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Design firms, owners, and security teams across Canada are all reaching a critical turning point: shifting from outdated, manual processes to integrated, digital platforms.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.
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.
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.
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.
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.
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.
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.
| Challenge | What This Looks Like in Practice |
|---|---|
| Integration with Building Systems | Engineering teams and facility managers often work with multiple systems — from access control to energy management to BIM platforms. Introducing a workplace or visitor system that doesn’t integrate means more workarounds, siloed data, and lost context during daily operations or emergencies. |
| Compliance & Audit Readiness | On projects involving government clients, healthcare, or industrial sites, compliance isn’t optional. Manual check-ins can’t provide the audit trails or digital consent tracking needed for regulatory inspections or client reporting requirements. |
| Managing High Visitor Volumes | AE firms hosting design reviews, site tours, or consultant meetings may see dozens of external visitors per day. Without a streamlined process, reception teams get overwhelmed, and guests are left waiting or confused — especially on large campuses or shared buildings. |
| Security & Access Control | Construction sites and engineering labs often contain sensitive or hazardous areas. Relying on sign-in sheets doesn’t prevent unauthorized access or track temporary credentials. This poses safety and liability risks if an incident occurs. |
| Emergency Response Visibility | In the event of a fire drill or evacuation, there’s no accurate way to know who’s still in the building. With multiple trades on-site or consultants in meeting rooms, manual logs can't provide fast or reliable headcounts. |
| Professional Image & First Impressions | For architecture and design firms, your space is an extension of your brand. A confusing or outdated sign-in process creates friction and undermines the polished, tech-forward image you’ve built for clients and collaborators. |
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.
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.
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.
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.