Access managementLogistics · multisite organization

The workflow

Processing an access request

Submission, review, preparation, and verification: each team can find the status it needs in the case file.

Main workflow

Request site access

Who provides information · who decides · who verifies
External company

Approved company accountContact details and documents needed for the request.

or
One-time visitor

Request without an accountA dedicated journey for a one-time visit.

Two entry points, then a case to review

  1. 01

    Complete the request

    Requester
    Who will be on site?
    People covered by the request.
    For what work?
    Reason and relevant site.
    When and how?
    Time period and practical information.

    Request sent to departments

  2. 02

    Review and decide

    Roles defined by the request

    Direct approval
    Responsible department
    With prior input
    Relevant department
    Responsible department
    Approved

    Access preparation

    Rejected

    Decision recorded

  3. 03

    Prepare, then verify

    After request approval

    Contractor
    Personal link by email

    Instructions and acknowledgments tailored to the work.

    Site reception
    Arrival verification

    Status verification before access.

    Work tracked in the case file

What teams see in the management workspace

A queue by status

PendingApprovedRejectedAll

An accessible case file

Search, request details, and updates shared between staff.

Follow-up after the work

Completed requests leave the active queue and remain available in the history.

Group request

A decision for each contractor

Lead contractorOther contractors

Individual decisions

Each person has a status
The case file shows the overall status

The requester sees the decisions needed to track the group.

Safety onboarding

Tracking linked to the person

Contractor
Safety orientation

Status retained in the case file

Protocol

Based on the type of work

Reused for their requests

Tracking does not start over with each request

Validity and renewal rules are configured for the context.

Separate workflow

Obtain a permanent badge

Requester

Submit the request

Holder's identity, reason, and required documents.

Two conditions to meet

Checks completed
AND
Complete case file
Holder

Complete safety onboarding

Onboarding opens once the case file is complete.

Holder and reception

Collect the badge by appointment

Handover arranged by the reception team.

Findings and responses provided

Initial situationFunctional responseExpected or reported effect

Tools focused on internal users

Communication with contractors relies on separate channels.

Functional response

Create an external portal with accounts, forms, and document uploads.

Expected or reported effect

The contractor completes the request and checks its progress.

Requests to prioritize

Without a shared view, teams ask other departments for the latest status.

Functional response

Make requests and their statuses available to the relevant departments.

Expected or reported effect

Teams identify cases to process and prepare for arrivals.

Scattered information

Documents and decisions circulate separately from the case file.

Functional response

Share case information and notify people at processing milestones.

Expected or reported effect

Authorized people have the same current information.

Shared information

Request and supporting documentsDecisions and statusCase historyNotifications

Notifications support processing; they do not replace departmental approval.