Visitor Management System in Microsoft Teams

The more we live and work from home, the greater the need for working together with our teams and partners. Business travel and visiting partners, clients, and prospects have returned to pre-pandemic levels. Many companies are going out to spend quality time with their most important vendors, suppliers, or customers way more than before because in-person meetings matter.

The increasing number of in-person meetings brings a fairly old but big problem back to the table—”How can you provide an outstanding visitor experience and manage your reception properly in this new hyper-flexible work environment?”

It’s not an easy problem, but we have a great solution. Every visitor management solution should be deeply integrated with your teams’ software tools, such as Microsoft Teams and OfficeRnD Workplace.

Read on to learn more about our visitor management system in Microsoft Teams.

Visitor Management for Hybrid Working

Visitor management systems have come a long way from paper sign-in sheets and manual tracking. As organizations grow and evolve, so do their needs for better security, efficiency, and data management. Isn’t that the right way to handle visitors?

Traditional methods consume time, effort, and valuable resources, leaving security and data accuracy gaps.

This is especially true in hybrid work environments where employees, guests, and deliveries constantly move in and out of the office.

The need for a robust, streamlined visitor management system has never been greater. This is where the OfficeRnD Visitor Hub shines.

It ensures a smooth, efficient, and hassle-free sign-in process, allowing your team to focus on what matters most – providing exceptional service and maintaining a secure environment.

Key Benefits: 

• Simplified Visitor Sign-In Process: Save time and reduce friction by streamlining your visitor sign-in process with pre-registration, one-click check-ins, and instant notifications to hosts via email and the Visitor Hub app.
• Effortless Delivery Management: Easily track deliveries and ensure timely notifications to recipients upon arrival, reducing time and effort.
• Enhanced Security: Customize your check-in requirements to keep your workplace compliant, safe, and secure, ensuring your check-in process aligns with your organization’s safety and security policies.
• Impressive Guest Experience: Make a great first impression on your guests with a professional and efficient sign-in process.
• Consolidated Tech Stack: Avoid paper sign-in sheets by seamlessly transitioning to an all-in-one system that consolidates all visitor management tasks.

Visitor Management in Microsoft Teams

When we launched our OfficeRnD Workplace <> Microsoft Teams integration, we didn’t expect it to be such a big success. It solved the Desk and Meeting room booking problem in Teams exceptionally well. Furthermore, we also integrated our Hybrid Visitor Hub with Teams to continue our path toward a fully integrated, seamless experience for employees and their guests.

Hosting visitors and receiving deliveries is now even more seamless with the addition of Teams notifications. These add to the existing notification channels—email and mobile app push notifications in the OfficeRnD Workplace work app.

Key Benefits

• Instant Alerts: Receive real-time notifications directly on your MS Teams, ensuring you are promptly informed about visitors and deliveries.
• Improved Efficiency: Manage visitors and deliveries more efficiently without disrupting your workflow, all thanks to the tool you use daily.

The notifications are triggered:

• To the host when visitors arrive and are checked in via the Visitor Hub app or the admin page.
• To the delivery recipient when deliveries are registered via the Visitor Hub app.

We’re always looking for ways to improve your experience, and we hope this new feature helps you stay even more organized.

The Future of Visitor Management

How we work, travel, and meet has changed dramatically in recent years. Everything has changed. We live in a new world that’s flexible in its core.

We believe that the future of work also demands a new way of thinking about the workplace. The workplace is no longer this static, never-changing environment that’s stuck for a decade. The office is now hyper-flexible and entirely focused on people’s experiences.

Whether you host customers, job candidates, vendors, prospects, or anyone, their first impression starts with your reception. Wow them with future-proof technology built for experience and convenience.

Optimize your operations and deliveries and enhance security with a visitor management system tightly integrated with your entire workplace (OfficeRnD Workplace) and communication (Microsoft Teams) technology stack.

Try The Visitor Hub Today

We invite you to try the Visitor Hub today and see how it can completely overhaul your office reception. Its integration with MS Teams makes it even more powerful and efficient.

Click here to book a live demo with OfficeRnD Workplace Visitor Hub and talk to one of our visitor experts today. Alternatively, you can click here to start for free with OfficeRnD Workplace, no strings attached.

FAQ

What is OfficeRnD Visitor Hub?

OfficeRnD Visitor Hub is a comprehensive visitor management system that streamlines the check-in process, enhances security and improves the overall guest experience in hybrid work environments.

How Does the Integration with Microsoft Teams Work in Visitor Hub?

The integration enables real-time notifications to be sent directly to Microsoft Teams when a visitor arrives, ensuring that hosts are immediately informed and can manage their visitors efficiently.

Can I Customize the Visitor Experience Using OfficeRnD Visitor Hub?

Yes, the Visitor Hub allows full customization, including branding the reception app, tailoring visitor flows, and customizing email invitations to align with your organization’s image.

How Does OfficeRnD Visitor Hub Help With Compliance?

The platform supports compliance by allowing you to pre-register visitors, manage document signing, track visitor logs, and export data for regulatory reporting, ensuring all legal and safety requirements are met.

What are the Key Benefits of Using OfficeRnD Visitor Hub?

Key benefits include a streamlined check-in process, enhanced security, customizable branding, real-time notifications, and comprehensive visitor and delivery management.

Is OfficeRnD Visitor Hub Suitable for Hybrid Work Environments?

Yes, the Visitor Hub is designed specifically for hybrid workplaces. It helps manage both in-person and remote visitor management, improves operational efficiency, and maintains security.

It’s a powerful module of OfficeRnD Workplace, a hybrid work enablement and management platform.

How does the OfficeRnD Workplace Integrate with Microsoft Teams?

In brief, the integration provides desk booking and meeting room booking in MS Teams. You can learn more about this powerful integration here.

Can I Manage Visitor Notifications Exclusively Through Microsoft Teams with the OfficeRnD Visitor Hub?

The integration allows you to manage visitor notifications directly within Microsoft Teams. Hosts receive real-time notifications and can respond to or manage visitor details without leaving the Teams platform, simplifying the process and improving workflow efficiency.

Can I try the Visitor Hub for Free and Decide if it’s for me?

Yes, you can. Feel free to do so here.