Configuring Smarter Visitor Registration

A location is a reception with its own terminal, its own permissions and its own analytics. Manage locations opens the list.

• Add Location immediately creates a location named “New location” and opens its detail page.
• Exactly one location is the Primary Location. It applies when an Outlook appointment cannot be assigned to any other location.
• The last remaining location cannot be deleted.

General

• Truck site plan: An image (PNG or JPEG, 1 MB at most) showing the access road, ramps and parking spaces. As soon as a plan is uploaded, a truck button appears on the home screen of the terminal and shows the plan in full screen.
• Email Signature: Appended to all emails of this location. Formatting, links and images are possible. Without a custom signature, the email ends with the company name from the branding.

The Check-in behavior tab controls what happens at the terminal and around the check-in. It consists of five areas.

Terminal behavior

Outlook QR code

The template determines what the Outlook add-in writes into the appointment. It must contain the placeholder {{qrCode}}; {{locationName}} inserts the location name. Without a custom template, a short default text with the QR code is used. For more information, see Outlook add-in › QR template.

Emails to visitors

• {{visitorName}} is the name of the visitor, {{reason}} the subject of the appointment or the reason for the visit.
• {{companyName}} is the company that the visitor entered, not your own company. Write your company name directly into the text.
• Placeholders must be written exactly and without spaces. The easiest way is to insert them with the buttons above the editor.
• If subject and body are left empty, the system uses bilingual default texts.
• With Include behavior guidelines in check-in email, the confirmation attaches the guidelines files of the location.

Behavior guidelines are safety rules or house rules that visitors read and confirm at check-in. You set them up for each location.

Under Admin group, search for a group from Microsoft Entra ID. All members, including those in nested groups, are administrators: they change settings, see the analytics of all locations and can open every terminal.

Automatic check-out: Every night at midnight, the system checks out all visitors who checked in on the previous day or earlier and are still open. The end of the previous day is used as the check-out time; no email is sent. With Run now, administrators start this run immediately, for example after a test.

• Storage location: All data is stored in the Cosmos DB database in your Azure subscription.
• Consent at the terminal: With the checkbox “I agree that my data may be used for repeated registration”, visitors decide whether their contact data remains stored for the next visit.
• Anonymisation: Without this consent, the check-in is anonymised at check-out, including the automatic check-out. Name, email address, company and phone number are replaced; the statistics are retained.
• Retention periods: For visitor contacts and the audit log, you can define an automatic retention period in days during deployment (parameters visitorsRetentionDays and settingsAuditRetentionDays).
• Access and erasure: For requests from data subjects, there is an interface for export and deletion by email address. We support you if required.
• TV display: It shows the names of visitors. Position the screen in a way that fits your data protection concept.

The Integration Tests tab is a diagnostic tool. The tests write to the real database and create test entries. Use it only after consulting support and not during live operation.