A digital solution reduced manual work and improved safety
Sami Happonen, Senior Project Manager of Facilities and Security at DSV, has seen diverse practices in welcoming corporate visitors throughout his career. Those familiar slips of paper were still in use at their Vantaa headquarters until they gracefully retired in the spring of 2020. Now, visit invitations are easily generated by staff from their calendars. Automatic messages handle arrival instructions for the guest and notify the host when the visitor signs in at the self-service kiosk or with the front desk staff. Upon sign-in, a unique visitor badge is printed for the guest, and visit details are securely stored in the cloud.
Safety and risk management
Paper still has a place at DSV, but only for the use of visitor badges. The individual badge includes the guest’s name, visit time, and the host’s name. According to Happonen, this is a safety factor that helps identify which host is responsible for the visitor moving through the premises.
However, the key feature of the Systam Visit service is electronic data storage, enhancing not only data security but also physical safety. In addition to signing in, the sign-out feature assists the front desk in monitoring that everyone who entered has left the building. Comprehensive visitor data also aids in reaching out to individuals after their visit. Happonen highlights the example of the COVID-19 pandemic, which brought the need to inform about possible infections.
Systam Visit has also improved risk management and provided tools for crisis situations.
“The option for attention notification is a great feature. We have a crisis readiness team, and Systam Visit provides a way to reach all visitors in the building in an emergency by sending a message directly to their phones.”
Efficient service and collaboration
Good software operates in the background as planned, not making a fuss about itself. At least that’s what Happonen thinks. According to him, Systam Visit fulfills its role when visits don’t require any extra attention. The system has worked excellently, with no uncertainties or glitches. With a positive experience, DSV is considering expanding the service to new properties. The addition of Systam Pass, an induction service for visitors, has also sparked interest in safety inductions for visitors and other stakeholders moving within the property.
Happonen has found the collaboration and customer care to be pleasant.
“Systam’s approach to collaboration has been flexible and understanding. Sometimes, salespeople can be pushy, but communicating with you is not intrusive, but rather conversational. And that’s just right.”
