Controlling External Biosecurity Risks

External visitors represent one of the highest biosecurity risks.

Veterinarians, livestock haulers, delivery drivers, sales representatives, regulatory inspectors, and farm visitors visit multiple properties. They contact livestock elsewhere. They may travel from disease-endemic regions.

Traditional visitor management relies on paper logbooks. These do not assess risk or enforce biosecurity compliance.

Kora's digital visitor management provides systematic risk screening. QR code check-in and check-out. Manager approval workflows. Zone access control. Biosecurity compliance tracking. This transforms visitor control from passive record-keeping to active disease prevention.

QR Code Check-In and Check-Out

QR code workflows eliminate paper logbooks. They enable fast, touchless visitor check-in from mobile devices.

QR Code Generation

Generate visitor QR codes for specific locations or general facility access.

1. Navigate to Visitor Management
2. Select "Generate Visitor QR Code"
3. Choose QR code type:
   • Location-specific: QR code for specific location (e.g., "Main Farm Entrance")
   • General facility: QR code works for any location within facility
4. Configure access parameters (optional):
   • Allowed zones (which biosecurity zones visitor can access)
   • Valid date range (one-day codes vs multi-visit codes)
   • Required protocols (sanitisation, health declaration, PPE, etc.)
5. Generate and display QR code
6. Print, email, or display at entrance

Common QR code deployments:

• Posted at farm entrance: Permanent QR code for general visitors
• Emailed to scheduled visitors: Pre-visit QR codes sent with appointment confirmation
• Displayed at multiple entry points: Different QR codes for different facility zones
• Temporary event codes: One-day QR codes for open farm days or tours

Visitor Check-In Workflow

When visitor arrives:

1. Visitor scans QR code with mobile device (smartphone camera)
2. Check-in form opens in mobile browser (no app required)
3. Visitor enters basic information:
   • Name
   • Company or Organisation
   • Purpose of visit
   • Phone number
   • Email
   • Vehicle registration (if applicable)
4. Risk screening questions appear (covered in Risk Screening section below)
5. Biosecurity requirements displayed based on risk level:
   • Green (Low Risk): Standard hygiene practices
   • Amber (Medium Risk): Enhanced protocols (sanitisation, check-in required)
   • Red (High Risk): Manager approval required, restricted access
6. Visitor confirms biosecurity compliance:
   • Sanitisation completed (footbath, hand wash)
   • Health declaration (no illness symptoms)
   • Biosecurity briefing received
7. Submit check-in
8. Confirmation displayed with allowed zones and biosecurity requirements

Time required: 2 to 3 minutes for low-risk visitors. 5 to 7 minutes for high-risk visitors requiring manager approval.

Check-in creates:

• Visitor log entry (who, when, why, where)
• Risk assessment record
• Biosecurity compliance documentation
• Access authorisation for specified zones
• Timestamp for traceability (Chapter 12)

Visitor Check-Out Workflow

When visitor departs:

1. Visitor scans QR code again (same code or dedicated check-out code)
2. Select "Check Out"
3. Optional: Report any observations (health concerns noticed, biosecurity issues seen)
4. Optional: Zones accessed (which areas visited during visit)
5. Confirm check-out
6. Check-out timestamp recorded

Check-out completes visit log. Documents total visit duration and zones accessed. Critical for contact tracing if disease is diagnosed days later.

Incomplete check-outs (visitor checked in but never checked out) appear on Biosecurity Dashboard (11.1) Compliance Tracker as "Incomplete Visitor Logs". Alerts for follow-up.

Risk Screening System

Risk screening assesses visitor disease introduction risk using point-based evaluation aligned with industry biosecurity standards.

Risk Level Classifications

Green (0 to 20 points), Low Risk:

• Minimal biosecurity concern
• Public zone access
• Standard hygiene practices sufficient
• Examples: Office staff, casual farm visitors, delivery drivers (no livestock contact)

Amber (21 to 60 points), Medium Risk:

• Moderate biosecurity concern
• Enhanced protocols required (sanitisation, PPE, check-in)
• Restricted to approved zones only
• Examples: Sales representatives, maintenance contractors, artificial inseminators, feed suppliers

Red (61 to 100 points), High Risk:

• Significant biosecurity concern
• Manager approval required before access granted
• Strict protocols mandatory (full sanitisation, PPE, limited access)
• Close supervision recommended
• Examples: Veterinarians (multi-property), livestock haulers, dealers, visitors from disease-endemic countries

Risk Screening Questions

When checking in, visitors answer risk screening questions that generate risk points.

International and Interstate Travel (up to 35 points):

• "Have you travelled internationally in the past 7 days?" (15 points if Yes)
• "Have you travelled from a country with known disease outbreaks?" (25 points if Yes)
• "Have you returned from overseas within the past week?" (20 points if Yes)

Multi-Property Contact (up to 30 points):

• "How many livestock properties have you visited in the past 7 days?" (15 points if 2 or more)
• "Have you visited a property with reported disease?" (20 points if Yes)
• "Have you visited livestock markets or sale yards recently?" (15 points if Yes)

Animal Contact Intensity (up to 25 points):

• "Will you have direct contact with livestock?" (8 points if Yes)
• "Are you bringing equipment from other properties?" (10 points if Yes)
• "Has your vehicle been disinfected since last livestock contact?" (8 points if No)

Disease Exposure (up to 35 points):

• "Have you been exposed to Foot and Mouth Disease?" (20 points if Yes)
• "Have you been exposed to African Swine Fever?" (20 points if Yes)
• "Have you been exposed to Avian Influenza?" (20 points if Yes)
• "Have you been exposed to any unconfirmed livestock disease?" (10 points if Yes)

Personal Health (up to 15 points):

• "Are you currently experiencing illness symptoms?" (10 points if Yes)
• "Have you been exposed to contagious disease recently?" (8 points if Yes)

Biosecurity Readiness (up to 10 points):

• "Can you provide personal protective equipment?" (5 points if No)
• "Are you willing to follow all biosecurity protocols?" (10 points if No)

Total points calculated automatically from responses. Determines risk level classification (Green, Amber, or Red).

Example Risk Assessments

Low Risk Example (Green, 12 points):

Visitor: John Smith, Local Feed Supplier
Travel: No international travel (0 points)
Property visits: Only this property visited this week (0 points)
Animal contact: No direct livestock contact (0 points)
Equipment: No equipment from other properties (0 points)
Health: No symptoms, no exposure (0 points)
Vehicle: Cleaned regularly (0 points)
PPE: Can provide if needed (0 points)
Protocols: Willing to comply (0 points)
Additional: Delivering feed to storage area only (plus 12 points for routine delivery)
RISK LEVEL: Green (Low Risk)
ACCESS: Public zones, standard hygiene

Medium Risk Example (Amber, 45 points):

Visitor: Sarah Johnson, Artificial Inseminator
Travel: No international (0 points)
Property visits: 4 properties this week (plus 15 points)
Animal contact: Direct livestock contact (plus 8 points)
Equipment: AI equipment from other farms (plus 10 points)
Health: No symptoms (0 points)
Vehicle: Disinfected this morning (0 points)
PPE: Brings own PPE (0 points)
Protocols: Willing to comply (0 points)
Additional: Professional AI technician (plus 12 points service type)
RISK LEVEL: Amber (Medium Risk)
ACCESS: Restricted zones only, enhanced protocols required
PROTOCOLS: Sanitisation mandatory, PPE required, equipment disinfection

High Risk Example (Red, 78 points):

Visitor: Dr. Michael Chen, Veterinarian
Travel: No international (0 points)
Property visits: 6 properties past 7 days (plus 15 points)
Animal contact: Direct contact with sick animals (plus 8 points)
Equipment: Veterinary equipment from multiple farms (plus 10 points)
Health: No symptoms (0 points)
Vehicle: Disinfected between farms (0 points)
Property history: Visited property with undiagnosed illness last week (plus 18 points)
Purpose: Emergency disease investigation (plus 15 points critical service)
Protocols: Follows strict biosecurity (0 points)
Additional: Veterinary professional (plus 12 points for multi-property vet)
RISK LEVEL: Red (High Risk)
ACCESS: Manager approval required
PROTOCOLS: Full sanitisation, complete PPE, restricted zones only, supervisor escort

Manager Approval Workflow

High-risk visitors (Red level, 61 to 100 points) require manager approval before access is granted.

Approval workflow:

1. Visitor completes check-in including risk screening
2. Risk score calculated: 78 points (Red, High Risk)
3. System blocks immediate access: "Manager approval required"
4. Notification sent to farm manager: "High-risk visitor requesting access: Dr. Michael Chen (Veterinarian, 78 points)"
5. Manager reviews:
   • Visitor details and risk score
   • Risk screening responses
   • Visitor type and purpose
   • Required biosecurity protocols
   • Recent facility biosecurity status
6. Manager decides:
   • Approve: Grant access with mandatory protocols
   • Approve with conditions: Specify additional requirements (e.g., "Zone A only, staff escort required")
   • Reject: Deny access with reason (e.g., "Active disease outbreak, no external veterinarians at this time")
   • Escalate: Request additional information or senior approval
7. Decision recorded with timestamp, approving manager, and reasoning
8. Visitor notified: Approved (proceed with specified protocols) or Denied (reason provided)

Approval considerations:

• Necessity of visit: Is this essential (emergency veterinary care, regulatory inspection) vs discretionary (sales call)?
• Current facility status: Active quarantine or outbreak makes approval more restrictive
• Visitor credentials: Licensed veterinarian vs unknown contractor
• Timing: Can visit be delayed until after quarantine period or biosecurity event?
• Supervision available: Can staff escort and supervise high-risk visitor?

Example approval scenario:

Visitor: Livestock Hauler (Red risk, 85 points)
Reason: Picking up cattle for transport to processing
Current Facility Status: 1 animal in quarantine (unrelated to pickup)
Manager Decision: APPROVED with conditions
Conditions:
- Restricted to Loading Pen only (Zone B)
- Staff supervision required
- Vehicle must be sanitised before entering property
- No contact with quarantined animal or Quarantine Zone
- Check-out required immediately after loading
Approval Notes: "Essential transport, quarantine is separate zone, acceptable risk with strict protocols"

Zone Access Control

Visitor access can be restricted to specific biosecurity zones based on risk level and facility requirements.

Zone access by risk level:

Green (Low Risk):

• Public zones: Full access
• Restricted zones: No access without upgrade
• Quarantine zones: Prohibited

Amber (Medium Risk):

• Public zones: Full access
• Restricted zones: Limited access (with enhanced protocols)
• Quarantine zones: Prohibited unless authorised

Red (High Risk):

• Public zones: Limited (may be restricted during outbreaks)
• Restricted zones: Manager approval required
• Quarantine zones: Special authorisation only (typically veterinarians for treatment)

Zone access enforcement:

• Check-in specifies allowed zones: "Visitor Centre, Main Barn (Public zones only)"
• Mobile app shows zone boundaries on map (if visitor has app)
• Physical signage at zone entrances: "Restricted Zone: Amber or Red visitors only"
• Access log tracks which zones visitor entered
• Alerts if visitor enters unauthorised zone (if mobile tracking enabled)

Example zone assignments:

Feed Delivery Driver (Green, 12 points):
Allowed Zones: Feed Storage Area, Visitor Centre
Prohibited Zones: All animal contact areas, Quarantine Zone

Veterinarian (Red, 78 points, Manager Approved):
Allowed Zones: Quarantine Zone (treatment), Sick Pen (examination)
Prohibited Zones: Breeding Stock Area, Public Visitor Areas
Special Requirements: Staff escort, full PPE, complete sanitisation

Zone access control prevents low-risk visitors from accidentally entering high-biosecurity areas. It ensures essential high-risk visitors (like veterinarians) can access animals needing care.

Biosecurity Compliance Tracking

Visitor check-in includes biosecurity compliance confirmation.

Compliance requirements:

Sanitisation Completed:

• Footbath used (if provided)
• Hand washing or sanitising completed
• Vehicle disinfection (if required for vehicle entry)
• Checkbox: "I have completed all required sanitisation"

Health Declaration:

• Confirmation of no illness symptoms
• No recent contagious disease exposure
• Fit to enter livestock facility
• Checkbox: "I declare I am not experiencing illness and have no known disease exposure"

Biosecurity Briefing:

• Visitor acknowledges receiving biosecurity briefing
• Key rules explained (no touching animals without permission, stay in allowed zones, report any health concerns)
• Checkbox: "I have received and understood the biosecurity briefing"

PPE Compliance (if required):

• Visitor confirms wearing required PPE
• Coveralls, gloves, masks, boot covers (as specified for risk level and zones)
• Checkbox: "I am wearing all required PPE"

Compliance documentation:

• All compliance checkboxes recorded in visitor log
• Timestamp for each compliance confirmation
• Supports regulatory audits and outbreak investigations
• Identifies compliance gaps (e.g., "Visitor checked in without completing sanitisation")

Example compliance record:

Visitor: Dr. Sarah Chen, Veterinarian
Check-in: 2025-01-15 10:30 AM
Risk Level: Red (High Risk), Manager Approved
Sanitisation: Completed 10:32 AM (Footbath, hand sanitiser, vehicle spray down)
Health Declaration: Completed 10:32 AM (No symptoms, no exposure)
Biosecurity Briefing: Received 10:33 AM
PPE: Wearing coveralls, gloves, boot covers as of 10:34 AM
Zones Accessed: Quarantine Zone (treatment)
Check-out: 2025-01-15 11:45 AM (1 hour 15 min visit)
Notes: "Treated quarantined bull, full protocols followed"

This comprehensive compliance documentation proves biosecurity protocols were followed. Critical if disease is later diagnosed and visitor contact tracing is needed.

Best Practices for Visitor Management

Generate QR codes in advance: Post permanent QR codes at common entry points. Do not manually check in each visitor.

Screen all visitors: Even low-risk visitors should complete basic screening. Unexpected risk factors may appear.

Enforce manager approval for high-risk visitors: Do not bypass approval process even for familiar visitors. Risk assessment is based on recent activity, not familiarity.

Track incomplete check-outs: Follow up on visitors who checked in but never checked out. Compliance gap or oversight?

Review visitor logs regularly: Frequent high-risk visitors may indicate biosecurity process gaps needing addressed.

Use zone access restrictions: Do not allow all visitors everywhere. Limit access to zones relevant to visit purpose.

Document approval decisions: When approving high-risk visitors, record reasoning. Audit trail for biosecurity decision-making.

Brief visitors on biosecurity: Brief explanation of protocols increases compliance and awareness.

Integrate with contact tracing: If disease is diagnosed, visitor logs show who was present. This enables human contact tracing alongside animal contact tracing.

Integration with Other Features

Visitor management connects with other Kora features.

Biosecurity Zones (Chapter 9.4): Zone access control enforces which zones visitors can enter. Visitor logs record zones accessed.

Biosecurity Dashboard (11.1): Recent visitor activity appears in activity timeline. Incomplete check-outs flagged in compliance tracker.

Contact Tracing (11.3): If disease diagnosed, visitor logs identify external contacts during exposure window. Were veterinarians, haulers, or other visitors present during transmission period?

Traceability (Chapter 12): Visitor check-ins create traceability events. Regulatory audits can show visitor management compliance.

Quarantine Management (11.2): Visitor access to quarantine zones requires authorisation. Visitor logs document who entered quarantine areas.