What systems do people use to digitally record and chase Staff Temp/Contractor Building passes?

For Visitor Passes we only have a paper-based system at present and are experiencing a huge number of non-returned passes which is causing irritation to the building managers who provide them. We would prefer a digital form of tracking these. Does anyone have a really good system that’s really simple to use?

These responses below are from members of our FOH Managers Forum members….

• We use a paper-based system. Staff sign cards out at reception and when they are not signed back in by 12:00 pm the following day, we chase the staff member who signed it out. If the card is not returned, we place a charge against their personal receivables.  We transfer the info from the sign in sheets to an excel spreadsheet every evening which makes it easier to maintain.
• There was a great bar code system which printed off paper visitor passes for an event in recently, they used Vicintee  but haven’t used it ourselves yet.
• This has always been a problem for us, the more people work from home part of the week the less they seem to be remembering their passes. We send reminders out the next day to staff that haven’t returned passes – we can also have them deactivated after a certain amount of hours. Of course it all depends on your set up, we have landlords that control our ground floor reception, but we issued temp security passes from our main reception. Unfortunately there doesn’t seem to be any easy answer to this age old problem.
• I have created a temp access pass log and stored it in our reception group on Teams, so all reception staff have access to this and anyone can update the log and it is live at all times. I have then set some formatting so when you sign and card certain boxes changes colour making the log slightly more visual, excel is great for searching for a card, type the digits into the search box and bingo.Green when a card is signed out, red once it has been returned and yellow for an emailed person or suspended card, all automated by set conditional formatting.
  Tues and Thurs afternoon one of the reception team review the doc and chase by sending an email first, if we  receive nothing back by the following chase day (Tues or Thurs) the card is suspended.
• I just use an Excel spreadsheet, take people’s names & date and then I start chasing them the next day and then every day until they relent!
• There are many digital solutions available to track staff/contractor building passes. Some popular ones include:
  Google Forms: You can use Google Forms to create a digital pass request form and track the passes digitally.
  Microsoft Excel: You can create an Excel sheet to record and track the passes and their usage.
  Airtable: a cloud-based database management tool that can help you organize and track your passes.
  Trello: Trello is a project management tool that can be used to track and manage staff/contractor building passes.
  JotForm: an online form builder that you can use to create a custom form to request and track building passes.

Have a look at our members reviews on the equipment for large hybrid meetings.

What are forum members solutions to meeting room reservation systems with automated occupation signs?

See what Meeting Room Software London’s big corporations are using…

See all our RECEPTION REVIEWS AND DISCUSSIONS

Have a look at our latest jobs, RECEPTIONIST NEEDED