Vpod next generation visitor management

Updated: Nov 9

Oct 16th we announced a major partnership with Proxyclick and Condeco however, let's start with why?

  • Customer challenges are what we focus on at Vpod (it's in our DNA) and for some months we have worked with Proxyclick and Condeco to solve some very basic facilities management issues.

  • How do we make the workplace more intuitive and by coincidence, safer?

  • How do we enhance the visitor management experience removing manual tasks and making them digital?

  • How do we make that visitor experience intuitive starting at an invite, not at the reception?

  • How do we make the visitor journey safer with touchless processes that deliver a 7-second express check-in?

  • How do we self-certify that we are well and not carrying a fever, visited certain countries or areas?

  • How we remove tasks from the receptionist and connect the visitor and the host with timely alerts and notifications?

  • How do we ensure a Microsoft Office 365 user booking a meeting changing no Microsoft workflows populates the visitor management system with visitor details so that new digital invite is sent out?

  • How do we link the meeting invite with the room and building notifying the visitor which room they are going to and where it is?

Visitor Management efficiency and experience

The answer is pretty simple if you focus on the customer and these challenges and on the user journey, making sure you only focus on one of two things:

  • Driving efficiency

  • Driving the experience

These two mantras are again baked into the VPod DNA and in Simon Cohen/Peter Otto at Condeco and Gregory Blondeau and the team at Proxyclick we found like-minded folk with a passion for solving customer challenges.

However, it went further, not only were they passionate, but they were practical, designing the solution end to end round, excited, daring to believe customers and then launching it for feedback, at ISE in Amsterdam in February, just weeks before the pandemic struck Europe.

Visitor Management User Experience.

The journey starts with a meeting booking in Office 365 or Condeco (they synch) and sends visitor details through Proxyclick to Vpod's Vgreet visitor management system, that recognises the QR code on the invite, prints a pass.

Visitor Management Invite by those guys at Proxyclick recognised by the Vgreet scanner.

The invite and VGreet process removes 9 areas of hassle for the visitor:

  • They know where they are going with the address PLUS the Google Map for their smart device.

  • The contact details of the host enable them to update them if they are early for a coffee or late in traffic.

  • The QR code enables the VGreet scanner to recognise them instantly against the invite and check them in with any validation process you like.

  • In its simplified journey, its 7 seconds before your touchless Express check-in is complete.

  • From the motion sensor to voice recognition the visitor check-in process is contamination free.

  • You can add Pre-registration surveys, Self-Certification questionnaires to the fully customisable journey, keeping both HR and the legal team happy.

  • And the pass you print can be coded to enable escorted visitor arrival when your host turns up, after receiving the instant notification, you'd arrived, on check-in.

  • Or alternatively, once your security team are happy to enable the visitor through the barriers to a designated floor, particularly handy for Multi-Tenanted buildings.

  • It doesn't stop there, the Condeco integration gives them the room details that they are journeying to and the "way-finding directions of where the room is on the floor plan" and of course how to get there.

So How has that journey impacted Visitor Management?

So back to those core mantras, efficiency and experience, that summarised journey:

  • The efficiency has been transformed not from when they arrived at the building, but from the moment they started the journey to it.

  • More processes have been added, from pre-registration to touchless express check-in however the whole journey was digital, complimenting their smart device.

  • Time was stripped from the process, manual processes removed, communication enhanced, whilst the visitor enjoyed an experience upgrade.

  • The efficiency means the whole building became much safer, not just for the employees, but for their elder relatives too, delivering huge "peace of mind".

  • What's more your duty of care obligations has been visibly enforced, without a negative impact on the experience, which has been transformed.

  • The Experience has been upgraded to VIP, end to end through the entire journey, which for those that rely on a good first impression is key.

  • However, for those that compete for customers, and most of us do, we advise you upgrade your experience before your competition does.

  • For those that want the old way, manual labour-intensive expensive processes, then that's your prerogative, just remember one thing, if your boss reads this article/blog OR gets a connected workplace check-in, in another building, we wish you good fortune.

Visitor Management Upgrade Released

Since February the 147 demo's and the customer feedback have culminated in a release to production all three production versions of Condeco, Proxyclick and Vpod and the first customers are live.

We will announce enhancements and extensions to the three-way integration next week and look forward to improving your workplace, making it safer, more efficient and enjoyable.

Want more info simple ask her by submitting a work email.


Enquiries: info@vpodsolutions.com
Tel: +44 (0)20 7621 6300

Address: Chester House, Unit 2:02, 1-3 Brixton Rd, London SW9 6DE

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