As organizations continue to evolve toward digital-first operations, efficient visitor communication and facility access workflows have become essential for security, compliance, and productivity. The Splan Virtual Assistant feature provides a simple yet powerful solution allowing visitors, delivery personnel, and contractors to directly initiate a video call from the facility’s kiosk to the appropriate host or onsite contact.

This in-house developed capability extends the functionality of the Splan Visitor Management System (VMS), ensuring seamless integration, centralized control, and secure data handling, all within the Splan ecosystem.

System Overview

The Virtual Assistant feature is designed to operate exclusively through Splan iPad-based kiosks, ensuring a controlled, consistent user experience and eliminating dependency on third-party video platforms.

Workflow:

1. The visitor selects the “Virtual Assistant” option on the kiosk screen.

2. The system identifies the configured host or designated facility contact (based on predefined configuration).

3. The selected contact receives an automated email notification containing a secure URL that initiates a browser-based video session.

4. Once the recipient clicks the link, the connection is established instantly, enabling real-time communication.

5. If the call is not accepted within the configured timeout period (typically 15–30 seconds), the session automatically terminates, and the kiosk returns to its home screen.

Key Technical Capabilities

• In-House Developed Video Engine
  The video call service is fully developed and managed within the Splan platform. This ensures tighter integration with Splan’s visitor workflows, consistent security policies, and reduced third-party dependencies.

• Email-Based Session Initiation
  The call invitation is triggered via a system-generated email containing a unique, time-limited session URL. This avoids complex user account requirements while maintaining traceability and access control.

• Lightweight Browser Interface
  Hosts and recipients can join calls through a standard web browser, no additional plugins or software installation required.

• Automated Timeout Handling
  To prevent idle sessions and maintain kiosk availability, the system enforces an automatic call termination if the recipient does not join within the configured timeframe.

Administrative Configuration Options

Administrators can customize several aspects of the Virtual Assistant workflow within the Splan configuration console:

• Host Assignment Rules - Define which employees, departments, or reception staff receive virtual calls.

• Timeout Duration - Configure the duration before call auto-disconnect (e.g., 15, 20, or 30 seconds).

• Notification Templates - Customize the content and branding of the email notification sent to recipients.

Operational Benefits

• Improved Response Handling - Visitors and delivery personnel can connect directly with the right contact, reducing lobby wait times.

• Reduced Staffing Dependencies - Facilities without a full-time receptionist or front-desk team can still manage visitor inquiries effectively.

• Scalable Deployment - Designed for multi-location support with centralized configuration and monitoring.

• Seamless Integration with Visitor Workflows - Works alongside existing Splan check-in, pre-registration, and security protocols.

Conclusion

The Splan Virtual Assistant feature brings intelligent, secure, and contactless communication directly to the facility’s front desk. By leveraging Splan’s in-house developed video call technology, administrators can improve response times, reduce operational friction, and enhance the overall visitor experience, all while maintaining full visibility and control within the existing VMS framework.

For further assistance, please reach out to Splan at sales@splan.com .