Visitor and contractor access control in one traceable flow.
Every site has the same gap: the paper logbook at reception captures a name and a time, but it cannot tell you whether the visit was approved, whether the contractor's workers hold valid safety training, or whether anyone checked the insurance certificate before the gate opened. Tenderely BPM turns each of those checks into a step in a single flow — without code, and without replacing your existing personnel records.
What does access control repeat every day?
01
Logging a visitor
Name, company, purpose, the person they are visiting and the time they arrived. If this lives in a paper book, you cannot search it, report on it or prove it in a dispute.
02
Getting the host to approve
Before a visitor passes the turnstile, someone inside the building should confirm the meeting is real. Without a step that enforces this, reception decides alone.
03
Issuing a temporary badge
A temporary badge ties a physical access right to a record. When the visit ends and the badge is returned, that event should close the record — not be forgotten.
04
Opening a contractor access permit
A contractor firm working on-site is not a visitor. Before work starts, the firm's insurance, risk assessment and safety induction paperwork must be checked and found current.
05
Checking individual worker documents
The firm may be approved but a specific worker may have an expired safety training certificate. That check must happen at the person level, not just the company level.
06
Tracking expiry dates
Insurance renews annually, safety certificates have fixed validity periods. If nobody watches the dates, an expired document only surfaces when something goes wrong.
Where does this break down today?
The logbook answers nothing
A paper register shows who signed in but not whether the visit was authorised, whether the host was notified, or whether the visitor ever signed out. In an audit or an incident investigation, none of that is recoverable.
Contractor checks rely on memory
The site manager knows which firms have valid documents — until they are off sick, change roles or simply forget one renewal. A check that depends on a person's memory is not a check.
Expired documents go unnoticed
Certificates and insurance policies expire quietly. Without something watching the date and raising an alert, a contractor can work on-site on an expired permit for months.
There is no single place to look
Who is on-site right now? Which contractor permits expire this month? Which workers failed their safety induction? Those questions currently require someone to open three different files and cross-reference them by hand.
What changes with Tenderely BPM
01
Every entry is a structured record
Visitor, purpose, host, arrival, departure and badge number sit in one record. It is searchable, reportable and available to anyone with the right permission — instantly, not after a request.
02
The host approves before the gate opens
A notification reaches the host the moment a visit is registered. Approval or rejection is a single tap in the mobile app. The gate step does not proceed until the answer arrives.
03
Contractor permits enforce their own checklist
Opening a contractor permit creates a document checklist. The access right is not granted until every required document — insurance, risk assessment, safety training record — is uploaded and marked valid. The rule lives in the flow, not in a person's judgement.
04
Worker-level document tracking
Each contractor worker carries their own record linked to the firm's permit. Safety training validity is tracked at the individual level, so a single expired certificate surfaces before the worker steps on-site.
05
Expiry alerts send themselves
Tenderely sends a notification before a document or permit expires, giving the responsible person time to renew rather than a problem to explain. No one has to watch a spreadsheet of dates.
06
Who is on-site is a live dashboard
Current visitors, active contractor permits, workers with expiring documents and permits due for renewal stop being guesswork and become numbers that are simply there when you open the screen.
FAQ
Does this module connect to the personnel records we already have in Tenderely?
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Yes. Hosts are drawn from the personnel form you already have in your workspace. When a visit is registered and a host is selected, that person's existing record is linked — you do not maintain a separate list of employees for access control purposes.
Can visitors or contractor firms fill in their own details before they arrive?
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Yes. A public form can be sent as a link or embedded on a page. A visitor can pre-register, and a contractor firm can submit their own documents, without needing an account in your system. The submission lands directly on the record waiting for review.
What happens when a temporary badge is not returned?
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The visit record stays open. If a step has an SLA set on it, a reminder goes out automatically when the expected return time passes. The open record is visible on the dashboard, so it does not go unnoticed.
Can different sites or buildings run separate access logs?
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Yes. Unit- and role-based permissions mean each location can be scoped so that its reception staff see only their own entries, while a central security or facilities team sees across all sites.
Is there an audit trail if something happens on-site?
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Every action on every record — approval, document upload, badge issue, departure — is logged with the user and the timestamp. That history cannot be edited after the fact, so it holds up as evidence of what was checked and when.