Often, organizations need to collect the data of visitors or external employees who attend meetings. Especially in times of crisis such as these, it is of great importance to know when and who was in the company’s building. We have developed an application for this purpose in order to realize a simple and intuitive solution for guest registration using QR codes. In this article we would like to give you insights into the implementation of this application.
Guest registration using Outlook Add-In
Screen for QR code creation and sending e-mails
The meeting organizer has the possibility to open our application for guest registration via the ribbon button “Invite guests”. A list of all participants in the meeting is displayed. We automatically generate the QR codes for each participant and display them in the list. The organizer can then send the generated QR codes to individual participants or to all participants by e-mail.
The QR codes contain the data of the participants from the Outlook contacts. The company can decide here which information is relevant. This includes e.g. phone number, e-mail address, company name or similar. If certain data is missing, the organizer has the possibility to add or edit the data in the Outlook contacts. We open a form where they can customize the participant’s data.
Screen for QR code scan for guest registration
If the porter wants to collect the data of a new participant, he must create a new event as a first step in the related calendar. Then he has the option to open our application via the ribbon button “Scan QR code”. This leads him to the screen, where he can scan a QR code via his camera.
We read the participant’s data from the QR code and take it into the new event.
Leaving of guest
If a guest leaves the building, the porter must re-scan the guest’s QR code. This changes the end time of the previously created appointment for the guest. As a result, there is an overall overview in Outlook of which guest were in the building and when.
In order to use our application for guest registration even more intuitively and easily, we have revised our solution again. We give you insights into the revision of the solution for guest registrationin our new blog post.
If you are interested or want a demo of our Smarter Visitor Registration – then feel free to contact us.
If you want to integrate the complete SharePoint or teams into your Outlook, then our Office 2 SharePoint will interest you!