“Paper sign-in made visitor records difficult to search and gave the team limited visibility of who was actually on site. Teamgo replaced that manual process with a simple, largely hands-off visitor workflow.”
ICT Systems Administrator
Ports & Maritime
Western Australia
51 – 200
Visitor Management
Kimberley Ports Authority is responsible for managing port facilities across Western Australia’s Kimberley region, supporting the safe and efficient movement of people, vessels and goods through its operations. Managing visitors within these environments requires clear processes that support site visibility, safety and accountability.
With visitor records previously captured through paper sign-in forms and stored manually, Kimberley Ports Authority needed a more practical way to maintain accurate visitor information and quickly understand who was on site. The team looked for a digital approach that could simplify check-in, reduce reliance on reception staff and provide better visibility across the workplace.
Kimberley Ports Authority’s existing visitor process relied on paper sign-in forms at reception. Visitors recorded their details manually, while front desk staff were responsible for checking the information and connecting each visitor with the person they had come to see.
While the process captured visitor information, accessing it wasn’t always straightforward. Completed records were scanned and stored on the organisation’s network, but they weren’t held in an easily searchable system. If the team needed to quickly determine who was in the building – particularly during an emergency – finding that information could take additional time and effort.
Kimberley Ports Authority needed a visitor management process that could provide a clearer view of who was on site while reducing the manual work involved in managing each arrival.
With Teamgo, Kimberley Ports Authority moved from a paper-based sign-in process to a more consistent digital visitor experience, making it easier to capture visitor information, see who is currently on site, and access records when needed.
Simple arrivals for all visitors
Know who is currently on site
Find visitor information in seconds
A streamlined, hands-off process
Kimberley Ports Authority replaced its paper sign-in process with Teamgo Visitor Management, introducing an iPad kiosk and badge printer at reception to give visitors a more self-directed way to check in.
Instead of completing a paper form and relying on reception staff to manage the rest of the arrival, visitors can enter their details digitally, identify the employee they are there to see and complete their own check-in.
Once signed in, Teamgo creates a digital record of the visit and prints a visitor badge displaying the visitor’s name, company and photo.
For Kimberley Ports Authority, the change meant visitor information was no longer simply collected and later stored as scanned paperwork. It became part of a digital visitor process that staff could more easily manage and access.
“It will let us know who’s actually in the building. Apart from pointing and going, ‘Use the device,’ there’s not really much that we have to do when someone comes to visit.”
Returning visitors have an even shorter path. By entering their mobile number, their previous information can be recognised, reducing the need to repeat the full process on every visit.
Previously, part of the responsibility for an arrival fell to the person at the front desk, who needed to determine who the visitor was meeting and help connect them.
Teamgo shifted more of that process into the visitor workflow. When a visitor selects their host and completes check-in, the employee receives an email notification letting them know their guest has arrived.
This has been particularly useful for Kimberley Ports Authority, where the main office is supported by smaller offices located nearby. A host doesn’t necessarily need to be sitting at reception to know their visitor has arrived.
Even when someone isn’t immediately available, the notification gives them an opportunity to follow up and let their visitor know when they’ll be there.
Signing in is only one side of maintaining an accurate visitor record. Visitors also need to be signed out when they leave — something people can easily forget to do.
Kimberley Ports Authority uses Teamgo’s automatic sign-out functionality to clear remaining visitors at 5pm.
It’s a simple automation, but it removes another manual task from staff while helping Kimberley Ports Authority maintain a clearer picture of visitor activity.
“People get really bad at signing out, so we have an automatic sign-out at five o’clock, which just clears the slate.”
Digital visitor records give Kimberley Ports Authority a clearer picture of who is on site, without relying on paper sign-in sheets.
Self-service check-in, automatic host notifications and badge printing help streamline visitor arrivals.
An intuitive interface allows non-technical staff to manage everyday visitor operations with minimal technical support.
Give your team visibility from the moment someone arrives to the moment they leave.
