VISITOR MANAGEMENT SYSTEM SPECIFICATION

EXHIBIT B

GENERAL DESCRIPTION

The Accredit Visitor Management System (“System”) is a hosted, web-based visitor and contractor management platform designed to manage visitor registration, approvals, access permissions, notifications, check-in processes, badging, reporting, and visitor records across one or more sites, buildings, venues, or locations.

The System enables organizations to manage visitors, guests, contractors, vendors, suppliers, consultants, temporary workers, and other persons requiring temporary or controlled access to facilities.

The functionality described in this Exhibit B represents the standard functionality of the Visitor Management System. Any functionality not expressly described in this Exhibit B shall be considered outside the scope of the Services and may require additional licensing, configuration, development services, third-party software, optional modules, integrations, hardware, or additional fees.

1. VISITOR REGISTRATION AND INVITATION MANAGEMENT

The System allows authorized users to create, manage, and monitor visitor registrations.

Authorized users may:

Receive a departmental RO account to manage their visitors.
Use a calendar to select the date of the visitor.,
Select a role for the Visitor or Contractor from the list available to their organization.
Create visitor invitations.
Create contractor invitations.
Send invitation emails to visitors or contractors.
Bulk Import visitors and trigger invitations for visitors to complete any additional information.
Assign visitors or contractors via the creation of a visit to a host, sponsor, employee, department, site, building, or location.
Assign visit dates and visit times – selecting a start date and time for the visit.
Re-register visitors that have previously visited – (Note Visits are for one day only but if the visitor or contractor is attending multiple days the multiple visits can be booked).
Modify or cancel visitor invitations.
Monitor invitation status.
View incomplete registrations.
Resend invitations where required.

Visitors and contractors may complete registration forms through secure web-based links provided by the System.

2. HOST MANAGEMENT

The System supports host-based visitor workflows.

Authorized users may:

Add a host department against the visit invitation via dropdown.
Add a host user via Free text field against a visit invitation.
Associate visitors with teams, locations, or sites via the customized invitation for,
Use view teams to set arrival notifications relating to visitors assigned to a host.

3. VISITOR AND CONTRACTOR PROFILES

The System allows the creation and maintenance of visitor and contractor records.

Data captured may include:

First Name
Last Name
Company Name
Job Title
Email Address
Telephone Number
Host Details
Visit Date
Visit Time
Site or Location
Vehicle Information
Visitor Type
Contractor Type
Access Permissions
Supporting Documents
Photographs
Notes
Status Information

Additional custom fields may be configured by administrators.
Different forms and data requirements can be setup for different types of visitor roles.

4. APPROVAL WORKFLOWS

The System supports visitor and contractor approval workflows.

Authorized users may:

Approve registrations.
Reject registrations.
Request additional information.
Configure multi-stage approval workflows (if a visitor needs a background check) or secondary approval

5. STATUS MANAGEMENT

The System supports configurable status workflows.

Statuses may include:

Pending
Approved
Rejected
More Information Required
Checked In
Cancelled

Administrators may update visitor status individually or in bulk, subject to permissions.

6. PHOTO MANAGEMENT

The System supports visitor and contractor photograph management.

Users may:

Upload photographs.
Capture photographs where supported.
Replace photographs.
Review photographs.
Approve photographs.
Reject photographs.

Administrators may request updated photographs where required.

7. DOCUMENT MANAGEMENT

The System supports the collection and review of visitor and contractor documentation.

Supported document types may include:

Identification Documents
Driving Licenses
Passports
Security Credentials
Insurance Documentation
Licenses
Permits
Contractor Compliance Documentation
Other Supporting Documentation

Documents are added to the visitor profile and can be reapplied instantly to future visits once added.

Administrators may:

Review uploaded documents via QA mode.
Use document review to determine the visitor approval.
Request additional documentation.
View document expiry, identification numbers and any other document meta data.

8. NOTIFICATION MANAGEMENT

The System includes a notification management capability.

Authorized users may:

Subscribe to a receive a notification for an individual visitor arrival
Subscribe to pre-defined system wide notifications including,
Subscribe to a notification of any applications within a certain period.
Subscribe to a notification of visitors providing additional information.
Subscribe to a notification of any bans
Subscribe to daily notification of the number of new visitor requests.
Subscribe to a notification of any failed visitor access via Access control.
Configure recipients to the notification (either themselves or any other users)
Configure notification templates and the information included.

9. EMAIL COMMUNICATIONS

The System supports email communications.

Emails may be sent:

During visitor invitation workflows.
During approval workflows.
During rejection workflows.
During information request workflows.
Upon visitor arrival if a host is subscribe to a check-in notification.
Through administrative actions.

10. SMS COMMUNICATIONS

The System supports SMS communications.

SMS communications are triggered by selecting visitors and sending a bulk SMS.
SMS can be used to give key visit information in advance of the visit.

SMS usage charges apply and are charged separately from the System license fees.

11. CHECK-IN MANAGEMENT

The System supports visitor check-in processes.

Authorized users may:

Search and filter for expected visitors using a calendar in the Management area.
Search and filter by visitors by Role, Department or status
Search for expected visitors by name, identifier or other personal information.
View status of all expected visitors.
Check visitors in manually via the manage applicants’ area.
All self-Check-in for visitors in through a tablet solution where a QR code is scanned.
Confirm visitor arrival.
Update visitor records during manual check-in.

12. CHECK-OUT MANAGEMENT (Via Access Control)

The System supports visitor check-out processes if using Access Control or Manually.

Authorized users may:

Check visitors out manually by changing the Visitor Check-In status on departure.
Check visitors out through badge scanning using Access control scanner in Out Mode.

If using Access Control Application the System can automatically deactivate visitor permissions upon expiry of approved visit periods preventing access to additional doors, gates and scanning points one the visit time and date window has passed.

13. OCCUPANCY MANAGEMENT

Where visitor check-in and check-out processes are being used, the System supports occupancy visibility and reporting via Spaces Functionality using access control.

Authorized users may view:

Expected visitors on-site via filtering to visitor status and dates.
Current visitors on-site using Spaces functionality (this requires scanning out)
The location onsite of visitors (depending on scanning setup).

14. WALK-IN VISITOR MANAGEMENT

The System supports walk-in visitor workflows.

Authorized users may:

Create onsite visitors during arrival via New Visitor form.
Allow self-registration of visitors using a tablet.
Capture key visitor information.
Capture photographs (via a webcam if using tablet or kiosk checkin)
Complete check-in activities.

15. BADGE MANAGEMENT

The System supports visitor badge generation and printing.

Administrators may:

Generate visitor badges.
Generate contractor badges.
Reprint badges.
Replace badges.
Produce badges for different visitor categories with different design.
Produce badges for different dates, events, or locations.

Badge printing functionality is included within the System. Physical printers and printing hardware are not included.

16. BADGE CONFIGURATION

The System supports configurable badge templates.

Badge templates may contain:

Visitor Name
Company Name
Visitor Type
Contractor Type
Site Information
Access Information
Date Information
Photographs
QR Codes
Barcodes
Client Branding

17. QR CODE AND BARCODE SUPPORT

The System supports QR codes and barcodes for visitor identification and visitor processing workflows.

The System may generate:

QR Codes
Barcodes

for badges, passes, and visitor records.

18. VISITOR SEARCH AND RECORD MANAGEMENT

Authorized users may:

Search visitors.
Search contractors.
Filter records.
Edit records.
View visit history.
View previous registrations.
Review activity history.

19. REPORTING

The System supports reporting functionality.

Authorized users may:

Create reports.
Export reports.
Filter reports.
Search report data.
Export reports to Microsoft Excel format.

20. AUDIT HISTORY

The System maintains an audit history of user actions and changes as applied to a visitor or contractor

Audit information may include:

User activity.
Status changes.
Approval actions.
Document review actions.
Visitor updates.
Administrative changes.

21. VISITOR HISTORY

The System maintains visitor history records.

Authorized users may view previous visits and previous registration activity associated with visitor records.

22. MULTI-SITE MANAGEMENT

The System supports management of multiple sites, buildings, venues, facilities, or locations.

Permissions may be configured so users can view:

Individual Sites
Multiple Sites
All Sites

depending on their assigned permissions.

23. CONFIGURATION

The System supports configuration of:

Visitor Types
Contractor Types
Sites, Buildings, Locations as tenants
Statuses
Approval Rules
Badge Templates
Forms
Custom Fields
Branding
Export Reports.

24. CUSTOM FIELDS

Administrators may create and maintain custom fields and custom questions.

Custom fields may be used throughout:

Registration Forms
Approval Workflows
Reports
Searches
Notifications

25, BRANDING

The System supports customer branding.

Branding may include:

Logos
Colors
Headers
Registration Pages
Communications Templates
Badge Templates

Branding can be applied to different sites via tenant setup.

26. ACCESS CONTROL INTEGRATION (OPTIONAL MODULE)

The System supports integration with supported access-control systems.

The System may:

Validate access permissions.
Support badge scanning.
Support QR code scanning.
Support barcode scanning.
Determine access rights.
Support visit date validation based on date and time.
Return approval or denial responses.

Integration with third-party systems may require additional development services and additional API fees.

27. MOBILE SCANNING APPLICATION (OPTIONAL MODULE)

The System includes a mobile scanning application.

The application may be used to:

Scan badges.
Validate visitor status.
Validate visitor access date.
Validate access permissions.
Record arrival Access (via In Scanning)
Record departure (via out Scanning)
Process visitor access events.

28. OPTIONAL MODULES

The following functionality is not included within the standard Visitor Management System unless specifically licensed:

Access Control Module.
Contractor Management Module.
Accredit Induct Module.
Additional Third-Party Integrations.
Custom Development Services.

29. INCREDIT INDUCT MODULE (OPTIONAL)

The Accredit Induct Module is an optional module available separately from the Visitor Management System.

Where licensed, the module may support:

Visitor onboarding.
Site inductions.
Safety briefings.
Specific inductions and trainings configured to a role (ie contractors receive inductions based on their job to be done).
Video-based inductions.
Power Point based inductions.
Quiz to confirm understanding of induction content.
Full tracking of induction completion.
Compliance workflows including no completed induction no pass print.
Automated follow ups and notifications of induction expirations.
A full induction management area where users can create, launch and manage inductions.

30. EXCLUSIONS

Unless expressly stated otherwise within the applicable Statement of Work, the following are excluded from the scope of the standard Visitor Management System:

Physical badge printers.
Printing consumables.
Access control hardware.
Check-in Kiosk Hardware.
Turnstiles.
Physical security hardware.
Unsupported third-party integrations.
Custom software development.
Bespoke integrations.
Optional modules.
On-site staffing.
Managed security services.
Managed compliance services.

31. ACCEPTANCE OF SYSTEM FUNCTIONALITY

The parties acknowledge that the functionality described in this Exhibit B constitutes the agreed scope of the Visitor Management System.

Marketing materials, demonstrations, proposals, presentations, release notes, product roadmaps, discussions, emails, screenshots, or verbal representations shall not expand the scope of the Services unless expressly incorporated into this Exhibit B or another written agreement executed by both parties.