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How can I simplify Visitor Registration in Outlook?

  • Post published:2024-01-22
  • Post category:OnTime

Visitor registration and its difficulties

A perfect visitor registration is a positive calling card for every company. If the reception is already informed when a visitor arrives, the badges are already prepared and the invitee can be informed with one click.

In reality, however, with Outlook the whole thing usually looks different and separate processes increase both the effort and the susceptibility to errors.

  • Are there ways to also register visitors when creating meetings?
  • How can I simplify the registration processes for both visitors and staff?
    Is it possible to register group(s) as visitors in Outlook?
  • Can you immediately assign visitors to a meeting and room?
  • If a meeting is postponed or canceled, what happens to registration?

A Matter of Security

The goal should always be to keep processes on both sides as efficient and clean as possible. Security staff should have a detailed overview of expected visitors and who has checked in or, just as importantly, checked out. There must always be someone responsible for a visitor so that security personnel can validate the reason for the visit.

Current solutions still surprisingly often rely on either manual methods such as written notes or, as is the case with many Outlook difficulties, use Excel. External apps, which often have to be downloaded by visitors themselves, attempt to circumvent some of these problems, but do not solve them reliably.

Further problems can quickly arise when unexpected changes occur. A postponed meeting, a room change, any deviation from the plan can trigger a chain reaction. The more moving parts there are, the easier it is for something to not update or not update correctly. A note is overlooked, a change in an app is not updated, a line in the Excel table slips. For this reason, every change should be updated centrally if possible – a current impossibility, isn’t it?

SES Astra and Visitor Management

SES has a bold vision to deliver amazing experiences everywhere on earth by distributing the highest quality video content and providing seamless connectivity around the world. As the leader in global content connectivity solutions, SES operates the world’s only multi-orbit constellation of satellites with the unique combination of global coverage and high performance.

What was particularly important for SES Astra was a uniform overview and a regulated flow of various interacting points around meetings, especially with outsiders and visitors. Whether it’s room displays, catering or of course visitor registration, a unified process that connects and simplifies everything: OnTime was the solution that SES Astra chose.

  • “Since the implementation of ONTIME Visitor management module, our organization has witnessed a remarkable transformation. […] All of these points convey an impressive image to the outside world. It shows that our organization is professional, efficient, and security-conscious.”

– Guy Kirsch, SES Astra

If you’re interested to know more about this, you can read the success story here.

The all-in-one solution

OnTime ensures a smooth process from the first to the last step in visitor registration. External visitors can be invited and registered when creating an appointment or meeting, both individually or as a group.

An overview of the interface when selecting external visitors in the visitor manager, including such details as the location, names and e-mail address, as well as other potentially helpful data that helps security verify their visitors quickly and efficiently.Whether it’s one visitor or a hundred, OnTime Visitor Registration will help you keep track. If a meeting is postponed, canceled or otherwise changed, the security staff will of course also be informed immediately of any changes. This means that the list of expected visitors is a reliable and always up-to-date tool.

The final view on the bulk registration with all included people, the booked room and the time and date as well as a catering order all at a single glance.Try our online demo now.

With the OnTime group calendar, you can cover all important topics from meeting creation to visitor registration, room booking, catering and more – without having to worry about anything getting lost or lost.

A clean visitor registration process ensures a positive image of the organization: professionalism, efficiency and security awareness.

OnTime group calendar works effectively in Exchange OnPrem or Exchange Online, as well as in any combination. OnTime overcomes the limits of IT systems for you!

If you have any questions or would like a demonstration, please feel free to contact us at any time.

Would you like to find out how OnTime Group Calendar could benefit you and your organization?

Book a meeting to discuss your used case!

If you’re curious to find out more, check out our website to get additional information, pricing and more!