Clarity, control and consistency across sites
Before implementing our Systam Visit visitor management service, Neste visitors manually recorded their information on paper forms and signed a separate NDA agreement. The process appeared outdated for the visitors, and monitoring visitor numbers was difficult, nor were there any detailed statistics compiled on the visitors. In addition, the front desk was crowded at times, as it was necessary to place a call to every visitor to the person receiving the visitor.
With Systam, the entire visit path was made automatic from the invitation to the record of signing-off the visitor. With the help of the calendar integration in use, the calendar invitations generated in the personnel’s email messages seamlessly transfer the information of the invited persons to the system.
Neste wants to invest in the visitor experience, and Esko Koho, Real Estate Manager, considers automatic advance messages and notifications to be an important part of this experience.
”When the visitor receives instructions on how to reach us already before the visit, this creates a professional image of us. A feeling that we have truly taken these issues into consideration!
When arriving, the visitors can either sign in independently by using the self-service kiosks or with assistance provided by the front desk personnel. With the use of the QR code provided in the pre-arrival messages, sign-in only takes a few seconds. Signing of the electronic NDA agreement is taken care of at the same time, and it is automatically stored in the system.
“The visitors have been very satisfied. Also our security department has been very pleased with the ability to effortlessly generate the required reports from the visitor data.
The online service functions as a tool for the front desk and it has been considered to be very easy to use. The option for self-service also makes work easier during rush times. For larger groups, the visitor cards are often printed out beforehand at the front desk.
The Porvoo refinery also uses the Systam Pass safety inductions. It allows people visiting the area to go through the required safety training either in advance or on-site. This allows for automatic and documented reception and induction of guests.
Flexible partnership
Systam is considered at Neste to be the most extensive system in the field of visitor management, but a service that still, however, enables user-oriented development. Koho has felt that cooperation is smooth, and he also recommends Systam services to others.
“Systam has been quick to react to the requests we have made. The system is being actively developed which has been nice to see.”
