How to Safely Grant Temporary Physical Access at Your Facilities

The challenge of granting short-term access to visitors and contractors has long been a point of friction for industrial properties and commercial facilities. Whether it's a vendor coming in for a day or a contractor on-site for a week, the task of ensuring they have the appropriate level of access—without compromising security—has always been fraught with complexities.

Today, as workplaces are subject to heightened scrutiny through audits and compliance checks, the need for a more sophisticated, automated solution has never been more urgent.

The Visitor Management Gap in Traditional Access Control Systems 

Traditional methods often involve cumbersome paperwork, manual verification, and a constant tug-of-war between security and convenience. This tension not only consumes valuable time but also leaves room for error, creating vulnerabilities that can be exploited by unauthorized and/or unverified individuals.

One of the most glaring shortcomings in most facilities’ physical security systems is the gap in functionality between Access Control Systems and Visitor Management Systems. While access control systems can effectively manage employee access, it often runs in a silo, isolated from the Visitor Management Systems that handle contractors, guests, and other temporary personnel. This gap is more than just an inconvenience; it's a critical vulnerability. 

The Solution: Bridge the Gap with SecurityOS

SecurityOS — the latest addition to iLobby’s FacilityOS platform — is a Physical Identity and Access Management (PIAM) solution designed to solve the gap between Access Control and Visitor Management Systems, allowing you to securely grant temporary visitors short-term physical access to your facility. 

Working in tandem with VisitorOS and your Access Control system of choice, SecurityOS employs intelligent, rule-based workflows to automate the entire process of granting temporary access. For example, you can set rules that automatically grant certain levels of access based on the type of visitor—be it a contractor, vendor, or guest. This reduces the possibility of human error in granting access and ensures that only authorized individuals can enter specific areas. 

One of the standout features of SecurityOS is its ability to supply a comprehensive digital audit trail. This feature offers complete transparency into who has been granted access, when, and to which areas. In an environment where audits and compliance checks are becoming increasingly common, this level of detail is invaluable. 

The Benefits of Granting Short-Term Access with a Dedicated PIAM System

Benefit #1: Speed Up Access Without the Hassle 

Imagine this: It's Monday morning, and you have a team of contractors arriving to start work on a new project. Your front desk is swamped, phones are ringing, and amidst all this, your staff are flipping through binders and spreadsheets to figure out who gets access to what. Confusion reigns, work is duplicated, and the clock keeps ticking. Sound familiar? Traditional methods for visitor access are not just time-consuming; they're a logistical headache that often leads to repeated work and confusion. These inefficiencies slow down operations and incur added costs as staff are pulled away from their core tasks to manage visitor access. 

SecurityOS tackles this issue by automating the issuance, tracking, and management of visitor identities. This not only speeds up the process of issuing and granting access, but also reduces errors, leading to cost savings. The streamlined operations minimize confusion and cut redundant tasks, allowing your team to focus their time and resources more effectively. 

Benefit #2: Make It Safe, Make It Foolproof 

Manual processes for visitor access are not just cumbersome; they're prone to human errors that can lead to significant security risks. Consider a scenario where, in the hustle and bustle of a busy day, a staff member mistakenly grants a visitor access to a restricted area. By the time the error is caught, the visitor has had the opportunity to roam freely, posing a real security risk. 

SecurityOS mitigates such vulnerabilities by employing intelligent, rule-based workflows. These workflows automate the process of granting access, ensuring that permissions align with predefined rules. This not only reduces the possibility of human error but also fortifies your facility's security measures. The result is a more secure environment where the risk of unauthorized access or other security breaches is significantly reduced, giving you greater peace of mind. 

Benefit #3: Keep an Eye on Every Move 

Traditional systems for visitor access often fall short when it comes to tracking and auditing. Imagine trying to piece together who had access to a sensitive area last month, only to find that the paper logs are incomplete or that the digital records don't supply the level of detail you need. This lack of oversight makes it difficult to conduct effective audits or reviews, leaving gaps in your security measures. 

SecurityOS addresses this challenge by supplying a comprehensive digital audit trail. This feature offers complete visibility into who has been granted access, when, and to which areas of the facility. The result is a new level of compliance automation and accountability that not only allows for more effective monitoring but also makes auditing a straightforward process. With this enhanced visibility, you can strengthen your overall security measures, ensuring that your facility remains a secure environment. 

A more streamlined approach to physical identity and access management

SecurityOS is the natural next step for iLobby — a thoughtful solution to a complex challenge that has long been a concern for facility managers and security professionals. It integrates efficiency, safety, and visibility into a single system, offering a more streamlined and accountable approach to physical identity and access management. For those who have already found value in our other FacilityOS modules – VisitorOS and EmergencyOS – SecurityOS will feel like a natural extension, bringing even more robust features to enhance your facility's security. It's not just about filling gaps; it's about providing a more cohesive, efficient, and secure environment in a world where these qualities are increasingly important.

Book a demo today to explore the full range of SecurityOS features and benefits.