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Digital transformation in estate environments

Even though we have been discussing digital transformation for over a decade, many people still do not fully understand its core value. Simply put, before digital transformation, digital activities were confined to administrative departments and did not involve users.

In a visitor management scenario, the process involved on-the-spot registration, where the receptionist or guard managed all the necessities, providing credentials for entry and exit. Visitors and hosts did not play any roles because there was no pre-registration, invitation, or responsibility for access rights in the administration system. Digital transformation has brought all users into digital processes across every industry and activity, interlinking activities and crossing industry boundaries. This complexity leads to significant changes in previously established workflows.

The popularity of location-based super apps is surging as building owners and property managers discover their numerous advantages. These apps streamline and offer numerous advantages.

Streamline Security for Visitors and Contractors

Digital systems, such as those provided by timeTec, available through Regal Security Distributors, streamline entry/exit processes by quickly capturing essential information such as names, identity numbers, contact details, car registration details and purpose of visit, often through a self-registration link, handheld device or tablet. The benefits of capturing this information are multifaceted. It creates a digital log of all visitors for security purposes, which is crucial in emergencies or for investigative purposes. It also allows for pre-registration of guests to expedite entry, and the ability to issue visitor QR codes that enhance security measures.

Moreover, the data collected can be analysed to understand visitor patterns and improve facility management. Overall, this software enhances operational efficiency, strengthens security protocols, and provides a record that can be invaluable for compliance and reporting purposes.

By implementing a centralised system, contractors can register online before arriving onsite, providing necessary documentation such as qualifications, insurance, and safety certifications. This pre-registration helps verify credentials in advance and ensures compliance with industry regulations.

Once registered, contractors can be issued digital access passes, which can be scanned at entry points to allow or restrict access to certain areas based on their role or task. This system enhances security by ensuring only authorised personnel enter sensitive areas, and allows for real-time tracking of contractor locations for safety and coordination purposes. Additionally, the software can automate notifications for contractors who are still on site and have overstayed based on their allowed working hours onsite.

Communication

Posting announcements can be carried out anywhere and anytime, via the web portal or mobile app. Attachments can be added to the announcements to provide even further clarification to residents.

iNeighbour, from timeTec, has the perfect solution for two-way feedback, enabling both estate management and residents to communicate on issues, provide feedback on status, and announce resolution. Weekly or monthly reports can also be generated to justify the work done, reduce disputes, and facilitate the process.

Automate tasks

Management can create facility booking slots via the digital system. Eliminating mounds of paperwork, lost pens, mistakes and more. Digital systems provide the added benefit of automatic or manual approvals for each booking. The system even offers advanced settings to prevent misuse of the feature.

Paper-based forms are possibly one of the most troubling issues facing both management and residents – they are usually hard copies that residents are required to spend time completing. Digital systems and apps allow for form customisation, submission, analysis and reverts, and a lasting record of the issue.

These are just a few examples of how digital systems can automate tasks via the 30+ features built into one super app.

It is obvious that app development is moving forward from simple to more complex super apps. In a trendier way, app owners like to refer to these digital solutions as ‘building an ecosystem’. Once downloaded, a super app puts all the icons, scrollable and expandable systems with sub-categories, right into the hands of residents and managers.

The ecosystem covers daily home and work activities, such as work-from-home clocking, face recognition in the office, cashless and touchless car parking, access control for doors, turnstiles and elevators, tenant management, facility booking, visitor management, guard patrolling and surveillance, smart home and smart office automation and security, property accounting billing and payment, facility maintenance, a community ‘near field commerce’ set-up, and much more. All the scenarios are taken care of in digital systems purpose-built for office towers, government buildings, shopping malls, hospitals, schools, residential buildings, etc., to ease the journey of digital transformation.

Digital systems are also more secure than analogue and paper-based systems. With up-to-date firewalls, password protection and system encryption, digital systems can record the necessary personal details, while remaining GDPR and PoPIA compliant.

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