High security visitor management – driven via Microsoft 365

For security-sensitive organisations, having an end-to-end solution for streamlining visitor pre-registrations and security management on arrival is vital.

NATS, a global leader in air traffic management, prioritises security and the protection of sensitive information within their premises. With a large number of visitors regularly entering their facilities, the company recognised the need to upgrade the visitor management component of their Microsoft Outlook desk and resource booking system to align with their very stringent security and authorisation arrangements. 

According to Jane Jennings, Business System Analyst for Supply Chain and FM at NATS, “Working with Essential we have been able to make Microsoft Outlook the single portal via which we can book everything required for visitors to NATs’ offices. At the same time as scheduling a visit in Outlook calendar we can request meeting rooms, seating layouts, AV equipment, catering, Wifi codes, security arrangements, and so on.

It’s now quicker and easier for hosts to register visitors in advance and provide all the relevant information, such as whether the visitor needs escorting. Managing visitor arrivals has also been streamlined with services that include self-service check-in kiosks and automated notifications to hosts.”

“Working with Essential we have been able to make Microsoft Outlook the single portal via which we can book everything required for visitors to NATs’ offices. At the same time as scheduling a visit in Outlook calendar we can request meeting rooms, seating layouts, AV equipment, catering, Wifi codes, security arrangements, and so on.”

Jane Jennings, Business System Analyst for Supply Chain and FM at NATS

More about the solution:

Essential’s solution for visitor management allows individuals to log all visitor details at the point at which a visit is scheduled, using a convenient extension to Microsoft Outlook calendar. The system can be tailored to prompt for the required visitor details, including the locations they intend to visit within an office or campus.  Where required, additional facilities can be requested for visitors, including a parking space, Wifi access, catering and other services that will make their visit more comfortable.On the day of the visit, reception staff can see all pre-logged information via an advanced visitor management application.  Visitors can also use a self-service kiosk to notify of their arrival.

Customers of the solution benefit from

• Enhanced Security: By enforcing the collection of visitor information in advance, along with site-specific details that instruct the appropriate security checks and protocols (such as providing a security escort), helps fortify premises against unauthorised access, safeguarding sensitive areas and information.
• Improved Operational Efficiency: Capture of visitor information at the point of scheduling a visit in Outlook Calendar serves to streamline the registration process.  On the day of the visit security and reception staff have all the necessary information to handle the visitor appropriately, including one-click arrival notifications to hosts.  The option of self-service check-in kiosks also helps to reduce waiting times and administrative workload for both hosts and visitors. 
• Heightened Visitor Experience: By providing a seamless check-in process, visitors receive a positive first impression. The automated notifications to hosts allow for personalised greetings, and any additional needs such as accessibility considerations, enhancing the overall visitor experience.
• Compliance and Audit Trail: The system maintains a comprehensive audit trail, providing a reliable record of visitor movements for compliance purposes.

To find out more about the benefits of handling your resource and visitor management requests in Microsoft Outlook, get in touch>.