MAX with an efficient check-in process for a variety of conditions. When MAX is paired with the right devices to complement the organization’s screening process users are able to get visitors through the gate quickly while still identifying and stopping the those that may be a risk. Talk to one of our reps about the options below or we can help you find what fits best.

Visitor Vetting and Management Systems can offer badging stations tailored to your needs. We will train your staff to use visitor check-in forms designed specifically for your organization and quickly search MAX to find the visitor’s record and see if there is an approved badge or pass. The user can review that information, add any additional required information that hasn’t already been collected, and print the approved badge and get the visitor quickly on their way.

A Document Authenticator makes the process even faster by scanning an acceptable form of ID. The system will check for the person’s information in MAX add additional information and capture the photo from the ID all in a matter of seconds. The user will only need to print the badge.

Enhance your ability to check-in visitors using a mobile device.  MobileMAX is ideal for guard personnel stationed at points of entry. It can also be used in the field to spot check individuals that have already entered the facility. Running a customized visitor and event management client on a mobile device allows for rapid deployment.

Organizations that chose to use kiosks for check-ins are able to process larger volumes of visitors with less staff. Allowing the visitor to scan their own ID, enter their own information, and take their own photo enables security staff to focus on the people and not the computer screen. Typically, a single staff can assist multiple visitors at one time, thus exponentially increasing the efficiency of your workforce. This enables security forces to handle higher volumes without additional staff.

Using a self-service kiosk can allow security to watch the behaviors of those going through the check-in process. Watching behaviors can sometimes alert staff to a potential risk even when a background check can’t. Visitor Vetting and Management Systems will assist you in selecting a kiosk with everything you need to implement an effective yet secure self-check-in process.

Badges will have an expiration date that will be easily viewed by personnel. This will prevent people from using an expired badge to gain access to your organization. Organizations can require that badges to be returned. Returned badges can be checked into MAX and show that the visitor returned their badge and reports are available to show what badges may still be outstanding.

The expiration date of a badge is based on an organizations rules and requirements. The expiration date can be pre-set for short-term visitors, long-term contractors, and everything in between. Badges can be printed on self-expiring paper. This will allow badges to expire and not need to have the visitor return the badge.

VVMS gathers visitor information to form a complete history. The data is real-time information that keeps organizations safe. All data is the property of the customer. The customer may access this data at any time. All data is stored is a single database that is designed to facilitate management reporting. Data is never deleted but stored and can be accessed forever making it easy to identify duplicate visitors and potential problems. The data that is collected based on an organizations rules and requirements. New fields of data collection can be changed based on organizations ever-growing needs. All data is encrypted with the highest level of security used by the federal government.

In addition to several canned reports, the end-user may define custom reports using the ReportBuilder tool that is delivered with the system. All the data may be exported as a CSV file for use in other applications. All of this can be done without the intervention of VVMS.
Common reporting includes:
• Numbers of badges issued to individuals (e.g. employees, contractors, visitors, etc.);
• Numbers by facility, if there is more than one;
• Number and reasons individuals were denied access;
• When and how long badges have been in use;
• When each person entered and exited the facility and any relevant restricted areas;
• Numbers and lists of individuals with access to each restricted area; and
• Audit attestation.
VVMS will configure all the canned reports required by the customer. Additionally, MAX includes a ReportBuilder that will allow the customer to build its own custom reports without the intervention of VVMS. End-user support will be able to assist with building custom reports using ReportBuilder if necessary.

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