How to Register a Visitor Using the Outlook Plug-in
If Visitor Management is enabled, the user will be able to pre-register any visitors. Pre-registering visitors makes it easier for reception staff, but also sends an email to the visitor with the date and time of the meeting. It will also include the address of the building and an authorisation code to show the reception. It is also possible to link the system up to a label/badge printer, which allows the reception team to have badges or labels ready to make the signing-in process as smooth as possible.
In Outlook, go to the calendar and select ‘New Meeting’. The standard "New meeting" dialogue will appear. From the ribbon toolbar, click on the Space Connect add-in which has the text "Search for Available Spaces". The Add-in will launch in a sidebar on the right. Log in (A small window may appear whilst the system authenticates you). The add-in "Home page" will then be displayed.
Click on "Register a Visitor" and the "Visitors" page will open.
Important: Be sure to read the note at the top of the form. Failure to do so could result in double registration, sending both the reception team and the visitor the information twice.
The first five fields relate to the meeting information:
- Meeting Date
- Start Time
- End Time
The second five fields relate to the visitor's details:
- First Name
- Last Name
- Mobile number
Once these details have been filled in, click "registered". A confirmation page will then be displayed.
The visitor will then receive the following email.