Interflex Datensysteme GmbH, specialist for state-of-the-art access concepts, time & attendance recording, and time management, introduces three new modules for visitor management with its IF-6040 access control system. These additional modules allow visitors to be registered via self-service, visitor registrations to be processed in Outlook, and visitors to register themselves – for example at the reception desk of a branch office. The extended functions make visitor management even more time-saving and secure than ever before.
“Under the aspect of permanent efficiency increase and the simplification of processes, our enhanced visitor management modules allow companies and their guests to focus even more on the essentials in appointments. The administrative effort is minimized while a consistently high level of security is maintained“.explains Dr. Jörg Wissdorf, General Manager of Interflex.
Spontaneous Visitors Register Themselves
For visitors, who spontaneously come to the company for an appointment, the IF-6040 software now offers the possibility of self-registration via a PC or tablet in the reception area. To do so, users first select their preferred dialog language from six languages. Then, they enter their visit data, starting with their first and last name, through the selection or creation of their company, to the choice of the host and the confirmation of the safety briefing. While the data is being entered, the system automatically createsa preregistration for the receptionists. As a result, the workload of the reception staff is reduced, while the visitor’s self-entry supports increased data quality.
Inviting Visitors via Outlook
With the Outlook add-in, employees can make appointments with their visitors in the familiar Microsoft Outlook environment. The invitation contains directions and appointment details as well as a QR code. With thecode, the data is immediately retrieved without the need to register on site. Further functions, such as automatic synchronization when appointments change, the implementation of customer-specific data fields, or the creation of Outlook contacts based on visitor data make visitor management even more convenient for employees and the reception staff.
Visitor Invitation as Self-Service for More Efficiency
With the latest version of visitor management with the IF-6040 system, employees can use existing invitations as templates for new invitations. The software automatically copies the appropriate information from the selectedinvitation into the new form. If calendar entries stored in Outlook need to be changed, the modified data can be e-mailed to the visitor at any time by means of a visitor invitation. Visitors can then download the ics file attached to the e-mail directly to their e-mail calendar and thus, have access to the corrected appointment data.
Assigning Access Permissions to Visitors
The access permissions of visitors and employees of external companies can also be managed, documented, and archived with the Interflex solution. The duration of the access permission is linked to the start and end of a visit. Thus, the validity of a credential automatically expires after an appointment. If a credential is lost, it can easily be replaced directly at the reception desk. If a visitor does not require special access permissions, companies benefit from the “host follow-up booking” function. In this case, the host performs the first booking and passes the turnstile, for example. Then, the visitor may also pass through using his or her credential without requiring his or her own access permission for the turnstile.