In Outlook you can use the Visitor Registration add-in to transfer meeting data to visitor management of Security Manager.
- The Visitor Registration add-in is installed.
- In Outlook, create a meeting.
- Enter the meeting title and add attendees.
- From the ribbon, click the Visitor Registration add-in.
- The add-in section on the right displays visit data.
- Based on your configuration setup, specify your current location. Keep in mind the location selection is displayed only if you have multiple partitions or multiple campuses within one or more partitions. If a partition has no campuses, the campus selection option is not displayed. If you have only one partition with one campus, it is preselected by default. You have the following parameters:
- Partition (required): Select a partition, for example the country.
- Campus (required): Select a campus and click Save.
- Once your location selection is saved, the Visitor Registration add-in updates your current location settings, reflecting the data at the top of the form. You can modify it as needed by clicking it.
- If you are part of more than one account, the currently selected account is displayed at the top of the form. Otherwise, select an account from the drop-down list, if you want to register the visitor for another account.
- Under Planned visit, you have the following data:
- Purpose of the visit (required): Enter the purpose of the visit or meeting title.
- Host (required): Displays the sender's name.
- Host email (optional): Displays the sender's email address.
- Host phone number (optional): Displays the sender's phone number.
- Location (optional): Displays the meeting's location that was previously selected.
- Visit start (required): Displays the start date of the meeting.
- Visit end (required): Displays the end date of the meeting.
- For every mandatory attendee, the email address is added under Visitors in the add-in section. If visitors with the email address already exist, their data is displayed in the add-in section. Email addresses of optional attendees are not added.
- Under Visitors, enter visitor data if fields are empty.
- You can delete visitor data from the add-in section. For example, colleagues who do not need a visitor pass from the front desk can be removed from the visitors list. This does not affect the attendees in the Outlook meeting.
- To transfer the meeting data as a visit to Security Manager, click Save in the add-in section.
- A success message is displayed.
- In Security Manager, a visit with the meeting title is displayed in the Visits list.
- For every attendee email, a visitor is displayed in the Visitors list. For the visitors, a planned visit with the meeting title is available for check-in.
Updates of an Outlook meeting that is available as a visit in Security Manager are not automatically reflected in the visit data or visitor data.
Every time you click Save in the Visitor Registration add-in, a new visit is created.
From the Outlook add-in, you cannot add attendees as visitors to an existing visit.