Microsoft Visitor Management and Visitor Access Control

Updated: 2 hours ago

How does Microsoft access visitor management system work? How can we integrate with visitor access control systems? In the last blog, we covered the quantum leap of the benefits associated with integrating Microsoft and visitor management software.

However, you can go further to improve your building's safety! The covered topics are:

  1. Microsoft Access Visitor Management system with Condeco

  2. 3 ways of visitor access management: The relationship between visitor access control and visitor management

  3. 6 Benefits of integrating visitor access control system with visitor management system

  4. The value equation

Microsoft Access Visitor Management system with Condeco

First, let's recap what does Microsoft access visitor management system mean? Managing your visitors with Microsoft has the following features:

  1. Your host books the meeting in Microsoft office 365

  2. The visitor email addresses are in the Outlook invite and Condeco populate the digital visitor log,

  3. A branded and customised visitor invite is generated and sent from Outlook with a QR code for checking in

  4. The visitor details have populated the visitor management system, your reception team is fully aware of expected visitors, meeting changes without rekeying in the visitors details to check visitors in.

The market-leading workplace resource management tools like Condeco can simply set up the simple rules to classify a visitor and switch on the integration to the visitor management system.

The integration is already available just contact your room or desk booking vendor to switch on the feed to the visitor management system.

3 ways of visitor access management

An access control system is a solution of controlling access to your building, or restrict certain areas for different types of visitors. Visitor access management is an important task to ensure building's safety, but how efficient are you? There are three existing ways of visitor access management:

1. Visitor access control with paper based visitor book

First, many organisations uses office access control system, RFID office access such as key card or fob for employees to access certain rooms for office access control, or paper based visitor book for contractors and visitors access management. In this way, it seems like the security problem is tackled, and you know who has visited your building. However, these problems are unsolved:

  • GDPR compliance - paper based visitor book will put visitor's data at risk

  • More manual tasks - reception team have to manually sign visitors out

  • You don't know where the visitors at

2. Using Visitor Management System and Visitor Access Control System in isolation

Some organisations use access control management systems OR a visitor management solution separately. However, they cannot:

  • Have real time insight of who is in your building, or where they at exactly.

  • Track building's usage.

  • Have an insight of which area is busy, putting the bussiness at risk failing to meet social distancing guidelines.

  • Ensure their service efficiency, businiess reputation can be potentially damaged

Managing your office's safety and visitors means you have to go from one system to another. Does these issues sound familiar to you?

3. Integrated Access Control System with Visitor Management System

Then there is the third way - Putting both of the solutions in the same system will significantly improve workplace efficiency, and bring your visitor and staff's security to the next level.

While finding a solution to ensure building's security, improving operational efficiencies has become particularly scrutiny. Let's explain how you can now add visitor access control, or for those not in facilities, this means you can enable the barrier access to control visitor's entry too.

You can manage visitors with apps and iPad, but what they can't achieve is the full integration with other systems in your building.

So how can I upgrade my check-in process to the visitor management system with visitor access control? Vgreet visitor management system comes fully loaded with Proxyclick who lead the world in Visitor Access Control System Intellectual Property. What does that mean for the Facilities Manager and the Security Team?

It means you can identify visitors against a database of blacklisted visitors and therefore put in the first control on the preventative side of removing access to your office.

6 Benefits of integrating visitor access control system and visitor management system for your office

1. Customise your visitor's entry

An integrated access control system means visitor movements can be tracked and different levels of entry can be managed easily with your visitor entry management system.

With a Microsoft access visitor management system, the next level is you can develop visitor personas, types of visitor to you and I. Types of visitor entering your building can be:

  • Employee

  • VIP

  • Contractor

  • Supplier

To name just a few, a visitor access control system can give different permission to different levels of visitor entry:

  • Employees you might enable their QR code to work with the Access Barriers

  • Contractors you might restrict to certain floors

  • Suppliers access to floors like Catering to one floor

  • Cleaners to all floors but only out of hours

2. Digitally track your visitors

Vgreet's visitor access management system allows you to:

  • Make sure each visitor check-in is being digitally tracked.

  • Make sure each visitor is digitally "marked" with access to past barriers or not.

  • With Vgreet's integration with Proxyclick, you are aware of visitors' locations. If visitors are in their meeting room or if they have left the building.

3. 24/7 Building Security

Vgreet digital visitor management system gives you 24/7 visitor access control without the need for manning 24/7 but with full security and digital control. Security team can access the camera technology to monitor reception areas.

4. Efficient background operation with Microsoft access visitor management system

Your security team can not only manage visitor entry management system themselves, but Vgreet's integration enables you to:

  • Access the camera technology to monitor reception areas.

  • Change the policies themselves.

  • Monitor blacklists in real-time.

  • Customise digital workflows themselves.

  • Monitor the visitor entry management system themselves

  • Monitor visitor records/visitor details on access control management system

All whilst ensuring that you remain in control of every policy:

  • If it's a self-health certification

  • If it's Visual ID

  • If it's employees from different countries who require different language options

  • You can literally adapt your visitor access control system for any eventuality persona, type, language and rest assured that the system manages it.

5. Visitor access control with market-leading visitor access management systems

So your visitor communities or personas/types can be managed differently and in a uniform manner.

Your Security Team can manage the security even tighter, without being oppressive or intrusive.

These are the visitor access control systems that can be fully integrated with your visitor management system.

Visitor Access Control System that can be enabled

An integrated visitor management system with access control can customise workflows. Let you design different journeys for different visitor types, be they:

  • Employees visiting from another site

  • Contractors who you wish to access certain floors

  • Suppliers allowed in certain hours

  • VIPs

6. Impress your stakeholders

We consult with you to design the journeys that you desire to wow your visitors. Stakeholders in your organisation are going to welcome the flexibility of the system: its integration with your visitor access management system.

Design your visitor management with a system integrated with visitor access control system, bringing your workplace efficiency and building's safety to the next level!

  • Marketing will appreciate that even the invites are "on brand".

  • Legal will thank you that every health and safety box can be ticked and audited.

  • Security will thank you for the "visitor blacklist checks" you just happened to be able to implement for an easier visitor access control.

  • Security will welcome the integration with existing visitor access control system, or add to their access barrier control to monitor visitor entry. They will actively endorse it when they see the control you can design into the system for contractors, visitors, VIP's all capable of different journeys.

  • Human Resources battling with employee return to the office and adding value to the workplace will thank you for the risk of contamination you just removed. However, you just handed them a visible workplace upgrade to "A Safer Workplace" that delivers a great message for them to transmit.

  • Human Resources will also thank you for not turning the workplace into a hazard area with tape, screens and signs everywhere, reminiscent of a biohazard lab!

  • Finance will be delighted with the cost reduction and return on investment.

  • Employees will be delighted that their customers now get a reliable repeatable great 1st impression.

Find out how Vgreet works with our latest video.

Visitor management is surprisingly affordable with the new Vgreet leasing rates that give you savings in month one.

The value equation of Microsoft access visitor management system

Surprisinigly easy to save money in month 1 with the Kiosk Leasing Option

Many Facilities teams have very different agendas depending on the circumstance, culture and company drivers.

Option 1: Remove excess staff coverage costs

We can tailor the value balance to any city, however, let's start with London. A Vgreet Visitor Management Kiosk costs £1700 a month and often staff holidays, sickness and training coverage will cost £1544 a month for a team of three.

You can immediately remove the coverage and add a kiosk giving you 20 up visitors a minute extra capacity. So the system will cost you £1700 less £1544 or £166 a month.

You will add the ability to cope with an extra 60 visitors an hour for £8.30 a day.

Let's assume you only cater for 100 extra visitors a day, then you are doing so for 8.3p a visitor.

Option 2: Save 30% of your staff

Remove the manual processes and replace them with digital visitor management.

In London, you'll save £2666 a month and you are now realising a saving on £2500 a month (£2666 less £166) or £30k a year.

However, you have added capacity for up to 60 visitors an hour, 8 hours a day, 20 days a week or 9000 plus visitors a month.

Savings are just the tip of the 5 areas where a digital visitor management system will have an impact.

The recent partnership with the market-leading executive PA company Moneypenny means that you can extend the Vgreet service by adding on an on-demand PA service by simply saying "help". Voice recognition systems immediately open a video link to your "overflow" Moneypenny PAs.

Moneypenny Executive on-demand PAs

The Moneypenny team operate as an extension of your front of House team and have full access to:

- Your Vgreet Kiosk

- Your Visitor Management software.

This makes the service very flexible with face to face contact PLUS:

- Per-minute pricing

- Office access control for authorised access to your kiosk to check in the odd unexpected visitor

- Or deal with surges in visitor traffic so you have no queues

More resources

Read our full visitor management system guideline

Learn more about Office 365 visitor registration

Learn more about Vgreet's integration with Microsoft, Condeco, and Proxycilck

Want to know more about Vgreet's Microsoft access visitor management system?

How does Vgreet work with your visitor access control system?

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