How essential are QR codes to visitor management?  

How essential are QR codes to visitor management?  

QR codes have had a new lease of life in 2020, as many businesses have had to monitor and record every visitor due to COVID-19. QR codes have been essential in managing the people that we allow on our premises throughout 2020, but many businesses were also using them prior to COVID in order to carry out effective visitor management.

QR codes can be exceptionally helpful in managing visitors and contractors onto a site, and help to manage the flow of traffic that can sometimes become tricky for one person to manage. Take a look at how QR codes are proving themselves essential to visitor management in 2020.

What Are QR Codes?

A QR code can be defined as “a machine-readable code consisting of an array of black and white squares, typically used for storing URLs or other information for reading by the camera on a smartphone”.

They are a relatively new technology that is essentially a machine-readable label that can be scanned and holds information about the thing that it corresponds to. It is a great way to communicate and hold information in a tiny label.

Why Were QR Codes Created?

QR codes originated in 1994 in Japan, and were originally created to work within the automotive industry. The word QR code is short for Quick Response – and this is why QR codes were created – to be able to respond quickly in carrying information from one device to another.

They were created to aid the manufacturing process when building cars, as QR codes enabled high speed component tracking. Nowadays, they are still used in a similar manner in order to share information, however their use has been transferred across many industries.

How Do QR Codes Help With Visitor Management?

QR are now essential to visitor management for an array of reasons. These can be defined as:

  • They Make The Sign In Process Seamless

The issue with traditional visitor management with a pen and paper isn’t that it doesn’t work – it does when it’s completed correctly. However, one of the main issues with paper-based systems is that they rely on human brain power to ensure that the sign in is completed and then stored. 

QR codes take stress out of the sign in process and make it easy for visitors to sign in as soon as they get on site. In a post-COVID world, pretty much everyone is ready to sign in wherever they go, and when people see a QR code they are already familiar with the QR code process.

  • They Allow People To Self Check In

Your employees will benefit from allowing people to self check in and not having to monitor visitors coming in and out themselves. The QR code process means that a visitor is able to fill in the contact form themselves, which frees up your staff’s time.

  • They Move Visitor Details Online

There is nothing worse than having a paper based system and losing track of visitor details. This is especially true in the time of COVID, when it is a legal requirement to keep visitor data safe. With QR codes, the information is stored and saved digitally so that you never have to worry about misplacing your visitor information.

  • They Can Be Used For A Contactless Sign In

QR codes are very helpful for ensuring a safe visitor sign in from a social distancing point of view. With QR codes, the visitor needn’t come into contact with a staff member and can fill in their details easily. This means your team has one less thing to worry about when managing a project.

  • They Enable Pre-screening Questions

QR codes allow you to add pre-screening questions when someone leaves their details. This means that all information is stored digitally instead of manually and doesn’t rely on someone having to ask the awkward questions of how well someone has been feeling. The person simply fills it in on their phone without having to share personal information.

Are you looking to learn more about QR codes for visitor management? Discover the Beakon solution to visitor management that can transform how you sign visitors in.


Benefits of Inducting New Contractors Online

Inducting new contractors is always a challenge for many managers. In fact, many managers who use our contractor induction software described the onboarding process as one of the “biggest management challenges” they were facing.

Honestly, this should not come as a surprise for several reasons. For example, independent contractors are more likely to spend less time with you than an employee would. Also, because contractors usually have specialised skill sets that are in demand, they would probably be working in different locations and be on a very tight schedule. Because of these reasons, onboarding contractors as quickly as possible is a top priority.

However, most companies still use the traditional classroom model of training new employees. Unfortunately, this model no longer works due to today’s demanding work environment. This is especially true when it comes to health and safety induction for independent contractors.

Disadvantages of this model include:

  • Delaying workers from starting their jobs,
  • Cutting into production schedules (for manufacturing companies), and
  • Failing to take into account the diverse learning styles of contractors

Also, this model is too time-consuming to plan and administer – especially for managers with hectic schedules. It is because of these reasons and disadvantages that companies are now turning to online contractor induction software to help them induct new contractors in the company’s health and safety training protocols.


Benefits of Using Contractor Induction Software

There are several reasons why a manager should opt for using software to induct new contractors. As mentioned earlier in this article, getting contractors inducted as soon as possible is a top priority if you want your company to remain productive and still compliant with safety regulations.

Listed below are some of the benefits you will get when you induct new contractors online using Beakon’s contractor induction software:

  • Contractor’s accountability, responsibility, and tracking are boosted
  • Because contractors spend more time in the field and less in a classroom, they can become more productive
  • All onboarding training is standardised and streamlined
  • The induction is self-paced, so this accommodates the different learning styles of your contractors
  • The effectiveness and efficiency of your contractors are significantly increased
  • It saves much money that would otherwise go into logistics and in-person training
  • You can increase contractor retention through frequent testing of their knowledge as they feel you care about their growth

Our contractor management software has been embraced by top brands from various industries. One of the reasons for this adoption is because our software is one of the most effective when it comes to health and safety training.

We have various modules that cater to several aspects of workplace safety including incident management, injury management, learning management, permit to work and risk assessment. This makes our all-in-one software even more valuable to managers who end up deploying the software across their entire organisation. If you want to take our contractor induction software for a spin, you can grab a free trial here.


Contractor Management Software: What It Is And Why You Need To Invest In One Today

Managing contractors is an essential aspect for any company that works with several independent contractors. There are several reasons and benefits why a company might decide to bring in contractors to supplement their current staff.

One of the main advantages of bringing on contractors is that it allows specialist skill sets to be deployed into an organisation without any long-term commitments. This allows a company to be more efficient without the overhead costs of hiring someone new – especially when the services needed are not recurrent.

Common Drawbacks of Manually Managing Contractors

Regardless of company size, when you have several contractors on your payroll, there has to be a management process in place to help you keep track of all the projects going on. A common occurrence, especially in larger organisations, is for contractors to employ sub-contractors to handle different aspects of the projects they were commissioned to do. This means you will regularly need to issue a new permit to work systems and conduct inductions for these new faces every time. This is not only time-consuming and stressful but also redundant when a contractor management software can do all these with just the click of a button.

What Is Contractor Management Software?

Just as the name implies, a contractor management software enables you to manage all the contractors currently under your company’s payroll. If you continuously outsource projects to contractors, then investing in this one piece is crucial to the overall effectiveness of your company.

This software not only enables you to collate all commercial contractor information into a single database, but also to automate processes across national, regional, and local contractors. Standard features you can expect in a premium contractor management software includes:

  • Managing insurance, licenses, SWMS, JSA’s and other documents.
  • Online Induction and training.
  • E-learning audio and video content
  • Automating tasks and alerts, SMS or email.
  • Remotely audit contractors online instantly.

Our management software for contractors allows you to track all your inductions, audits, and documents in one place, and on one platform, thus eliminating the need for paperwork.

Top Benefits of Contractor Management Software

Organizing and managing work orders, while also monitoring performance and ensuring contract workers are productive are some of the most compelling reasons to invest in a contractor management software.

Other examples include:

  • Onsite check-in and check-out
  • Work verification through photo and video upload
  • Centralized data, thus eliminating the need for paperwork
  • Simplifies the exchange of documentation and forms essential to the completion of tasks
  • Real-time and automated reports and alerts based on project completion or other notifications
  • Reduces stress and saves time for both contractors and employers for repeatable tasks such as training and inductions.

Any contractor management solution worth your investment should have an easy-to-use, intelligent, and intuitive design for both you and your contractors. This, in turn, increases productivity, reduces costs, and minimises overall risk – all critical factors when working with contractors.


The benefits and importance of contractor management software cannot be overemphasised. It allows you to manage several contractors without the hassle of being overwhelmed with paperwork. If this sounds like what you would like to experience in your company without making any financial commitment, then you can take advantage of our free trial.

The Importance of Contractor Management Software

What is a Contractor Management Software?

Contractor management software is an important part to managing any company, business or organization’s interactions with the contractors who support its operations and facilities. It is an integral part in managing all contractor types from electricians to plumbers, HVAC to garbage removal, paving to painting.

A contractor management system/software consolidates all contractor information into one database. And can then automate any processes across national, regional and local contractors.

Contractor Management & Onboarding

The first step for of utilizing a contractor management software is the onboarding of your commercial contractors onto the management software platform. Once on the platform your contractors can communicate and transact electronically with your Facilities Management team, and your facilities management team can perform an array of automated activities including work verification, electronic payments, and analytics.

Assess both the technology and the level of support of a contractor management solution

Onboarding and training your external contractors on how to get started and use the system is crucial as it will ensure proper and consistent use. Effective onboarding also leads to maximizing value and minimizing errors and risk by automating contractor sourcing, work order management and invoice/payment processes.

To have a truly successful facilities management program, contractors must be fully engaged in the process. It’s why whenever you evaluate a contractor management solution you cannot look at just the technology. You need to focus on the resources that go into contractor training. What good is software if no one knows how to use it or doesn’t full understand the features?

A robust contractor management system will include training and onboarding contractors on all aspects of the software and program, including registering and uploading contractor company information (insurance, W9 information, etc.), checking in/out using our GPS check in/Out or IVR telephone system, submitting electronic proposals and invoices, and adhering to all of your organization’s specific procedures.

One of the most significant benefits of having all your contractors trained and on board with contractor management service automation is that it enables you to receive objective, quantifiable performance metrics. It minimizes room for error, ensures brand consistency across all locations and avoids costly mistakes. It also ensures compliance by validating that contractors have the necessary and up-to-date insurance and licenses.

Ongoing Training and Web-Based Instructions

Training needs to take place continuously as contractors hire new employees, as new features are added or modified in the contractor management software, and to also serve as a refresher for those already using the system. Training can take place in person, but most contractor management programs provide value and efficiency in web-based instruction (training webinars) for commercial contractors and facilities management teams. Effective training and onboarding can save time and manpower in getting your contractor son the contractor management system and up to speed.

The Advantages of Contractor Management Solutions

Contractor management solutions enable facilities managers to better organize and manage work orders, and monitor performance and productivity. As facilities management becomes more data-driven, it’s critical that contractor sourcing not rely solely on relationships and perceived trust, but also include objective, quantifiable performance metrics. As with every aspect of your operations, you want to make sure you have the best-performing contractors doing your work.

What is Contractor Management?

Definition of Contractor Management

Contractor management refers to the managing of outsourced work performed for an individual company. It is increasingly common for industries to rely upon independent contractors for specialized skills and knowledge. By utilizing outside contractors, companies can achieve three main goals: accessing specialized expertise that is not continuously or routinely required, supplementing limited company resources during periods of unusual demand, and providing staffing increases without the overhead cost of direct-hire employees.

Challenges Associated with Contractor Management

Because independent contractors are not a regular component of the company for whom they work, there are some unique challenges that must be addressed by companies conducting contractor management. Increasingly, companies rely on outsourced contractors for field service work. This poses challenges in maintaining consistency in service delivery and customer experience, as well as in maintaining visibility and sufficient control over scheduling and other facets of service.

Some of the most common day-to-day challenges associated with contractor management include:

  • Senior leadership commitment
  • Project managers’ understanding of their roles
  • Team members’ understanding of expectations
  • Scheduling and task management
  • Control over labor costs

Companies also must determine how to access the independent contractor population and minimize costly penalties that often result from improper classification of workers and independent contractors. Moreover, companies need to consider how to evaluate independent contractors. On-boarding and administration programs must be in place for successful contractor management.

Other aspects of contractor management that must be considered are risk assessment and identification, issuing 1099s on behalf of the client, and document completion, collection, and maintenance. Many challenges associated with contractor management can be overcome by employing best practices for contractor management.

Best Practices for Contractor Management

Freelancing and independent contracting especially are popular among small businesses. Independent contractors are able to fulfill needs that the small business workforce otherwise could not. Contractor management is necessary because of the nature of the independent contractors’ work; independent contractors, particularly field service contractors, often work away from the office and are not under direct supervision. Under these circumstances, even experienced CEOs may find it difficult to manage independent contractors. There are some best practices that help companies and executives handle their contractor management:

  • Clearly define the services that you need to have provided
  • Draft a job description to serve as a reference point when drawing up a contract
  • Determine payment schedules and compensation rates ahead of time
  • Set up a straightforward and clear written agreement at the contract’s start
  • Ensure that you are firmly within legal grounds and document a work arrangement meticulously so that you are correctly classifying your independent contractor
    • Keep in mind that experts recommend that you determine the what and the contractor determines the how – you outline specific goals, but the contractor must provide his own tools, equipment, and facilities to complete the work
  • Guide productivity and ensure that the contractor will produce high quality work while meeting key deadlines by specifying the deliverables in the agreement, making yourself available to answer follow-up questions, and scheduling regular meetings for progress updates

Communication is Key to Contractor Management

Independent contractors, program managers, and company executives not only have a professional duty to communicate effectively, but they must communicate in a way that ensures the contracted work is completed well and in a timely manner. Effective communication is a key component of contractor management throughout the business relationship, from defining services and writing the agreement, to meeting with the contractor throughout the project’s completion. There are several solutions for contractor management available, including mobile management software and solutions, to connect everyone and ensure successful contractor management.

With comprehensive contractor management practices offering visibility and control over the complete service chain, enterprises managing field service contractors and other independent contractors are able to reduce labor costs, obtain proof-of-service, gain real-time visibility into the status of jobs and tasks, and ultimately, provide a more consistent experience that increases end customer satisfaction.

Contractor Management 101: Definitions & Basic Concepts


Contractor Management: What Is It?

Many industries often rely upon contractors for very specialized skills and, sometimes, to accomplish particularly hazardous tasks – often during periods of intense activity, such as maintenance turnarounds.

Such considerations, coupled with the potential lack of familiarity that contractor personnel may have with facility hazards and operations, pose unique challenges for the safe utilization of contract services. A Contractor management system is a set of controls and procedures to ensure that contracted services support both safe facility operations and the company’s process safety and personal safety performance goals. This element addresses the selection, acquisition, use, and monitoring of such contracted services. Contractor management does not address the procurement of goods and supplies or offsite equipment fabrication functions that are covered by the asset integrity quality assurance function. While the most significant contractor safety challenges typically involve workers located closest to process hazards or involved in high-risk occupations, such as construction work, the safety needs of contractors providing simpler and more routine tasks, such as janitorial or groundskeeping services, must also be addressed in the contractor management program.

Why Is It Important?

Companies are increasingly leveraging internal resources by contracting for a diverse range of services, including design and construction, maintenance, inspection and testing, and staff augmentation. In doing so, a company can achieve goals such as

(1) accessing specialized expertise that is not continuously or routinely required,

(2) supplementing limited company resources during periods of unusual demand, and

(3) providing staffing increases without the overhead costs of direct-hire employees. However, using contractors involves an outside organization that is within the company’s risk control activities.

The use of contractors can place personnel who are unfamiliar with the facility’s hazards and protective systems into locations where they could be affected by process hazards. Conversely, as a result of their work activities, the contractors may expose facility personnel to new hazards, such as unique chemicals hazards or x-ray sources. Also, their activities onsite may unintentionally defeat or bypass facility safety controls. Thus, companies must recognize and address new challenges associated with using contractors. For example, training and oversight requirements will be different from those for direct-hire employees. Thus, companies need to carefully select contractors and apply prudent controls to manage their services (Ref. 13.1). Only by working together can companies and contractors provide a safe workplace that protects the workforce, the community, and the environment, as well as the welfare and interests of the company .

Where/When Is It Done?

Contractor management begins well before the issuance of any service contract. Systems must be established for qualifying candidate firms based upon not only their technical capabilities, but also their safety programs and safety records. Orientation and training of contractor personnel must be accomplished before they begin work. Responsibilities for this training must be defined, with some training often provided by the contract employer and some by the contracting company. The boundaries of authority and responsibilities must be clearly set for any contractor that works at the facility. Periodic monitoring of contractor safety performance and auditing of contractor management systems is required. At the end of each contract period, retrospective evaluation of a contractor’s safety performance should help determine whether the particular contractor is retained or considered for future work.

Mining Contractor Management

Case study: Australian Mining Contractor Management

No one can doubt the importance of effective contractor management for the health and safety of workers, particularly contractors. Their importance has often been highlighted by Australian miners, who perhaps face the greatest risk of workplace injury and have a great need for Contractor Management.

To protect workers, the Australian mining industry are re-examining their processes and how they manage every aspect of their operation. They are striving for greater visibility in order to gain a deep understanding of how they work, who works, and their workflow, in particular with contractors. Read More

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Some of our clients manage thousands of contractors across 100 plus sites. Imagine trying to store insurance certificates, work permits, SWMS, contract information on these companies and keep them up to date. Over 10,000 documents stored across a hundred site in filing cabinets? Impossible.

This post includes a Contractor Management Guide for employers on what their responsibility is in managing contractors according to Comcare, the ACT, and Safe Work Australia. Where employers engage contractors to perform work, effective contract management is essential to ensuring that they meet their OHS duties both to the contractors and to others, such as employees and third parties.

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