A leading global auction house, required a robust visitor management solution to streamline its check-in process, enhance security, and maintain compliance with industry regulations. With a high volume of visitors across multiple locations, the auction house needed a scalable system to manage registrations efficiently while ensuring the safety of valuable assets, employees, and guests.

Specific Requirements:

• Automated Visitor Registration: Eliminating manual errors and expediting the check-in process.

• Enhanced Security: Strengthening security with watchlist management and access control measures.

• Compliance Adherence: Ensuring data privacy and industry-standard compliance.

• Scalability: Supporting large visitor volumes and peak-time management.

• Seamless Integration: Ensuring smooth operations with AD authentication, Outlook Add-In, and SSO.

• Operational Efficiency: Reducing administrative workload while maintaining high security.

The Challenge

The auction house faced multiple operational challenges, including:

• Manual registration inefficiencies leading to delays and data entry errors.

• Security vulnerabilities in managing high-profile visitors and safeguarding valuable assets.

• Regulatory compliance requirements, necessitating stringent visitor tracking and documentation.

• The need for integration with existing infrastructure, including Active Directory authentication and a kiosk-based check-in system.

Splan’s Tailored Solution for Security and Operational Efficiency

Splan Visitor Management System (VMS) provided a customized, scalable solution to address these challenges effectively:

Automated Visitor Registration

• Enabled streamlined pre-registration through employee and lobby ambassador (LA) logins.

• Integrated kiosk-based check-in/out, allowing visitors to self-register using QR codes.

• Provided bulk visitor upload options via CSV, reducing manual entry.

• Implemented automated notifications for visitor check-in and check-out, ensuring timely alerts via SMS and email.

Enhanced Security Measures

• Watchlist Management: Alerts triggered for flagged visitors.

• Visitor Approvals Workflow: Enabled admin and employee-based visitor approvals.

• Multi-day and Overnight Visit Tracking: Ensured controlled access for long-term visits.

Compliance and Documentation

• NDA and Custom Forms: Digital signature integration ensured regulatory compliance.

• Detailed Visitor Logs and Reports: Maintained accurate records for audits and security analysis.

Scalability and Integration

• Supported 4 lobbies, 4 kiosks, and 1 on-premises instance for seamless multi-location operations.

• Integrated with Active Directory (AD) for authentication and role-based access control.

• Provided Outlook Add-In and SSO for a streamlined visitor scheduling experience.

Key Benefits and Results

Splan's watchlist integration minimized unauthorized access, while access control ensured restricted entry to sensitive areas. Improved visitor monitoring enhanced security for high-profile guests. Pre-registration, automated check-in, and kiosk-based self-service reduced wait times and optimized visitor flow. Bulk uploads and tracking improved administrative efficiency. Compliance was reinforced with NDA signing, reporting, and visitor logs for audits. Overall, faster check-ins and automated approvals enhanced visitor satisfaction and communication.

Why Splan is the Ideal Choice?

• Industry-Specific Customization: Tailored for the auction industry’s security and compliance needs.

• Seamless Integration: Works with Active Directory, Outlook Add-In, and kiosk-based registration.

• Advanced Analytics: Provides insights into visitor trends and security threats.

• Scalability and Flexibility: Supports large visitor volumes and peak-time operations.

• Regulatory Compliance: Ensures industry-standard data privacy and security adherence.

Testimonial

“Splan Visitor Management has significantly transformed our operations. From enhanced security measures to a seamless check-in experience, the system has optimized our visitor flow and compliance processes. The integration with our existing infrastructure and easy scalability makes it an asset for our organization.”

Conclusion

The Splan Visitor Management System successfully strengthened security and operational efficiency at the auction house. By automating visitor registration, integrating with security systems, and ensuring compliance with industry regulations, Splan provided a safe and efficient environment for both visitors and staff. Its tailored solution addressed past operational inefficiencies and positioned the organisation for future scalability and security enhancements.