Many food and beverage (F&B) manufacturers operate multiple facilities across different regions. While managing visitor processes separately at each site may have worked in the past, the industry’s leading companies are now moving toward a more unified model.
They’re adopting centralized visitor management systems to bring consistency, control, and real-time visibility across all locations. This shift helps improve oversight and supports compliance with key food safety programs, including FSMA, GMP, and SQF.
Transitioning From Site-Specific, Manual Processes to A Centralized Multi-Site Visitor Management System
In the past, many facilities relied on localized visitor processes like manual check-ins or document approvals. These disconnected approaches made it harder to keep consistent records or respond effectively during inspections.
A centralized visitor management system allows companies to automate sign-ins, ensure induction processes are completed, and provide and track required documentation consistently across every location. It also provides real-time visibility into visitor activity and supports traceability requirements, particularly relevant under FSMA’s Preventive Controls rule.
Under FSMA, facilities must ensure that only trained, authorized personnel can access production areas. A centralized system helps confirm that visitors have completed food safety training and other requirements before entering sensitive zones.
Related content: How Including Safety Training in Your Visitor Check-In Process Saves Time
How F&B leaders balance standardization with flexibility to support safety, compliance, and efficiency
While consistency is essential for regulatory and internal standards, each site may have different operational or legal requirements. Leading visitor management systems support both centralized control and site-level configuration.
This is especially relevant under the SQF Code, which requires facilities to document and enforce food safety systems while reflecting each location's specific risks and operational needs. Similarly, GMP requirements expect facilities to restrict and control visitor access with proper hygiene protocols in place. The right platform supports company-wide policy while tailoring workflows for each facility’s specific risk profile needs.
For example, one site may require additional health screening due to regional regulations, while another may need different entry zones for allergens or raw materials. A centralized system enables flexibility without sacrificing control.
Enhancing Operational Visibility with a Unified Facility Management Platform
Top manufacturers are also choosing solutions that do more than manage check-ins. Opting for a platform over a point solution creates opportunity to seamlessly incorporate technology to support:
- Contractor and vendor compliance management
- Emergency response preparedness
- Internal logistics coordination
- Physical access control
When connected, these systems help minimize manual tasks and improve data accuracy. For example, linking visitor records to your emergency system ensures that all individuals, including guests, can be accounted for during an evacuation. It also supports audit readiness by providing documented proof that visitors followed the required protocols.
For SQF, this includes showing evidence of site access controls, regular emergency drills, and consistent contractor and visitor documentation.
What to Look for in a Robust Visitor Management System
When evaluating a solution, make sure it aligns with both operational needs and food safety regulations. Look for:
- Cloud-based and scalable
Supports multi-site oversight and future growth. - Customizable by site, with centralized control
Allows each facility to meet its unique requirements while maintaining policy consistency. - Real-time dashboards
Provide oversight across locations without switching between systems. - Audit-ready reporting
Easily access audit records for FDA inspections, internal audits, and third-party certifications like SQF. - Training record tracking for FSMA readiness
Confirm that visitors have completed required training before entering food production zones. - Digital GMP documentation during sign-in
Collect signatures on hygiene and safety agreements to meet FDA expectations for facility access control. - Support for SQF compliance
Maintain detailed visitor access logs and documentation to meet Safe Quality Food Program requirements.
Case Study: How Maple Lodge Farms Scaled Visitor Oversight
Maple Lodge Farms, one of Canada’s largest independent poultry processors, operates multiple production sites and is committed to high food safety standards. However, its previous visitor systems were inefficient and not scalable.
Maple Lodge Farms standardized procedures reduced administrative burden, and improved oversight across its operations by implementing VisitorOS, a centralized, automated visitor management system. Visitor flows became more consistent and aligned with their food safety documentation needs.
What once took hours now takes minutes. Read the full Maple Lodge Farms case study.
See What VisitorOS Can Do for Your Facilities
Centralizing visitor management helps food manufacturers stay organized, ready for audits, and in control of site safety and compliance. The right solution supports your operations while helping you meet requirements from FSMA, GMP, and SQF frameworks.
