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London Natural History Museum
“Heresafe has made our processes more efficient, more compliant, and far easier to manage. The shift away from manual paperwork has been a major improvement, and their willingness to customise the system for our site has been invaluable.”
Rosie Lawrence, Security and Logistics Coordinator, London Natural History Museum
Book a demoWith over five million visitors each year, the Natural History Museum needed a consistent way to manage visitor sign-in, inductions and safe access across the site.
With over 80 million specimens in its collection and more than five million visitors welcomed each year, the Natural History Museum is a world-class visitor attraction and leading science research centre. Based in South Kensington and operating a second site in Tring, the Museum needs visitor processes that keep public access smooth while protecting sensitive areas, collections and behind-the-scenes operations.
Heresafe was introduced following a procurement process in 2019, where it was identified as the best value for money. The Museum needed a system that could be bespoke to a truly unique environment, while still giving space to grow into wider safety controls over time, including Permit to Work. A key driver was the ability to move inductions and essential checks off-site, reducing pressure on on-the-day administration and improving consistency across visitor types.
Before Heresafe…
With Heresafe…
A manual, visitor-facing site process that relied on daily admin and inconsistent controls, making it harder to maintain reliable oversight and prevent gaps.
A centralised workflow that moves essential steps off-site, improves visibility of who is expected, and supports more consistent control in a high-footfall environment.
Bookings were emailed in and collated daily into a booking-in sheet. A centralised booking record gives clearer visibility of who is expected on site and when.Daily stickers were issued for entry, creating a manual control point at reception. Mobile Check-In and Digital Badges reduce admin at arrival and improve traceability.People attended the site without a booking or induction. Online Inductions & Assessments support completion before arrival, with evidence stored centrally.Site inductions were hit and miss. A standardised induction improves consistency across all visitor categories.Pre-arrival checks were time-consuming and difficult to evidence. Automated Requirements Manager supports structured requirements and reduces manual chasing.Managing different visitor types across the site was harder to control consistently. Visitor categories and tailored workflows support a more controlled experience for business visitors, library access, work contracts and collections activity.Fire safety visibility relied on manual steps and disconnected information. A digital record supports a stronger approach to visitor oversight and the fire register process.What changed with Heresafe
The transition to Heresafe restructured the entire process, moving the substantial administrative burden from the reception desk to a standardised digital pre-arrival system. The old manual system, which relied on email bookings, manual collation and physical stickers, was time-consuming, inconsistent and created avoidable risk. Heresafe replaced this with a digital workflow where visitors and contractors complete bookings, required inductions and checks online before arrival. This shift significantly reduces staff admin overhead, ensures a consistent experience across every visit and provides a reliable record of completion, supporting compliance before anyone sets foot on site.
The value of the Heresafe system has increased over time as the Museum has expanded how it uses it. The Heresafe development team has worked closely with the Natural History Museum to build a more comprehensive solution capable of managing the needs of multiple visitor types across its sites, including South Kensington and Tring. This collaborative development has refined how visitors are processed for different purposes, such as business meetings, library access, contract work and collections access, while also supporting the Museum’s visitor induction process and fire register requirements.
Today, Heresafe provides the Museum with a more efficient and scalable solution tailored to the demands of a major public venue. It improves visibility of who is expected on site, reduces the likelihood of non-compliance by requiring key steps to be completed before arrival and provides a platform that can adapt as operational needs evolve.
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