Access control: the importance of knowing who is in your company in real time

Knowing who is in the company at any given time is not just a matter of monitoring visits, but a crucial element to ensure safety, operational efficiency and compliance with regulations.

Having a clear and immediate view of attendance allows security personnel, doormen or administrators to control access and intervene from any station or connected device, offering flexibility and speed of action. This is essential to manage critical situations, protect sensitive data and improve the management of spaces and operational flows.

In this article we will see why it is essential to know who is present in the company in real time and what concrete advantages this ability can offer.

 

 

Why monitor attendance in real time?

1. Security and emergency management

In the event of emergencies such as fires, evacuations or other accidents, knowing who is present in the company is essential to guarantee everyone’s safety. A real-time monitoring system allows you to:

• Check who has entered and exited.
• Provide security managers with an updated list of people present.
• Facilitate the intervention of rescuers, speeding up the rescue and reducing risks.

2. Regulatory compliance

Many regulations, such as GDPR or those on workplace safety, require that companies track access and ensure adequate control over entries. A system updated in real time allows you to comply with these requirements without margin for error.

3. Protection of sensitive data

In companies that handle confidential or sensitive information, knowing who is present in specific areas helps prevent unauthorized access and ensures confidentiality.

4. Operational optimization

A real-time monitoring system is not only useful for security. It allows you to:

• Analyze visitor and employee flows.
• Plan resources, such as meeting rooms or reception support.
• Avoid congestion and optimize the management of company spaces.

 

 

How does real-time monitoring work?

A digital registration system like Kiosk Varco offers advanced tools to monitor attendance:

1. Automated check-in: Totems or tablets record visitor entries with badges or QR codes.
2. Centralized database: All information is stored in a digital system accessible in real time.
3. Notifications and dashboards: Security managers or administrative staff can access an updated list of people present in the company.
4. Cloud system: the ability to carry out checks and operations from any connected location represents a strategic advantage in terms of flexibility operational.

 

 

Practical example: managing an emergency

Imagine a fire alarm goes off in your company. With a digital system, you can:

1. Immediately access the list of visitors and employees present via an app or dashboard.
2. Communicate to security managers how many people need to be evacuated.
3. Use the information to verify that everyone has been made safe.

This approach can make the difference between effective emergency management and chaos.

 

 

Benefits for different industries

1. Industrial Sector

In environments with risk areas (e.g. factories, warehouses), knowing who is present in specific areas ensures safety and compliance with regulations.

2. Companies with Sensitive Access

In sectors such as finance or technology, real-time control of entrances helps prevent unauthorized access to sensitive data.

3. Events and Conferences

In contexts with large attendance, real-time monitoring allows you to better manage spaces and ensure the safety of participants.

 

 

How to implement a real-time monitoring system

To adopt an effective system, it is important to choose a digital solution such as Kiosk Varco, which offers:

• Process automation: Digital check-in and check-out.
• Integration with other business systems: Such as CRM or security software.
• Customization: Tailor-made configurations based on business needs.

 

 

Conclusion

Knowing who is present in the company in real time is not just a matter of security, but a practice that improves operational efficiency, regulatory compliance and emergency management.

A digital system like Kiosk Varco allows you to monitor access in a simple, reliable and always up-to-date way, offering peace of mind and control in every situation.

👉 For a complete overview on the topic, visit our main guide to digital visitor registration.

 

Do you want to have control over visitors in real time? Discover how Kiosk Varco can help you monitor company attendance wherever you are. Speak to one of our staff. Book a call

 

You want to have control over visitors on time real? Discover how Kiosk Varco can help you monitor company attendance wherever you are. Talk to one of our agents. Book a call