Getting Started with Smarter Visitor Registration
Complete guide for setup, configuration and usage of Smarter Visitor Registration. From Azure setup to QR code-based visitor registration.
Table of Contents
Create Azure Resources
To use Smarter Visitor Registration, you need four Azure resources in your own Azure environment.
📝 Prerequisite
You need an active Azure subscription and appropriate permissions to create resources.
Required Azure Resources
Resource Group
New or existing resource group for all Visitor Registration components
Two Web Apps
Windows Web Apps with Node 20 LTS - one for app, one for Outlook Add-In
App Registration
Microsoft 365 App Registration for Outlook calendar access
Cosmos DB
Azure Cosmos DB for meeting data and QR code information
⚠️ Important Configuration
Add the following entry in both Web Apps under Settings → Configuration → Application Settings:
Value: True
Deploy Applications
After successfully creating the Azure resources, deploy the two ZIP files for the app and the Outlook Add-In.
Deployment Process
Open Advanced Tools
Navigate in both Web Apps to Developer Tools → Advanced Tools and click "Go"
Zip Push Deploy
Under Tools → Zip Push Deploy, upload the respective ZIP via drag & drop
✓ Automatic Installation
After upload, the app will be automatically installed and configured. This process may take a few minutes.
Integrate Outlook Add-In
Integrate the Outlook Add-In to generate QR codes directly from Outlook appointments.
Add-In URL
Manifest URL:
📝 After Integration
After successful integration, you'll see a new ribbon button "Smarter Visitor Registration" when creating new Outlook appointments to add QR codes.
Configure Registration Form
Configure the form that visitors must fill out during registration.
Select Data Fields
In the webapp under "Configure Form", select the desired fields
Save Settings
Save the configuration for all future visitor registrations
⚠️ Important
The form configuration applies to all future registrations. Consider carefully which data you want to collect from your visitors.
Generate and Send QR Codes
Create personalized QR codes for your Outlook appointments and send them with invitations.
Create Outlook Appointment
Open Outlook and create a new calendar entry with all details
Add QR Code
Click the ribbon button "Smarter Visitor Registration" in the appointment
✓ Automatic Sending
The QR code is automatically inserted into the appointment invitation and sent to all participants.
Perform Visitor Registration
Visitors can register in two different ways - depending on the situation and preference.
Registration Methods
QR Code Check-In
Visitors scan the QR code from the invitation with their smartphone
Manual Registration
Visitors manually enter their email address at the reception tablet
Registration Process
Check-In at Reception
Visitors scan QR code or enter email address
Fill Out Form
Registration form with configured fields opens
Confirm Registration
Data is captured and synchronized with Outlook
Check-Out
Check-out upon departure happens in the same way
📝 Real-time Notifications
You receive immediate notifications in Outlook when a visitor checks in or out. The Outlook calendar gives you an up-to-date overview of all present visitors at any time.
Häufig gestellte Fragen
❓ What Azure costs are incurred?
❓ Can multiple locations use the same installation?
❓ Is visitor data stored GDPR-compliant?
❓ What happens if a visitor cannot scan the QR code?
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