Visitor Management Automation for inprotec — Powder and Granulate Manufacturer

inprotec sought a digital solution to streamline visitor flow at their main entrance area in Heitersheim. Each month, the headquarters receives dozens of visitors of different types, mainly service providers. Previously, these visits were handled by a single employee, leading to a high workload. The goal was to fully digitize reception and visitor management, meeting the following requirements:

• Self-check-in for visitors
• Provision of information such as visitor guidelines or Covid protocols
• Printing of visitor badges
• Phone notifications to responsible persons
• Reporting/logging of visitors and service providers

The customer chose the semi-outdoor Empire 22 Pro kiosk and friendlyway Visitor Management as their software solution to address these challenges. Implementing this technology brought numerous benefits:

• Simple Invitation Process, Including Outlook Integration: Visits are intuitively scheduled on friendlyway Cloud Platform, considering the type of visitor and relevant safety instructions. Visitors receive an email invitation with a QR code for quick on-site check-in. Guests can also be invited directly from the responsible employee’s Outlook calendar.
• Self-Check-In for Visitors: The Empire 22 Pro kiosk allows visitors to check in independently, significantly reducing the receptionist’s workload. You can complete the entire registration process digitally in just 20 seconds.

Customizable welcome screen with the client’s defined check-in options

• Digital Instructions: Visitors can view and approve visitor guidelines and health protocols directly at the kiosk. Pre-registered guests can do this in advance via online registration, saving even more time during on-site check-in. This process ensures all visitors are always informed and compliant.
• Visitor Badge Printing: The kiosk automatically issues visitor badges, granting access to the premises and enhancing security.
• Phone/Email Notifications: Upon a visitor’s arrival and check-in, the responsible contacts are immediately notified via a phone call or email (or both). The guest feels welcomed, and an inprotec employee meets them promptly.
• Reporting/Logging: The Visitor Management solution logs all visitors and external company employees, enabling seamless tracking and analysis of visitor flows.

friendlyway Empire 22 kiosk in front of the entrance at inprotec headquarters in Heitersheim, Germany

Since implementing the Empire 22 Pro kiosk and Visitor Management solution from friendlyway, inprotec boasts a state-of-the-art and fully automated reception area.

Automating visitor management has significantly relieved the previously tasked employee. Simultaneously, the convenience and satisfaction of visitors have increased.

Moreover, adherence to compliance requirements has been strictly implemented, enhancing the company’s security. As a result, inprotec’s visitor management and reception process are now future-proof and digital.