Visitor Management in Real Estate Development & Operations

CHALLENGE #1

Complying With Return-To-Work Guidelines

Processing over 2,000 visitors per month across its office towers and headquarters, expediting return to work was essential for Menkes and its tenants. At the time, getting people back into the office meant complying with strict regulatory guidelines. In addition to communicating COVID protocols to entrants, there was also a need to enable and streamline a COVID flow check.

The iLobby visitor kiosk offered an elegant solution. Visitors used the kiosk for a self-guided check-in in which they were given Menkes' protocols and prompted to complete the flow check requirements. Only once they completed the flow check could the visitor finish the sign-in.

As tenant engagement and positive interactions with guests are of the utmost importance, having the ability to do this independently, while alongside staff who could provide assistance if needed for those new to the technology, was a great combination.

The visitor kiosk easily met Toronto Public Health’s contact tracing requirements by automatically storing check-in data.

Screening and tracking everyone from office workers to 3rd party vendors like dock management, cleaners, and security. Digitizing records offered further benefits, assisting Menkes in the LEED program to reduce waste-generating COVID forms.

Another COVID-related concern was the re-usable visitor badges that were currently in place. iLobby replaced these with disposable stickers. The visitor management kiosk prints off these disposable badges as soon as the guest signs or scans in.

Finally, iLobby's touchless capabilities reduced the need for contact while simultaneously increasing speed for returning visitors. Through pre-registration, guests receive all the necessary prompts and submit all data on their phones, allowing them to complete sign-ins prior to arrival. The guests then receive a QR code which they scan on arrival.

CHALLENGE #2

Speed of Implementation

For many businesses, speeding up the return to work was essential for getting back on track. Putting tenant needs first, Menkes wanted to ensure its office towers could expedite a return to offices. As such, fast implementation of the solution was essential and was another deciding factor in selecting iLobby.

iLobby's visitor management platform is a turnkey solution. The visitor management software (VMS) arrives bundled with the kiosk hardware. Settings and customizations are ready-to-go out of the box, meaning all the end user has to do is plug it in and connect to the network.

The product is intuitive and user-friendly, requiring no training for visitors and minimal training for administrators. As such, it was possible to get the solution up and running faster than other options.

Throughout the process, iLobby remains very involved. With Menkes, there was ongoing communication from paperwork to shipping to implementation. The team ran start-up meetings to answer all questions, conducted follow-ups, and provided support throughout.

CHALLENGE #3

Automation of Property Management & Security Process

The iLobby solution automates manual processes that congest building and facility management practices. The system improves efficiency at both ends, aiding Menkes and its visitors. Return visitor speeds are faster with digital records and QR codes allowing return guests to process themselves quickly. These automated processes also free up Menkes personnel, allowing them to focus on other essential tasks.

Forms and documents are collected and stored automatically, following set rules. Menkes can set how long to store data and has the flexibility to add custom forms and documents.

Beyond efficiency, automation also enhances building security. It is easier to meet compliance requirements, visitor host notifications are streamlined, and security guards spend more time on personal interactions, improving efficiency for tenants and guests.