Customer story · Ogun State, Nigeria
One gate.
Five companies.
One smart front desk.
How a shared industrial site moved from a paper visitor book to a connected welcome with RhinoVMS.
Explore the story
- 5
- Companies connected
- 1
- Shared entrance
- < 1 minute
- To enter details and take a photo
- 1 session
- To train reception on site
The challenge
One queue. Too many unanswered questions.
Five companies shared one gate and one reception. Every visitor wrote their name in a paper register. Reception then phoned around to find the right host, while the visitor waited.
Contractors, delivery riders, interviewees and meeting guests all queued in the same line. Once visitors were inside, nobody could say for certain who was still on site.
What changed
A better welcome.
A clearer record.
Less time at reception.
Visitors sign themselves in on a tablet: choose a visit type, enter their details and take one photo. That takes under a minute. RhinoVMS knows which of the five companies each host belongs to, so the right person is alerted straight away.
As soon as the host approves, the visitor’s badge prints automatically. Invited guests scan the pass from their invitation and their badge prints at once. Reception no longer has to search for the right host or write passes by hand.
No more paper register.
Every visit is a digital record: visitor name, company, photo, host, visit type, and time in and out. Contractors read and accept the site’s safety rules on screen before entry, leaving a record that they did.
A visit from last week or last month can be found in seconds by name, company, type or date.
Hosts are part of the welcome.
When a visitor signs in, their host receives an SMS with a link. They can choose “Approve entry”, “I’ll be right down” or “Not right now”. No app is needed. Hosts can also send invitations ahead of time, so guests arrive expected.
If a host does not answer within a few minutes, the request passes to reception, so no visitor is left waiting at the gate.
A live picture of everyone on site.
Reception and security share an On Site Now list showing who is in, who they are visiting and since when. Visitors who stay past their expected time are flagged. Anyone who forgets to sign out is closed off at curfew and flagged for follow-up.
In an emergency, the list becomes an instant roll-call. Management has a complete visitor log for audits, investigations and everyday decisions.
From the front desk
RhinoVMS has made my work much easier. The badge prints automatically, so I’m no longer writing passes by hand, and that saves us a lot of time.
What it took
A simple setup.
A different working day.
- 01
The equipment
A basic tablet and a Brother QL-820NWBc label printer at the gate.
- 02
The configuration
The five companies’ hosts, the entry point and the visit types, set up once.
- 03
The handover
One on-site training session for reception.