How Contactless Visitor Management Systems Can Help Curb Disease Spread and Improve Building Safety

Story by John Kimwere

Robisearch Limited Chief Executive Officer Robert Manyala is urging businesses, institutions and property managers in Kenya to embrace contactless digital visitor management systems to minimise physical contact, strengthen security and improve accountability in buildings.
The technology allows visitors to register their details by scanning a QR code using a smartphone, eliminating the need to share pens, manually fill visitors’ books or touch common registration devices.
Manyala says the system provides a convenient way of recording visitors while helping institutions protect personal information and reduce unnecessary physical contact.
He noted that the technology is particularly relevant as institutions remain conscious of infectious diseases, including Ebola and COVID-19, which have highlighted the importance of hygiene and infection prevention.
“In a normal building, we will always have a pen and a book. Everybody touches the same items as they write their details. With this technology, visitors can use their phones to scan a code and enter their information without touching shared equipment,” Manyala explained.

Technology to strengthen disease prevention

Under the system, visitors scan a QR code displayed at a reception or entrance and enter the required information, such as their names, the building they are visiting and the person they intend to meet.
The details are then transmitted digitally to the authorised management of the facility, allowing the institution to maintain visitor records without relying entirely on manual registration.
According to Manyala, reducing shared contact points can complement existing hygiene and infection-prevention measures in workplaces, healthcare facilities, schools and other public spaces.
The system is designed to support health protection rather than replace established public health measures.
The innovation could also help hospitals and other healthcare facilities streamline visitor registration while limiting the handling of shared items at entry points.
Digital records to improve building safety
Beyond health protection, Manyala says the visitor management system can help property managers monitor people entering and leaving buildings.
The technology enables institutions to maintain digital records showing who visited a facility and when the visit occurred. Where appropriately configured, the records can support accountability and help management establish occupancy information.
The system could be particularly useful for office complexes, construction sites and commercial buildings where knowing the number of people on-site is important for security and emergency preparedness.
Manyala said construction firms could also use the technology to record workers’ entry and exit times, providing management with a clearer picture of personnel movements at project sites.
Workers can scan a code when reporting for duty and again when leaving. For individuals without smartphones, Robisearch Limited provides an alternative through tablets, allowing pre-registered users to enter their identification details and have their information retrieved digitally.
The records can help establish who was inside a building at a particular time, including during emergencies.
Manyala’s emphasis on digital visitor records comes amid concerns about building safety and the need for institutions to account for people on their premises. However, visitor management systems must complement proper structural inspections, maintenance and emergency procedures; they cannot independently prevent building collapses.
Data protection and privacy
Manyala also argues that digital registration can address some privacy concerns associated with traditional visitors’ books.
In some facilities, visitors write their names and telephone numbers in books that can be viewed by subsequent visitors, potentially exposing personal information to unauthorised people.
With a digital system, visitors submit their information electronically, while access to the resulting records can be restricted to authorised personnel, depending on the system’s configuration.
Robisearch Limited says the approach is intended to help organisations handle visitor information more securely while meeting applicable data protection requirements.
Institutions adopting such systems must still ensure that personal information is collected for legitimate purposes, protected against unauthorised access and retained in accordance with applicable laws.
Digital feedback to improve service delivery
The platform also offers a feedback feature that allows institutions and businesses to collect comments, complaints and suggestions from visitors.
According to Manyala, organisations can configure the system to allow anonymous feedback, giving customers an opportunity to raise concerns directly with management.
The feedback can help institutions identify service delivery gaps and address complaints before they escalate.
The feature could benefit government offices, hospitals, hotels and other customer-facing organisations seeking to improve the quality of their services.
Manyala believes that collecting feedback directly from customers can help businesses understand their weaknesses, improve customer experiences and strengthen relationships with the people they serve.
He noted that some businesses lose customers because management fails to receive timely feedback about poor service or other concerns.
QR-code menus and digital price lists
In addition to visitor registration, Robisearch Limited is promoting QR-code technology for hotels, restaurants, supermarkets, hardware shops, butcheries and other businesses.
Customers can scan a code to view a restaurant menu or a business’s price list on their phones, reducing reliance on printed materials and shared menus.
Manyala said digital menus can make it easier for hospitality businesses to display their products and prices while allowing customers to browse without handling common items.
The feedback feature can also enable customers to communicate their experiences directly to business owners.
He said businesses could use this information to improve service delivery, identify customer preferences and address concerns that might otherwise go unreported.
Expanding the technology beyond major cities
Manyala said Robisearch Limited is working to expand access to its digital solutions beyond major urban centres.
The company operates in Nairobi, Mombasa and Kisumu and has technicians and agents who help install and support its systems in different locations.
It also uses remote installation and support, enabling the company to serve clients in areas where physical visits may not always be necessary.
To reach more communities, the company conducts regular training and awareness campaigns while recruiting agents who can introduce the technology to businesses and institutions in different counties.
The initiative is also intended to create opportunities for young people through remote work and agency arrangements. According to Manyala, interested individuals can receive training and use a smartphone or computer to support the company’s operations.
He said the company hopes to reach businesses and institutions in underserved areas, including Samburu, West Pokot and Turkana, through local agents, training and wider public awareness.
Robisearch Limited is also using digital marketing and search engine optimisation to help potential customers discover its services online.
A call for institutions to embrace digital solutions
Manyala is encouraging organisations that still depend on handwritten visitor books to consider adopting digital alternatives that can improve record-keeping, security and convenience.
The technology can be used wherever visitor information needs to be collected, including offices, schools, hospitals, construction sites, hotels and commercial buildings.
Robisearch Limited also provides point-of-sale systems and other digital business solutions aimed at helping enterprises improve their operations.
For enquiries, interested businesses and institutions can contact Robisearch Limited on 0716413386 or visit www.robiresearch.com, as provided by Manyala.
The company says its broader objective is to use technology to help protect lives, improve service delivery and enable businesses to operate more efficiently in an increasingly digital environment.