Case Study

Digital Visitor and Third-Party Company Instruction System

Initial Situation

An industrial company with multiple production sites regularly receives external visitors, suppliers, installers, and third-party companies. Before entering the factory premises, these individuals must be informed about the applicable safety rules and behavioral regulations. Previously, these safety instructions were conducted on-site, usually at reception or by safety officers. This process presented several challenges:

Visitors had to wait on-site for safety instructions
Employees had to conduct instructions regularly
Safety information was sometimes conveyed differently
Documentation was done manually using lists or forms
High visitor frequency resulted in additional organizational effort

This led to inefficient reception processes, especially at larger production sites with many external individuals per day.

Challenge

The company sought a solution to:

Efficiently inform visitors about safety rules
Reduce waiting times at reception
Ensure standardized safety instructions
Reliably document the completion of instructions
Optimize access processes for visitors and third-party companies
Reduce the organizational effort for employees

Additionally, the solution should integrate with existing systems and processes.

Solution

In collaboration with e-matrix, a digital visitor and third-party company instruction system was implemented. Visitors receive a link to the digital safety instruction before their appointment and can complete it online before their visit.

The digital instruction includes:

Introduction to the company's most important safety rules
Illustrative content with images and short videos
A brief knowledge check at the end of the training

Upon successful completion, the instruction is automatically documented. Upon entering the company, it can be immediately verified whether the instruction has already been completed.

Integration into the Access System

The system was also connected to the company's existing locking and access system. This automated several processes:

Visitor passes can be automatically prepared and printed
Access rights can be defined in advance
Third-party companies only receive access to designated areas
Reception can immediately see if the safety instruction has been completed

This made the entire visitor process significantly more efficient.

Multi-Level Visitor Instruction for Multiple Sites

Since the company operates multiple sites, the system was designed with a two-part safety instruction:

General Part (Company-wide)

This part contains basic safety rules applicable to all sites:

•General safety rules
•Behavior in emergencies
•Personal protective equipment
•Basic behavioral rules on-site

This part only needs to be completed by visitors once.

Site-Specific Part

In addition to the general part, each site has its own section with specific information:

•Particular hazards at the site
•Specific safety rules
•Site-specific procedures
•Relevant access areas

Efficient Re-use of Training

When a visitor visits a site for the first time, they complete the general part and the site-specific part. If the same person later visits another site of the company, only the site-specific part for that new location needs to be completed. The general part remains valid.

Result

The introduction of the digital visitor instruction led to several improvements:

More Efficient Reception Processes

Visitors can complete the safety instruction before their visit – reducing waiting times.

Relief for Employees

Employees no longer need to conduct recurring on-site instructions.

Automated Access Process

Visitor passes and access rights can be prepared in advance.

Standardized Safety Information

All visitors receive exactly the same safety information.

Digital Documentation

Completed safety instructions are automatically documented and can be proven at any time.

Efficient Solution for Multiple Sites

Visitors only need to complete the general part once – only the site-specific part for subsequent visits.

Results at a Glance

Before

On-site personal safety instructions
Waiting times at reception
Manual documentation
High organizational effort
Divergent safety information

After

Digital visitor instruction
Faster reception processes
Automatic documentation
Integration into access system
Defined access areas for third-party companies
Efficient solution for multiple sites