In today’s fast-paced business environment, enterprises such as corporate campuses, manufacturing facilities, and logistics hubs face the challenge of managing high volumes of vendors and contractors while maintaining stringent security and compliance standards. Splan’s Visitor Management and Physical Identity and Access Management (PIAM) platform, offers a comprehensive, cloud-based solution designed to streamline onboarding, enhance security, and ensure compliance.

The Need for Efficient Vendor/Contractor Management

Organizations with frequent vendor and contractor traffic often struggle with manual processes that lead to check-in delays, compliance gaps, and security risks. Traditional methods, such as paper-based logs or disjointed systems, are prone to errors and fail to provide real-time visibility into access activities. Splan addresses these pain points by offering an integrated platform that automates onboarding, verifies identities, and manages access with precision.

Key Features of Splan’s Vendor/Contractor Management:

Splan is designed to simplify vendor and contractor management while ensuring compliance and security.

1. Pre-Registration and Compliance Verification:

Splan streamlines the onboarding process by enabling pre-registration through web based interface or a mobile app. Contractors can submit required documentation—such as certifications, work permits, or IDs—before arriving at the facility. The platform supports:

• Automated compliance checks: Splan performs watchlist screening and verifies credentials like background checks, training documents and safety certifications, ensuring only authorized personnel gain entry.

• Configurable forms: Facility-specific requirements are met through tailored data collection forms.

• Document uploads: Vendor Coordinators can upload documents for vendors, and the system sends reminder email notifications to contractors who haven’t submitted required paperwork.

• Bulk registration: Vendors Coordinators can pre-register multiple visitors at once, saving time for large projects.

• Language flexibility: The platform supports language changes to accommodate diverse users.

2. Seamless Check-In Process

Splan offers a touchless check-in experience that enhances efficiency and user experience. Key aspects include:

• QR code or mobile app check-in: Contractors can check in at self-service kiosks or entry points using QR codes or the mobile app, minimizing wait times.

• Integration with Physical Access Control Systems (PACS): The platform provisions temporary badges or mobile credentials, granting access to designated areas only but can integrate with a wide range of leading access control s

• Real-time notifications: Hosts and security teams receive instant alerts when contractors arrive, ensuring smooth coordination.

3. Dynamic Access Management with PIAM

Splan’s Physical Identity and Access Management (PIAM) capabilities ensure that contractors have the right level of access based on their roles and project requirements. Features include:

• Role-based access provisioning: Permissions are assigned dynamically based on project needs or facility zones, ensuring contractors access only authorized areas.

• Automated identity lifecycle management: From onboarding to access updates and termination of privileges when contracts end, Splan manages the entire identity lifecycle.

• Real-time location tracking and audit trails: The platform provides visibility into contractor check-ins and check-outs and maintains detailed logs for compliance and security audits.

4. Emergency and Mustering Integration

Safety is a top priority, and Splan integrates emergency and mustering features to protect contractors during crises:

• Real-time visibility: During emergencies, the platform tracks contractor locations via mobile check-ins, ensuring accurate headcounts.

• Automated alerts: Contractors receive guidance to safe locations during evacuations, improving response times.

• Mustering integration: The system ensures all contractors are accounted for, providing peace of mind during drills or actual emergencies.

5. Reporting and Analytics

Splan provides robust reporting and analytics to support compliance and operational efficiency:

• Detailed visitor logs: Comprehensive records of contractor visits facilitate audits and compliance reviews.

• AI-driven analytics: The platform identifies patterns or risks, such as frequent access to restricted areas, trespassing with wrong set of credentials, enabling proactive security measures.

• Searchable visitor records: Vendor Coordinators can easily search for visitor data, simplifying record management.

User Stories: How Splan Meets Real-World Needs w.r.t Vendor/Contractor Management?

Splan’s is built with user needs in mind, as demonstrated by the following user stories:

• Pre-registration and bulk registration: Vendor Coordinators can pre-register individual contractors by adding them and linking them to a particular vendor or perform bulk registrations for large vendor teams, streamlining the onboarding process.

• Flexible visit scheduling: The platform supports scheduling multi-day visits and allows Vendor Coordinators to update or cancel visit requests as needed.

• Document management: Vendor Coordinators can upload documents, enable or disable document verification requirements, and send reminders to contractors for missing paperwork.

• Restricted access for Vendor Coordinators: Organizations can limit the number of registrations a Vendor Coordinators can create with respect to a vendor company, ensuring control over access permissions.

• Configurable profiles: Vendor Coordinators can update contractor profiles, including types of checklists, types of work permits, and as well as other needed documents and upload photos (though photo capture is not supported).

• Secure login and visit creation: Vendor Coordinators can log into the platform to create visits but cannot view the total number of registrations for their vendor, maintaining data privacy.

Benefits of Splan:

By leveraging Splan, enterprises can achieve:

• Reduced check-in delays: Automated processes and touchless check-in minimize wait times.

• Enhanced security: Automated compliance checks, watchlist screening, and role-based access ensure only authorized personnel gain entry.

• Improved compliance: Detailed audit trails and configurable forms align with industry and organizational policies.

• Streamlined operations: Integration with existing third party systems and bulk registration capabilities reduce administrative burdens.

• Better emergency preparedness: Real-time tracking and mustering features ensure contractor safety during crises.

Why Choose Splan?

Splan stands out for its AI-driven PIAM capabilities, seamless integration with enterprise systems, and focus on user experience. The platform is tailored for industries with high contractor traffic, such as healthcare, data centers, schools, and multi-tenant facilities. With features like work permit verification, tailored checklists, and secure documentation storage, Splan simplifies vendor management while prioritizing security and compliance.

Get Started with Splan

Ready to transform your vendor and contractor management processes? Splan offers a powerful, cloud-based solution that streamlines onboarding, enhances security, and ensures compliance. To learn more, contact Splan at info@splan.com or schedule a demo to explore Splan’s capabilities. Visit Splan’s website for additional resources on effective vendor and contractor management strategies.

Conclusion

Splan’s Contractor Management automates vendor onboarding, ensures compliance, and enhances security with robust access control. The platform reduces administrative overhead and improves emergency preparedness. Its user-friendly interface and powerful PIAM features allow organizations to focus on core operations while maintaining a secure environment.