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Visitor check-in for Microsoft 365

Smarter Visitor Registration

Register visitors in Outlook, check them in by QR code at reception.

Smarter Visitor Registration connects invitation, reception and overview: hosts register guests in the Outlook appointment, visitors check in and out at the terminal themselves, and reception always sees who is on site. The solution runs in your own Azure subscription.

Request a demoVisitor Registration: Getting started
Visitor data stays in your environment
Your Azure
Terminal in two languages
DE / EN
Illustration: Outlook invitation with a QR code on a smartphone, the visitor terminal with the Check in and Check out buttons and a list of the visitors currently on site

From appointment to check-out

One continuous process without a paper list: registration starts in Outlook and ends at the terminal.

  1. 1

    Invite in Outlook

    One click in the appointment inserts the QR code into the invitation and registers all attendees as expected visitors.

  2. 2

    Check in at the terminal

    Visitors scan the code at the tablet in reception, confirm their details and – if required – your behavior guidelines.

  3. 3

    Overview for reception

    Analytics shows planned, on-site and checked-out visitors per location, also as a display for a screen.

Outlook appointment with the inserted QR code for visitor registration
Contact data form at the terminal with consent and confirmation of the behavior guidelines

A terminal visitors operate themselves

Two large buttons, clear steps: the terminal is built for people who see it for the first time. It runs on a tablet or PC in the browser or in Microsoft Teams.

  • QR code with camera or USB scanner
  • Manual check-in for visitors without prior registration
  • Behavior guidelines with confirmation, per location in German and English
  • Truck site plan for deliveries

In your own design

You set the logo and colours of the terminal in the settings. The text on the buttons adapts automatically for good readability.

Analytics with key figures, check-out status and the visitor list of a location

Know who is on site

Analytics shows per location who is expected, who is on site and who has already left – with contact person and reason for the visit.

  • Filters for today, the last seven days or a custom period
  • Print view and CSV export
  • TV display for a screen in reception
  • Automatic check-out at midnight for forgotten check-outs

A note on safety

In an emergency, the “Live (on-site only)” filter gives you the list of all visitors on site – printed if needed.

Schematic illustration of the terminal in Microsoft Teams with the button to call the contact person

Call the contact person straight from the terminal

As an app in Microsoft Teams, the terminal calls the contact person after check-in – or the front desk if nobody answers. This helps receptions that are not staffed all the time.

With a setup policy you configure Teams for the kiosk account so that only the visitor terminal is pinned. The documentation describes the setup step by step.

List of locations in the settings with primary location and terminal users

Several locations, one installation

Each location has its own terminal users, guidelines, email templates and analytics. The Outlook add-in assigns appointments to the right location automatically, by the appointment location or by groups.

You control permissions through groups in Microsoft Entra ID: administrators, analytics per location and the terminal account.

Built for Microsoft 365

  • Data in your environment

    The application runs in your Azure subscription. Visitor data is stored in your database – we have no access to it.

  • Sign-in with Microsoft Entra ID

    No separate user management: access through your accounts and groups, single sign-on in Outlook and Teams.

  • Privacy built in

    Visitors decide whether their contact details are stored. Without consent, the visit is anonymised at check-out.

Registration right in the appointment
Outlook
Check-in without waiting
QR code
Call the contact person
Teams
Runs in your subscription
Azure

Built-in tools or app?

When are Microsoft’s built-in tools enough?

For a small reception with few guests, a simple list is often enough. Smarter Visitor Registration is built for organisations that want to record and trace visits reliably.

The built-in tools are enough for this

  • A few visits per week at one location: a list in Microsoft Lists or a form in Microsoft Forms.
  • Scheduling only, without a reception: the Outlook calendar.

This is what Smarter Visitor Registration is built for

  • Pre-registration in the Outlook appointment with a QR code for everyone invited
  • Self-service at the terminal with confirmation of behavior guidelines
  • Analytics per location with on-site, planned and forgotten visits
  • Calls to the contact person through Microsoft Teams
  • Roles and locations through groups in Microsoft Entra ID

If the left column covers your case, you don’t need an app – you’ve already paid for the built-in tools. Smarter Visitor Registration exists for everything on the right.

Support & resources

Documentation and legal information for Smarter Visitor Registration.

See visitor registration in your environment?

We show you the process from invitation to check-out in a short demo and discuss installation and licensing by number of locations.

Request a demoVisitor Registration: view documentation