Common Workplace and Visitor Management Challenges in AECO Facilities

It’s one thing to know your workplace or building needs better systems for managing space and people. It’s another to implement those systems in a way that actually works.

Design firms, owners, and security teams across Canada are all reaching a critical turning point: shifting from outdated, manual processes to integrated, digital platforms. And while the end goal is clear — better control, better data, better experiences — the path there comes with a few familiar hurdles.

If you're weighing solutions like Eptura or planning an upgrade, here's what’s likely to surface — and what to consider before you invest.

1. Outdated, Manual Processes Still Dominate

In many buildings, especially legacy facilities, pen-and-paper sign-in sheets are still the norm. These systems may feel familiar, but they’re inefficient, error-prone, and impossible to scale.

What this means in practice: Long lines at check-in, misplaced logs, poor visibility into who’s on-site — all of which can reflect poorly on your facility and create unnecessary friction for both staff and guests.

2. System Integration Barriers Slow Implementation

Adding a digital workplace or visitor management system isn’t as simple as flipping a switch. It needs to connect with existing access control, security, and building systems — and that’s where things can slow down.

Common barriers: IT coordination across departments, unclear system ownership, or legacy platforms that aren’t API-friendly. These issues often delay rollout or limit functionality.

3. Increasing Compliance and Privacy Expectations

Whether you’re working with GDPR-like laws in Canada or simply trying to maintain airtight audit trails, compliance is a non-negotiable. Manual systems can’t keep up.

What to watch for: Secure data collection and storage, visitor consent tracking, and the ability to produce reports on demand — especially during health, safety, or legal audits.

4. Physical Security Needs a Digital Upgrade

Paper logs offer little in terms of real security. If you’re managing restricted areas, sensitive IP, or high-volume construction sites, you need more than a clipboard.

Security gaps to address: Tamper-proof identity checks, watchlist screening, real-time tracking, and centralized visitor logs that don’t disappear in someone’s desk drawer.

5. Workplace Systems Must Scale Across Multiple Locations

As organizations grow, expand to new locations, or take on more visitors, manual systems can’t keep up.

What this looks like: Duplicate processes across sites, no shared data between buildings, and more admin overhead with every new project or location.

6. Poor User Experience Reduces Adoption

You could have the most secure, compliant system available — but if it’s hard to use, people won’t adopt it. Both staff and guests need a process that’s fast, clear, and intuitive.

Where friction shows up: Complicated check-in steps, clunky interfaces, or poor signage that leaves visitors unsure what to do when they arrive.

Top Implementation Challenges for AECO and Facility Teams

Insights from the Field

• Visitors getting lost or stuck at check-in delays meetings and reflects poorly on operations.

• Manual logs lead to data gaps, especially when handwriting is unreadable or fields are left blank.

• Outdated processes frustrate staff, who have to manage exceptions or fix mistakes later.

Digitizing Visitor Management: More Than Just a Software Upgrade

If you’re managing projects, facilities, or portfolios, the decision to upgrade isn’t just about software — it’s about solving operational gaps that have long gone unaddressed.

The right system won’t just digitize a sign-in sheet. It will improve visibility, connect to your existing infrastructure, and provide the flexibility to grow.

Compare Eptura Workplace vs Visitor Management Tools

Looking to compare platforms like Eptura Workplace and Visitor Management?

We’ve put together a clear breakdown to help you understand where each solution fits:

👉 Workplace vs. Visitor Management: What You Need to Know

It’s a practical guide to help you make the right choice based on your environment, users, and goals.

Need Help With Implementation? Let SolidCAD Guide You

SolidCAD works with AECO professionals and facility teams across Canada to implement workplace systems that actually fit — from initial consultation to full rollout.

Talk to our team and find out how we can support your transition.