Since the beginning of the State of Alarm on 14 March, 2020 will undoubtedly represent a “before and after” in labour relations and relations between companies. Companies will necessarily have to undertake a vital adaptation process in managing their human resources focused mainly on risk prevention – with particular attention to the risk of contagion -teleworking, technology, and flexibility in labour relations.
The organisation of meetings
This article will deal with a standard process in a company that will undoubtedly change thanks to technology: the organisation of meetings.
Let’s start by outlining how the process of organising a meeting has gone so far. Usually, the organiser of a visit would send an invitation by email to the visitors. On the day of the visit, those attending the meeting would go to the organiser’s building and the reception desk. At this point, security staff would usually ask for each visitor’s identity document; this document would be scanned with a computer connected to the access system, or some details of the document would be captured by hand on a form. The reception staff would then call the organiser to communicate the arrival of the visitors, and finally, a badge, usually a proximity card, was given to each attendee.
This flow of visits concealed many inefficiencies that COVID has exposed:
- The time it took to register attendees at a meeting. A study by das-Nano confirms that the average number of attendees at a conference is 1.8 people. The average time to register a visitor by scanning their ID and giving them an access card is 6 minutes.
- Security staff did the verification that a visitor is who they say they are with a visual inspection; this check is rarely done, so the risk of a visitor not being the person invited is high. This inefficiency is not typical in most scenarios, but it becomes relevant when accessing a security facility.
- The company’s lack of awareness of the volume of visits being made and the time spent by its resources, employees and reception staff, in meetings.
- The management of the purchase and delivery-collection of proximity cards for visits was a hassle that involved a high cost for the company and significant administration resources (the card’s price is over one euro, many cards are never returned to reception, etc.).
dasGate offers a visitor management solution for the post-COVID era that eliminates all of these issues and adds other business benefits.
The process proposed by dasGate is as follows:
- The visitor receives an invitation from the organiser with a web link to pre-register: The user can do this from any device (smartphone, tablet, desktop).
- The visitor captures their identity document on their mobile phone and takes a selfie. Additionally, in the same web process, they fill in a customisable registration form that can include COVID questions.
- dasGate’s technology verifies the visitor’s identity and obtains the visitor’s identity document information by depositing the data in a web service that the organiser’s security personnel can access.
- Once the identity has been verified automatically, and in seconds, a biometric credential is generated and sent on sight. This access credential can be in a Biometric QR which makes it impossible for anyone other than the registered person to use it.
- The visitor arrives at the organiser’s building and can follow two paths.
- The visitor goes to reception and confirms their arrival. The security staff notifies the organiser.
- Goes to a dasGate kiosk and take a selfie. This team checks that this biometric corresponds to a visitor of the day and, after confirming that it is them, notifies the organiser using an automatic email. In this case, a reduction of the reception staff is provided.
- If the visitor arrives at the reception without the pre-registration, nothing happens. We provide tablets or registration kiosks.
- The visitor enters the building through a door or turnstile with their biometrics. This access is done with a contactless facial reader manufactured by dasGate in Spain.
- The exit of the visit is done in the same way as the entrance.
A complete solution of benefits for the organiser and for the visitor
- Remote or face-to-face registration
- No queuing at the reception
- No contact between visitor and receptionist
- Verification of visitor’s identity
- Elimination of scanner equipment
- Notification to the organiser
- Smooth visitor access
Advanced reporting to optimise resources
- Immediate return on investment
- Privacy and security
- Easy to install and use
- Integration with all access control systems
This visitor management solution can be integrated with any access programme the organiser’s company has and does not require any additional investment in access points other than the face readers themselves. Our technology, made in EU, already connects with manufacturers such as Dorlet, Digitek, Lenel, Genetec, Nedap, SMI Fichet, PYV-Zeit; and we are open to expanding this list of approved access systems.
Finally, this solution fully complies with the regulations set out in the General Data Protection Regulation, with the regulations of the Spanish Data Protection Agency and with the draft IA Regulation recently published by the European Commission, which aims to regulate the use of biometrics.
For more information, see our visitor management solution.