Visitor Management Procedures and The Connected Workplace

Updated: Feb 25

What visitor management procedures do Vgreet take to check your visitors in seamlessly? Vgreet visitor management system is a visitor management solution in a connected workplace that benefit your organisation in several ways:

  • Automates the entire visitor management process to assist visitors

  • Wow first impression

  • Frustration-free visitor journey

  • Enhance workplace efficiency

  • Save the cost of receptionists

  • Increase productivity

Visitor management procedures in a connected workplace

Vgreet will greet your visitors and impress them from before arriving at your building to finishing the meeting in 8 steps which we will explain in detail later in this blog:

  1. Meeting booking in Microsoft

  2. Exchange sync visitor log for Vgreet visitor management system

  3. Send out visitor invitation

  4. Vgreet Touchless Check-in

  5. Pass Printing/ Security Access

  6. Host Notification

  7. Meeting Room Wayfinding

  8. Monitor visitor activity and the usage of the building

What is a Connected Workplace?

Connected workplace means bringing a digital experience to both of your visitors and employee by increasing workplace productivity and manage visitors with a visitor management system that talk to each other.

It’s a simple but vital concept: on grid or off grid.

In an “Off Grid” unconnected workplace, the workplace experience is unproductive and involve many manual procedures. Many Facilities Managers and building operators are plagued by unconnected systems.

For example, every meeting in Office 365 has a meeting host and the guests. The data sits there serving no real purpose, except the meeting attendees, who may not know how to get to the building or how to access the meeting room.

What's even worse, in the current pandemic climate, visitors have no idea if the building is COVID-19 safe. How long it’s going to take to access the building? or what processes they should follow when they arrive?

In an “On Grid” connected workplace, multiple visitor management solutions connect and inform each other, making the work environment intuitive, informed and intelligent.

How does it work?

Is your workplace “Off Grid?”

The visitor management in a typical Microsoft Office 365 Teams oriented workplace will serve to illustrate “Off and On Grid” in the connected workplace. Today in the middle of the COVID-19 pandemic, we have seen the acceleration of the world into the future, as if someone pushed the “fast forward button”. Today’s workplace is challenged at the very root; do we need a physical workplace?

Barclays boss: Big offices 'may be a thing of the past'

We doubt it however, one thing is for sure, they’ll be different!

Four Challenges

With the huge accelerated shift to work from home, and remote meetings on Zoom or Microsoft Teams equivalents. People are questioning the need for the physical office and more how large those offices should be; will we see smaller satellite offices?

Right now, companies are learning to survive the environment that the pandemic has delivered:

  • Business Continuity - Keeping the company and its employees productive is key. Looking forward that means not just home working; satellite offices and making HQ fit for functioning as an office should be a key priority.

  • Visitor Management

The first touchpoint when visiting a building is key. Questions about touchless procedures, employee safety in reception, decongesting the reception to enable safe distancing and track and trace are likely to be endless.

However, there are two fundamentally different approaches of visitor management procedures to adapt to the current global crisis. The short-term approach that involves tape, signs and screens is temporary, costly and has the additional advantage of re-assuring every employee and visitor that the workplace is not safe. The long-term visitor management approach involves getting technology to help with pre-registering visitors, screening and self-certification on arrival, express check-in with contactless and touchless processes, all with minimised transit times.

  • A Safe Workplace - Business needs to ensure better employee experience to bring them back to the office. Desks that are safely distanced, with desk-booking becoming the norm to capture track and trace data and enable sanitisation after every new desk occupant. Vendor management of this process re-assures the cleaning processes and the ability to “self-manage” the floor layout, with spaces available in the event of changing guidelines or an incident.

  • Pandemic Management - Organisations must deliver clear communication to key workers and employees as to what to expect when they arrive to work. The communication must deliver a strong message of psychological safety and wellbeing, with people at the core, whilst observing government guidelines.

You’ll be relieved to know we’ll point you at some safe options for dealing with all four in the next section.

Connected Workplace's Tough Challenges for Facilities Managers

The Facilities Manager and Covid-19 committee are struggling to handle four conflicting objectives, which to make matters more interesting, change with every government guideline.

For Microsoft Office 365 clients (80%+ of Enterprises) there is a fantastic option available that can connect workplaces, making them “On Grid”. At the same time delivering a far better ‘visitor management safe’ environment through visitor management software.

Microsoft - Exchange and Room Directory has the ability to schedule meetings, understand resources like people and rooms and meet with the all-important Azure cloud-based, Teams virtual meeting service. Coupled together, these options create a powerful set but siloed approach. For example, if an employee books a meeting in outlook, who knows whether they require space, a Teams connection, and more importantly how people have they invited? The employee is left to their own devices and that’s not exactly corporate responsibility at its best.

Condeco - Connect in the Microsoft Marketplace and like all ecosystem partners, fix seemingly little problems that enable you to allocate resources properly. Taking the example of a meeting room booking the options and advantages, as well as dealing with safe distancing and sanitisation, Condeco takes care of it. Condeco adds attributes to the meeting room that Microsoft do not store or understand in “Room Directories” such as seat distances, floor plans, room capacities, attendees, touchless room check-in with RFID, cleaning and sanitisation.

Condeco - Every meeting booking has a list of attendees and the old “off grid” method was for the system to figure out which of these were coming to the building and tell reception.

The “On Grid” connected workplace solution starts from Condeco authorising visitors from the meeting invite. It then passes the visitor log to a visitor management software, like Vpod or Proxyclick. Saving manual procedures and immediately delivering a powerful “on grid" advantage.

Condeco’s unique exchange sync product enables all resources in Microsoft to be updated. It simply allows you to organise a meeting in Microsoft or Condeco (APP, browser, kiosk, outlook add-in) and keep both systems updated in real-time.

Imagine if a system integrates with all of your visitor management software, and knew all your visitors before they arrived. If it also enables a touchless, contactless express check-in at the same time?

8 Visitor Management Procedure You Should Take that Transforms Your Workplace

Visitor management procedures with Vgreet

1. Meeting booking in Microsoft

Hosts can book the meeting in Microsoft where you already had visitor's names and email. This procedure saves time and manual processes of rekeying the visitor details.

Read more about visitor registration with Office 365

2. Update visitor details from Meeting room booking to Visitor Management System

This procedure includes Condeco’s Exchange Sync which ensures all exchange visitor log data is accurate. Any change made to your meeting or visitor information will be updated in real time.

Then, Condeco’s visitor API feeds Proxyclick and Vpod automatically. Visitor data from outlook populates visitor management system. No fingers involved!

Read more about Vgreet's software integration with Condeco and Proxyclick

3. Send out visitor invitation

Why not wow your visitors?

Sending out meeting invitation to inform your visitors, the invite includes:

  • Host details they can save

  • A calendar invite to add the meeting to their diary

  • Location/travel details

  • A QR code for express check-in

  • Useful information for the visit, such as visitor policy, meeting documents, etc.

You can brand and customise the invite. However, Proxyclick has made an art form of this which has loads of basic functionality. The first impression you get as a visitor is WOW, this looks organised and different.

This visitor management procedure is taken before you get to the meeting, visitors will be pleased with the detail information you provide.

The ability to add the calendar invite to your diary is a click away. A single click and if anything goes wrong you can deal with it in one call. But it doesn’t stop there.

Visitor management procedures with Vgreet

4. Touchless Check-in

After arriving at the building, visitor's check-in procedure is simple. Imagine a 6-foot iPhone that’s got all your visitor information in. That’s “On Grid” visitor management in a connected workplace, and that’s Vgreet. Vgreet's voice activation and motion sensor technology sense visitor's approach, and guide them to check in with the QR code visitors received in their emails.

5. Pass Printing/ Security Access

After taking visitor's check-in picture , a pass is printed for visitor's entry. Printing visitor pass is an important procedure in your visitor management as it helps you to identify the unexpected visitors or contractors.

Read more about improving your building's safety here.

6. Host Notification

After visitor is checked-in, host gets instant notification by SMS or email, so they can welcome visitors in meeting room on time. This procedure eliminates the need of reception staff calling to inform the host of visitor's arrival.

7. Show Direction to the Meeting Room

This procedure makes sure your visitors don't get lost in the building after checking in. Vgreet's kiosk show an interactive map, showing visitors the directions to the places they need to be.

8. Monitor visitor activity and the usage of the building

Within Vgreet, the Relogix solution aims to provide key data analytics on your building and visitors. You can collect, gather secure, and disseminate the information you need. Monitoring your building usage and visitor activity can secure your building and enhance workplace efficiency.

What 1st impression are you making?

Just in 8 simple steps,

  • Your visitor gets everything they need

  • You create a great 1st impression without putting more effort in.

The seamless check in procedure for visitors

The check-in procedures for visitors are simple. Imagine a 6-foot iPhone that’s got all your visitor information in, that’s “On Grid” visitor management and that’s Vgreet

  1. Visitor approaches the Vgreet and motion detectors cue in the first question: “want to check-in?”

  2. A simple yes and the scanner lights up

  3. Scan your QR code

  4. Your host gets notified you have arrived

  5. Take your check-in picture

  6. Temperature scan or self-certification takes place (tailored customised check-in procedures are the default).

  7. The room integration with Condeco prompts the user and then asks what room and area of the building they need to be.

  8. You have a wayfinding map. The details are also sent to mobile in case they are needed later.

Visitor management self certification delivered

Motion detectors, Voice Recognition and QR Code Scanner deliver your Contactless Express Check-in

Vgreet simplifies the visitor management procedures, decongests the reception, minimise staff contact and ensure a touchless check-in, a QR code with all the details can be scanned on arrival. Your visitor arrives, are pre-registered and are just a QR Code scan away from checking in. Vgreet's visitor management solution features deliver a WOW experience that's sage and efficient without floor tape, screens and signs.

But the journey doesn't stop here. Vgreet provides a range of visitor management services, from visitor check-in, traffic and weather, meeting room, wayfinding, to “On Grid Integrations” like Condeco room and desk booking.


Vgreet visitor management system is a connected workplace solution that delivers all four challenges through 8 procedures. The integrations between Condeco, Proxyclick and Vpod are live today, to see them demonstrated at ISE February 2020 CLICK HERE.

Ultimately, Vgreet's connected workplace solution demonstrate visible workplace safety upgrades and a WOW first impression that can be delivered and communicated to your employees and visitors


Improve both of your visitors and employee experience by increasing workplace productivity, automating your visitor management procedures, and adopt an integrated visitor management system that talk to other systems in your building.

Business continuity is also guaranteed without the costs of the short-term tape, screens and signs. With a huge ROI from staff who can be repurposed and cleaning costs that can be managed through occupancy-based cleaning. Save the cost of your receptionists by transforming to a digital workplace with Vgreet.

Read more about our visitor management guidelines

Read more about techniques of visitor management Watch visitor management system videos

Want to know more the visitor management procedures you can take? Contact Us.

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