In today’s fast-paced workplace environments—whether in healthcare, corporate, education, or industrial settings—flexibility and efficiency are more important than ever. While traditional front-desk setups remain common, many organizations are now turning to Workstations on Wheels (WoWs) to complement their visitor management software (VMS) and streamline check-ins, enhance safety, and adapt to dynamic spaces.
What Are Workstations on Wheels?
A Workstation on Wheels is a mobile, self-contained computer cart that allows your staff to manage visitors anywhere in your facility. Typically equipped with a monitor, badge printer, scanner, and secure PC or tablet, WoWs are designed for mobility without compromising performance.
When paired with a robust visitor management platform like PassagePoint, WoWs become a powerful tool for improving the visitor experience and supporting security protocols.
Why Use Workstations on Wheels with Your VMS?
1. Increase Flexibility and Coverage
Whether you're hosting an event, managing multiple building entrances, or navigating construction detours, having a mobile VMS station means you can bring check-in to the visitor—not the other way around. This ensures consistency and security across all entry points, even temporary ones.
2. Improve Throughput During High-Traffic Periods
During peak hours or large gatherings, front desks can quickly become bottlenecks. Deploying additional WoWs allows you to scale up check-in capacity, reduce wait times, and maintain a smooth flow of guests without overwhelming your reception team.
3. Enhance Safety and Social Distancing
In healthcare, education, and government environments where crowd control and physical distancing are critical, WoWs let you spread out your check-in points, avoiding congestion and improving safety protocols—especially during infectious disease outbreaks or emergency drills.
4. Support Emergency and Contingency Planning
If your main lobby becomes inaccessible due to an emergency, having preconfigured mobile workstations allows for rapid VMS deployment elsewhere on-site. Whether it’s setting up a remote check-in in a parking lot or field office, WoWs support your continuity of operations plan (COOP).
5. Serve Special Use Cases
Need to pre-screen contractors at a loading dock? Check in VIP guests backstage? Parent Teacher Conferences at your school? Vendor screening a warehouse? Credential checks in a warehouse? With WoWs, your visitor management solution goes where your use case demands.
Features to Look For in a VMS-Compatible Workstation on Wheels
- Integrated badge printer for instant ID or visitor pass printing
- Barcode/RFID scanner for driver’s license or employee badge scanning
- Secure storage for visitor credentials and registration materials
- Battery-powered options to ensure operation without a plug-in
- Rugged design for industrial or outdoor use
- Wi-Fi/Ethernet connectivity for syncing with your central VMS database
Real-World Applications
- Hospitals: Out-patient check in areas to assist with traffic during high visitor hours.
- Corporate Campuses: Equip security or facilities staff to register contractors and vendors at side entrances or loading docks.
- Schools and Universities: Use mobile VMS units for event guest registration, substitute teacher check-ins, or emergency reunification.
- Government Buildings: Ensure consistent visitor tracking during lockdowns, drills, or overflow scenarios.
Final Thoughts
As organizations continue to embrace technology for visitor management, the need for flexible, mobile, and responsive solutions is only growing. Workstations on Wheels provide the agility your team needs to respond to changing conditions—without sacrificing security or experience.
If you're looking to extend the power of your visitor management software beyond the front desk, a mobile workstation might be your next best investment.