Automating Proximity Access and Attendance
A global corporate real estate company replaced its legacy badge system across 32 office locations with VisiQ's mobile proximity access platform—eliminating manual attendance recording and reducing access management overhead by 70%.
The Challenge
“The company managed 32 office locations across 8 countries, each with a legacy physical badge access system. Access management—provisioning new employee badges, deactivating departed employee access, managing contractor access, and reconciling access records with HR data—was handled by a combination of local IT staff and a central security team, consuming an estimated 2.5 FTE equivalent of effort annually. Physical badge issuance required employees to visit a physical issuance point; access to new office locations for multi-site employees required days of administrative processing. Attendance recording was done via paper sign-in sheets at most locations, with no integration to HR systems.”
The Solution
VisiQ's mobile proximity access platform was deployed across all 32 locations, replacing physical badges with mobile credentials on employee and contractor smartphones. The VisiQ platform integrates bidirectionally with the company's Workday HRIS: new hire records automatically trigger mobile credential provisioning; termination events automatically revoke access within minutes; location-based access policies are maintained centrally and pushed to all access control readers automatically.
Implementation
Workday Integration for Automated Provisioning
VisiQ's Workday integration established a real-time event listener: hire, transfer, role change, and termination events in Workday automatically triggered corresponding access provisioning or revocation actions in VisiQ. New employees received a mobile credential provisioning email on their first day, with a 3-step setup process that took under 5 minutes. Termination events triggered immediate credential revocation—reducing the post-termination access window from an average of 3.2 days (under the manual badge collection process) to under 2 minutes.
Location-Based Access Policy Management
The central security team defined access policies in VisiQ's policy management console: which employee groups could access which areas in which locations, with time-based restrictions where required. Policies were applied uniformly across all 32 locations through the platform, eliminating the local IT dependency for standard access configuration changes. Multi-site employee access was extended automatically when Workday data indicated a secondary work location, replacing the manual cross-location access request process that had previously taken 3-5 business days.
Attendance Data Integration
VisiQ's access event data was integrated with the company's time and attendance system (Kronos), automatically recording building entry and exit events as attendance records. For non-exempt employees at locations where attendance recording was legally required, the proximity access record satisfied the recording requirement without any additional employee action. Location occupancy analytics—available in real time through the VisiQ dashboard—provided the space utilization data needed for the company's hybrid work floor plan optimization program.
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