Having identified the fact that paper visitor books are useless in terms of data capture, non-compliant with PoPI and create the worst kind of impression on visitors, Kenai developed a solution to take advantage of the benefits that a digital version can provide.
“At Kenai, we looked at this process and realised several things,” explains Kenai’s James Lightbody. “Firstly, visitors like to be recognised when they return to an office building, they care about the first impression companies make as they enter the lobby. Secondly, various services surrounding the visitor journey/lobby (meeting rooms, catering, parking, deliveries etc.) were treated as entirely separate systems when in fact they were all linked. Finally, paper books are incredibly insecure and users get no assurance that their data won’t be used without their consent.”
The Kenai solution manages the entire visitor journey using facial recognition. From the time hosts set up a meeting, visitors are automatically sent an invite where they can pre-register before actually attending the meeting. Pre-registration facilitates data capture (and associated data privacy compliance), booking parking, induction procedures and more. On arrival, visitors are welcomed with an elegant iPad kiosk, with the company’s brand prominently on display. Features such as visitor agreement signing, automatic host notifications and various data privacy features are all dealt with on the kiosk in a simple and intuitive manner. Returning or pre-registered visitors are recognised, speeding up return sign-ins to under 10 seconds.
By integrating with other services, the Kenai system allows a company to book parking through pre-registration and automatically integrate with their parking management system, capture access card details at reception and tie the system into their access control. Catering and meeting room systems can even be automatically notified of a visitor’s arrival, integrating the entire visitor ecosystem.
“This is all enabled through a cloud-based architecture, which companies like RCS, Safair, Altron, Nedbank and many more have all embraced due to its scalability, security, simplicity of deployment, cost efficiency, ease of use and ability to integrate with other systems,” says Lightbody.
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