Your whole network of sites, from headquarters to the smallest agency

Four levels, as many as you need

Each institution has a headquarters, then as many sites as it needs: regional offices, branches and agencies. Intermediate levels are optional: a branch can report directly to headquarters, an agency to a branch or to headquarters.

• Headquarters: the institution's highest site, with no parent.
• Regional: reports to headquarters.
• Branch: reports to headquarters or a regional office.
• Agency: reports to headquarters, a regional office or a branch.
• A site always reports to a higher level, never to itself or to a site of another institution.

Each site has its own reception

A site brings together its departments, its reception points (front desk, waiting room, counters) that act as zones, its queues, opening hours and staff. Visits, reception, queues and appointments are run site by site, and every action checks that the department and reception point really belong to that site.

Reorganise without rewriting the past

An agency becomes a branch, a branch moves under another regional office: the site keeps its identity, and the change is recorded with an effective date and a reason. The old period is closed and the new one opened in the same operation.

Reports on a past period use the organisation as it was then: last year's visits stay attached to the region of the time.

A visitor recognised across the network

Example: John is registered for the first time at the Douala headquarters. When he later comes to the Bonabéri branch, then to the Yaoundé agency, reception finds him without registering him again and opens a new visit each time, specific to that site.

• The site where he was first registered stays fixed, even if he comes more often elsewhere.
• Each visit belongs to the site where it took place, with its movements from one reception point to another.
• His record shows his registration site, his number of visits, the sites visited and the latest one.
• A matter that continues from one site to another is linked explicitly, rather than guessed from the times.

The journey within a site

Example: the receptionist records a visitor's arrival at her desk, then directs him to the finance department's waiting area. VisitSoft records the arrival, the wait, the moment he is served and his departure, with the time of each event and who recorded it. A late entry keeps both the real time and the time it was entered.

Staff from one site to another

• Primary, secondary or temporary placements, each with start and end dates.
• Transfer: the old placement ends and the new one begins in the same operation, with the reason.
• Temporary deployment: a time-limited placement, while the original one stays in place.
• Work hours, visits hosted and duties performed stay attached to the site where they happened.
• A placement gives no rights in the software on its own: permissions are separate and checked on every action.

Managers for every site

Every active site has a manager or an acting manager. Headquarters may also require a secretary general or a director general, depending on your organisation. Each appointment is dated, with its justification, and succession keeps the history. Being appointed manager does not automatically give administration rights.

Who sees what across the network

• A receptionist only acts at the reception points she is allowed to use, even as a member of the institution placed at the site.
• A regional manager sees their region and the sites under it, not neighbouring regions.
• Headquarters sees its institution's whole network, and nothing of another institution.
• An inactive site or an ended placement allows no new operation.

Catalogues set by headquarters

Headquarters publishes the subject types, visit reasons and activity types for the whole institution. Mandatory items apply everywhere and cannot be switched off locally; optional items are switched on site by site. A site can request a local visit reason: it is checked for duplicates, approved if your policy requires it, then published for the sites concerned. A catalogue change never alters how past visits were classified.

Website, social media and Google, site by site

• One institutional website can serve several branches: each request is routed to the branch concerned.
• Each Facebook or Instagram page and each Google Business listing can be managed or monitored by staff at the sites chosen, while the account stays administered at headquarters.
• A prospect always keeps their original channel and site, even if their follow-up later moves to another branch.
• Reception kiosks, tablets and phones are assigned to a site and a reception point, with the history of their moves.

Reports at every level

Each site follows its visits, waiting times and footfall. A regional manager compares the branches of their region, and headquarters sees the whole network. Figures follow the same access rules as operations: a report only shows what you could see in the site itself.