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HOW DIMENSION DATA DRIVES VALUE WITH EPTURA

Dimension Data cuts visitor check-in times by 50%

By replacing manual processes with Eptura’s visitor management solution, Dimension Data is aligning its front desk operations with its global digital footprint. With a strong focus on efficiency, experience, and security, they’re transforming how visitors are welcomed across their global offices.

Key wins
50% reduction in visitor check-in time
500 monthly visitors per location
7 global locations using Eptura

Customer profile

Dimension Data: Global IT services provider

Industry

Technology

# employees

30,000+

Location

Headquartered in Johannesburg, South Africa

Dimension Data is a leading technology provider operating across the Middle East and Africa. Their services span systems integration, managed infrastructure, cloud solutions, business applications, customer experience, and intelligent security solutions. Focused on helping clients thrive in a digital world, they deliver innovative solutions that optimize today’s evolving technology environments

 

With over 30,000 employees across six continents and more than 8,000 clients in 47 countries, including 70% of the Fortune 100 and nearly 60 of the Fortune 500, they see high volume of visitors, including contractors, clients, and job candidates. Dimension Data has also been repeatedly recognized for its industry-leading corporate sustainability practices.

The challenge

Manual check-ins and disconnected processes fell short of Dimension Data’s digital-first approach

1

Inefficient check-in processes

Paper logbooks caused delays and reduced efficiency

2

Lack of visibility and security

Unable to track visitors or enforce compliance with global privacy standards

3

Inconsistent visitor experience

Difficult to deliver a consistent, professional welcome across global offices

Like many organizations, Dimension Data was using “pen and paper” at its front desks for years. But as a company known for driving digital transformation, they recognized quickly the need for a more modern, digital solution to welcome their visitors, ranging from contractors and clients to job candidates.

 

With over 30,000 employees across six continents and a client base that includes 70% of the Fortune 100 and nearly 60% of Fortune 500, the volume of daily visitors was significant. The existing manual processes simply couldn’t keep pace.

 

From an efficiency standpoint, the pen and paper visitor management system were not aligned with the company’s digital footprint. It was clear they had outgrown the paper logbook and needed to streamline front desk operations, improve visibility, and ensure a consistent professional experience across all global offices.

The solution

Modernizing visitor management with a secure, digital check-in solution

During Dimension Data’s selection process, three main objectives emerged: improving employee efficiency, enhancing customer experience, and most importantly, ensuring security.

 

Together with Dimension Data, we identified some major security needs, with the most pressing being around confidentiality and privacy implications around their visitor data. Two key security features were essential for their visitor management: requiring visitors to sign an NDA or confidentiality agreement, either pre-visit or on the day, and compliance with GDPR and other data privacy regulations, specific to data retention and deletion.

 

With Eptura, Dimension Data had a choice between managing the data retention period manually or automatically, and they chose to automate their data retention periods.

Eptura solution

Eptura Visitor

"

Before we implemented Eptura at Dimension Data, we used a paper logbook. We asked the reception to call the host when the visitor arrived in the building.

"
Erin Van Lint, Senior Alliance Manager
Dimension Data

The Results

Dimension Data elevates visitor experience, delivering a seamless and professional welcome

Operational results:

  • Faster visitor check-ins
  • Streamlined communication and coordination
  • Strengthened security processes

Visitor experience results:

  • More seamless and professional welcome
  • Timely updates for hosts on visitor arrivals
  • Enhanced candidate experience during interviews

With nearly 500 visitors every month, there was a clear difference once Eptura Visitor was implemented. Namely, cutting down the time for visitor check-ins to half what it was before. Dimension Data reduced the time receptionists spend welcoming each visitor by 50%, but even more valuable than the time saved is the opportunity it gives staff to provide a better welcome to visitors

 

While the digital transformation boosted efficiency, it was also positively received by those walking through the front doors. Many hosts received feedback from their visitors that they really felt welcomed at Dimension Data.

 

The visitor management solution proved to be much more than just a tool for receptionists. The Talent Acquisition team at Dimension Data saw significant benefits as well. Often tied up in meetings or interviews, they can’t always answer their phones. Eptura Visitor enhances communication and coordination across internal teams, bringing front office and back office operations closer together, while elevating the professional experience for candidates visiting Dimension Data.

Download the customer story

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Frequently asked questions

  • What visitor management workplace challenges was Dimension Data facing before working with Eptura?

    With nearly 500 visitors each month across its global offices, Dimension Data needed a way to streamline check-in processes while maintaining the highest levels of security and compliance. Manual visitor registration was time-consuming for reception staff, created delays for guests, and made it harder to ensure consistent handling for sensitive visitor information.

  • How did Eptura help Dimension Data transform its visitor management process?

    By implementing Eptura Visitor, Dimension Data was able to cut visitor check-in times in half, reducing the time receptionists spend welcoming each visitor by 50%. This freed staff to focus on providing a warmer, more professional welcome while ensuring every visitor is processed securely and efficiently.

  • What role did security and compliance play in Dimension Data’s selection process?

    Security was one of the most critical factors in the decision. Being a global organization, Dimension Data must demonstrate regulatory compliance across all regions, particularly in relation to confidentiality, privacy, and data retention. Eptura Visitor allows them to require NDAs or confidentiality agreements from every visitor, either pre-visit or on arrival, and to automate data retention periods in compliance with GDPR and other privacy regulations.

  • How has Eptura Visitor improved the experience for visitors?

    The change was immediately noticed by guests, with many hosts reporting feedback that visitors felt genuinely welcomed from the moment they arrived. The streamlined process creates a seamless and professional first impression while removing unnecessary delays.

  • What benefits has Eptura delivered beyond the reception desk?

    The visitor management solution proved to be valuable for more than just receptionists. For example, the Talent Acquisition team benefits from real-time visitor notifications, allowing them to coordinate interview schedules more effectively, even when in meetings. This enhanced communication between front-office and back-office teams ensures candidates enjoy a smooth, professional experience from start to finish.

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