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.
Step 1: Create a New Appointment
In Outlook, go to the calendar and select ‘New Meeting’. The standard "New meeting" dialog will appear.
Step 2: Open the Add-in
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 side bar on the right. Click on "Get Started" to login (A small window may appear whilst the system authenticates you). The add-in "Home page" will then be displayed.
Step 3: Navigate to the "Register a Visitor" Page
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 a 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 visitors details:
- First Name
- Last Name
- Mobile number
Once these details have been filled in, click "REGISTER". A confirmation page will then be displayed.
Step 4: Confirmation Email
Once registered, the visitor will also receive a confirmation email. This contains information about the meeting along with a pre-registration code. When the visitor arrives at the meeting location, they can enter the code into the VMS application to retrieve their meeting details.
The "Pre-Registered Visitors" section In the admin portal will also be updated, so the reception team could check for any updates regularly if they have access.