St Ann’s Quay
St Ann’s Quay is a busy, ten-storey multi-occupancy building located on Newcastle’s iconic Quayside, comprising a mix of private residences and commercial spaces.
With a steady flow of visitors, including apartment guests, delivery drivers, contractors and business clients, efficient visitor management is essential for day-to-day operations and long-term safety compliance.
To streamline this process, we implemented a digital visitor management system that could work seamlessly alongside the building’s concierge desk. This maintains a secure, real time log of all people entering and leaving the premises, while also supporting fire safety protocols and meeting risk assessment requirements across the site.
Challenges
The building’s transient nature posed significant challenges in maintaining accurate records of individuals on-site, a critical aspect for fire safety and emergency response. Traditional manual sign-in books were insufficient for real time tracking and lacked the capability to integrate with fire and risk assessment protocols.
Additionally, there was a need to provide clear, accessible information to various visitor types regarding fire assembly points, evacuation routes and safety procedures. The existing infrastructure did not support the efficient collection and management of contractor documentation, such as risk assessments and insurance details, which are vital for compliance and safety audits.
Solution
To address these challenges, ZetaDisplay collaborated with St Ann’s Quay to implement a comprehensive digital visitor management system. This features a 9-inch tablet-based kiosk installed within the concierge office, designed to seamlessly integrate with the building’s aesthetic and operational requirements.
The system enables visitors to check in by entering their name, contact details and purpose of visit. Upon check-in, the system captures a photo of the visitor and issues a digital badge. It also records the time and date of entry and notifies the concierge and building directors of the visitor’s arrival and departure.
For contractors, the system facilitates the submission of essential documentation, including risk assessments, method statements, insurance certificates and work permits. This ensures that all necessary compliance information is collected and stored digitally, reducing administrative duties and enhancing safety management.
The system also provides tailored information to different visitor types, offering guidance on fire evacuation procedures, data policies in line with GDPR, and instructions on reporting accidents. All recorded data is accessible remotely via a secure portal, allowing for real time monitoring and historical record-keeping.
Benefits
The implementation of the digital visitor management system at St Ann’s Quay delivered a clear and immediate impact across multiple areas of building operations. By digitising the sign-in process, the building now benefits from a centralised and accurate record of all visitors, contractors and delivery personnel. This has significantly improved visibility into who is on-site at any given time, strengthening both day-to-day management and emergency preparedness.
Health and safety compliance has also been greatly enhanced. The ability to log contractor documentation, such as insurance details and risk assessments, ensures that regulatory requirements are consistently met, while also reducing the administrative burden on staff. In the event of an evacuation or fire drill, building managers can now access real time visitor logs through a secure digital portal, enabling faster and more effective responses.
The new system has also elevated the experience for residents and guests. With a smooth, professional check-in process and clear safety instructions tailored to each visitor type, the building presents a modern and safety-conscious image that reflects its premium location on the Newcastle Quayside.
Overall, the digital solution has enabled St Ann’s Quay to operate with greater efficiency, improved compliance, and enhanced peace of mind for both residents and management.
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