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Getting started with Smarter Visitor Registration

How the visitor registration is structured, what you need to get started and in which order you set up the solution.

Overview

Smarter Visitor Registration is a visitor registration system for organisations that use Microsoft 365. Hosts register visitors in the Outlook appointment, visitors check in at the terminal in reception by QR code or manually, and reception can see at any time who is in the building. The application runs in your own Azure subscription, and the visitor data stays in your environment.

This documentation describes version 2.4. It consists of seven pages: this overview, Installation, Cloud Shell and CLI help, Configuration, the Outlook add-in, Teams and kiosk, and Reception and analytics.

1

The building blocks

The solution consists of a web application and two optional extensions for Microsoft 365. All parts use the same sign-in through Microsoft Entra ID.

Terminal

The interface for visitors at reception: check in by QR code or manually, check out, confirm the behavior guidelines. Runs in the browser or as an app in Microsoft Teams.

Outlook add-in

A button in the Outlook appointment. It inserts a QR code into the invitation and registers the invited people as expected visitors.

Analytics and TV display

Who is on site, who is expected today, who forgot to check out. With a print view, CSV export and a display for a screen in reception.

Settings

Locations, access rights, branding, email templates, behavior guidelines and the manifests for Outlook and Teams.

Terminal home screen with the Check in and Check out buttons
The terminal in your company design. The icons at the top right for analytics and settings are visible to authorised people only.
2

How a visit works

  1. Invite: The host creates an appointment in Outlook, adds the visitors as attendees and clicks the add-in button. The invitation now contains a QR code.
  2. Check in: The visitor scans the QR code at the terminal, confirms their contact data and, if set up, the behavior guidelines. Visitors without an appointment use the manual check-in.
  3. Notify: If the terminal runs in Microsoft Teams, the visitor can call their contact person or the central desk directly after check-in.
  4. Keep track: The analytics show planned, on-site and checked-out visitors for each location.
  5. Check out: When leaving, the visitor checks out by QR code or email address. The system closes open check-ins from the previous day automatically at midnight.
Analytics with key figures and the visitor list for the day
The analytics of a location: planned, on-site and checked-out visitors at a glance.
3

Prerequisites

AreaWhat you need
Microsoft 365A Microsoft 365 tenant with Exchange Online. For calls from the terminal, Microsoft Teams as well.
AzureAn Azure subscription. Marketplace deployment requires Owner, or Contributor plus User Access Administrator.
Permissions for the installationApplication Administrator for the app registration, plus Privileged Role Administrator or Global Administrator for Graph permissions and admin consent.
WorkstationAzure CLI and the provided Bash or PowerShell scripts for the two Microsoft Entra steps.
Account for the terminalA separate user account with a mailbox for each terminal. The device signs in with this account and sends emails to visitors from it.
Device at receptionA tablet or PC with a current browser or Microsoft Teams. For QR scanning, a camera or a USB scanner.

Sign-in is always required

Every page of the application requires sign-in with an account from your tenant. Visitors do not sign in themselves. They use the terminal, which runs under the terminal account.

4

Roles and access

You define who may do what in the settings. For details, see Configuration › Access.

RoleAssignmentRights
AdministratorMember of the admin group (Settings › Security)All settings, analytics for all locations, terminal at every location
Terminal userEntered at the location under “Access”Terminal of exactly this location. No settings, no analytics
AnalyticsMember of the Analytics Group of the locationAnalytics, TV display and CSV export for this location, and its terminal
HostEveryone the Outlook add-in is assigned toCreate and update QR codes for their own appointments
5

Setup in eight steps

  1. Prepare the app registration: In the target tenant, run prepare-app-registration with the final web app name and prefix. Go to preparation
  2. Deploy from Marketplace: Install the Azure resources and certified application package directly from Azure Marketplace. Go to the Marketplace flow
  3. Grant Graph permissions: Run grant-graph-permissions and verify the expected roles and admin consent. Go to Graph permissions
  4. Setup wizard: When opening the application for the first time, define the location, branding and timeouts. Go to the wizard
  5. Set the admin group and locations: Secure administration and configure terminal users, guidelines, emails and the site plan per location. Go to locations
  6. Roll out the Outlook add-in: Publish the manifest and assign it to the required groups in the Microsoft 365 admin center. Go to the Outlook add-in
  7. Set up the terminal: Run the device in the browser or as a kiosk in Microsoft Teams with the call function. Go to Teams and kiosk
  8. Test: Check the licence status and run through a visit from the invitation to check-out (see the next section).
6

The first test

Check the entire process once with a test person before you roll out the add-in widely.

  1. Create an appointment for today in Outlook and invite an external test address. If you have several locations, enter the name of a location in the “Location” field.
  2. Click the add-in button. The QR code appears in the appointment. Send the invitation.
  3. Open the analytics of the location: the test person is in the list with the status “Planned”.
  4. Scan the QR code at the terminal (Check in › Scan QR Code) and complete the check-in.
  5. In the analytics, check for the status “On-Site” and, if enabled, that the confirmation email has arrived.
  6. Check out again at the terminal (Check out › Scan QR Code). The status changes to “Checked Out”.

Test walk-in visitors

Also test the manual check-in without an appointment (Check in › Manual Check-In). This is how visitors who are not registered in advance enter the system.

7

Frequently asked questions

Where is the visitor data stored?

In the Cosmos DB database in your Azure subscription. Smarter Business Solutions has no access to this data. For details on retention and anonymisation, see Configuration › Privacy.

Can visitors check in without being registered in advance?

Yes. With the manual check-in, visitors enter their email address, their name, the contact person and the reason for the visit. They then appear in the analytics like everyone else.

Does the solution work at several locations?

Yes. Each location has its own terminal users, guidelines, email templates and analytics. All locations run in the same installation.

Which languages are available?

The interface is available in German and English. Visitors change the language at the terminal with the button at the top right.

Does the terminal need Microsoft Teams?

No. The terminal runs in any current browser. You only need Microsoft Teams if visitors should be able to call their contact person after check-in.

Questions about this product?

Our support team is happy to help with any questions about Smarter Visitor Registration.

Get in touchsupport@smarterbusiness.at