Know who is on site, and keep the record where the rest of the log lives.
The Visitors register is an optional add-on to an BastionOB licence. Visitors sign in and out at a guard desk or at a self-service tablet. Each sign-in and sign-out also becomes its own numbered entry in the occurrence book, and the two are linked.
What it does
It runs as an installable web app next to the book on your own server, so visitor details and photos stay with you.
- Guard desk. A guard signs visitors in, takes the photo with a USB webcam or the device camera, and signs them out.
- Self-service kiosk. A tablet where visitors sign themselves in and out. The sign-in screen shows a six-digit exit code (nothing is printed), and entering it signs them out again. A guard can be made to approve each visitor, and can sign anyone out from the on-site list.
- Linked occurrence numbers. The sign-in and the sign-out each get their own occurrence number. The sign-out names the sign-in, and the visit shows both.
- Your own wording. Write your own site rules, disclaimers and notices, and choose which ones a visitor must tick to accept. Each change is a numbered version, and each visit records the version accepted.
- Gates and vehicles. Start from the gate template to record the driver, their mobile number, the vehicle registration, make, model and colour, who they are visiting and why. Search the history by registration.
- Your own questions. Start from a security, gate or custody template and change every question.
- Who is on site now. A live list with a print-out for an evacuation roll call, a warning for people who stay longer than expected, and search and export for the history.
Photos
Kept for at least 180 days
The minimum is 180 days and your administrator can set it longer, because an investigation at your premises can start late. After that the photo is permanently deleted.
Visitors are told
The retention period is shown on the kiosk welcome screen and next to the camera at the guard desk, in plain words, using the number your administrator chose.
Legal hold
An administrator can place a hold on one visit with a reason, such as a case reference. The photo is then kept past its normal period until the hold is released.
Sealed like the book
Names, details and photos are encrypted in the database file with the same key arrangements as the book, and the register is covered by the built-in integrity check.
Honest limits
Please read these before you decide.
- A photo of a person is sensitive personal information. Check your own privacy and retention rules. BastionOB does not give legal advice and does not make your use lawful.
- The camera in a browser needs a secure connection (https), or the server computer’s own address. Tablets on your network need https set up on the server.
- Any camera that Windows and the browser can see should work, but we recommend you try your own webcam before you buy.
- Visitor details and the book entries stay for as long as the book does. Only the photos are deleted on a schedule.
- It does not scan ID documents, print badges or slips, read number plates automatically, or open gates and doors.
- It is available on the installed edition only, not in the demo.