sherman2307 A Safe Workplace - enhanced from Microsoft Outlook through to reception 12 useful tips

A Safe Workplace - enhanced from Microsoft Outlook through to reception 12 useful tips

Updated: 7 days ago

One thing for sure the visitor management is changing, the moment we think about returning to the workplace.

12 Top Considerations

1. Declutter reception - no more visitors everywhere

2. Express check-in - to decongest the reception area

3. Touch less processes - to reduce hand born contamination

4. Risk free "tear duct" core temperature sensing accurate to 0.2 of a degree

5. Security alert workflows for "blacklist visitors"

6. 100% visitor coverage for peace of mind

7. Track and trace visitor and team contact

8. 100% instant visitor hosts alerts by SMS and email

9. Reception safety for the staff - duty of care

10. Lower Reception costs, less staff, less risk, lower manning costs

11. Express security clearance to a zone area of the building

12. Customised workflows so the staff and visitors know people have answered the right questions on screening, self isolation etc.

Let's start with de-cluttering reception.

1. Declutter reception - no more visitors everywhere

There are luckily several factors working for you and some against:

- In Asia they have banned visitors from most workplaces, which solves the issue right away.

- As a temporary measure, this can be offset by stating all visitors must attend meetings virtually, using probably two weapons, now booming in the work from home era, Zoom and Microsoft Teams.

Whilst that is an option, in extreme circumstances, its for a time window at best.


It is certain that a lot of floors in buildings will have seating cut by 50% when the 6ft or 6m social distancing zones are imposed, that will reduce reception clutter.


However, for those with lifts in your workplace to floors, these will be re-assessed and the capacity levels reduced dramatically, so you need to consider the next option.

2. Express check-in - to decongest the reception area

There are systems now that tackle visitor management, very well and some of these have express check-in as a feature.

How does this work?

A Visitor Invite is issued with a Barcode/ QR code express check-in, prior to arrival.

These invites have added benefits, solving wayfinding to the building, being branded for a great 1st impression, removing receptionist involvement as an option. However one of the best features is upon scanning the host is immediately notified by email and sms, which helps with getting the visitor out of reception quickly.

3. Touch less processes - to reduce hand born contamination

Proxyclick, a market leader in visitor management, have a number of simple amendments to their processes to deliver a touchless experience:

  1. Remove Ipad check-in screens from reception , to avoid a contamination point.

  2. Send any other NDA or Visitor Agreements in advance as part of a custom visitor flow

  3. Send QR codes with every visitor invite, this is then scanned by the passive IPAD at reception

  4. Add any screening question to your advanced check-in so you can collect the data and the visitor completes the questionnaire on their own device.

Customise the health questions they answer - watch the short Video

4. Insert a Risk free "tear duct" sensing process, detecting temperature sensing accurate to 0.2 of a degree.

As you now have a far higher duty of care, you now have to try and protect the workforce who have not had the virus, from those that have, particularly in letigious markets like the US.


Fitting thermal imaging cameras in reception doesn't work and worse still, can be highly inaccurate. Why?

Thermal Camera V Core Temperature Sensing!

Skin Temperature and Core temperature, are completely different measurements, with skin temperature being near useless for Covid testing, the following practical reasons:

  1. Ladies of a certain age travelling through hormonal change are subject to "hot flushes"

  2. Men arriving having removed cycle or motorcycle helmets will indicate a high temperature


Vgreet Covid-19 Carotid Artery core temperature reading

The Carotid artery surfaces right behind the eye's tear duct and travel past lungs and throat, giving you a very accurate, medically proven reading of the body's CORE TEMPERATURE to ISO standard IEC 80601-2-59:2017.

Sophisticated cameras, have been produced, that specifically measure this area of the body.

Needless to say you cannot take a risk, that you have the right or wrong workplace process, that subsequently endangers, non infected workers.

This specific camera is calibrated and references the last 10 people it scans.

Accurate to 0.2 of a degree!

These cameras can be fitted to market leading rapid check-in systems like VPOD's Vgreet kiosks.

How does Vgreet work? This Short 2 minute Video explains how Source: Condeco and Rave publications

Vgreet's Covid answer to Toucless Covid-19 is simple:

- motion sensors activate the screen and a check in prompt

- voice activation then prompts scan the QR code

- Or ask for help

So the process becomes fast, efficient and health and safety compliant

5. Security alert workflows for "blacklist visitors"

A Standard feature of the market leading visitor management software systems is to check visitors versus a blacklist database that the companies security team maintain. If anyone attempts access the photoscreening, or database alert security.

6. 100% visitor coverage for peace of mind

To achieve 100% coverage you need access to Outlook meeting invites, where simple business rule sets can determine visitor coverage, let me explain:

- In market leading software, that numerous companies use, for example Condeco, you can set a business rule up to export visitors.

Example: My company name, a visitor could be classed as anyone, who has not got an email ending in

Learn more about Condeco Exchange Synch, download the 2 page pdf here

This is how you get 100% visitor coverage, as every meeting and host attendee, can be populated from Condeco into either VPod or Proxyclick, so that you have 100% peace of mind.

The two integrations were launched at ISE 2020 - click the images to see the short videos!

7. Track and trace visitor and team contact

The combination of data from Visitors who check in (Proxyclick) and Condeco, enable you to provide 100% track and trace Health Service Compliance.

We recommend that you set up a covid-19 monitoring service for this data and your wider Corporate Real Estate, Cleaning and Security, HR team via the folk at Relogix who can supply this Reporting as a Service (RaaS) subscription.

8. 100% instant visitor hosts alerts by SMS and email

Proxyclick operate this as a standard feature, so as the visitor checks in, the host receives email and text alerts.

9. Reception safety for the staff - And your duty of care

By implementing either or both Proxyclick and Vpod, you can cut the receptionist contact either completely or lower the input, to exceptions, where its "fringe help" use cases that need support. Note: Proxyclick and VPod are integrated.

10. Lower Reception costs, less staff, less risk, lower manning costs

Vpod and its wider visitor management service, wayfinding, book taxi service and extended services, means the reception manning levels, can be reviewed and cut.

The return on investment will satisfy any CFO as its months and certainly shorter than a year.

11. Express security clearance to a zone or area of the building

The same QR code can be enabled to express check in your visitors and access security systems.

Proxyclick have enabled this by integrating with the main global security barrier access systems.

However, there's a twist for Covid-19, as you can zone floors and visitor types within Proxyclick and allow access to different visitor categories, for certain floor(s).

12. Customised workflows so the staff and visitors know people have answered the right questions on screening, self isolation etc.

Customised workflows can be built into Proxyclick, so the staff and visitors know people have answered the right questions on screening, self isolation etc, Watch the simple video here

So what does your Covid-19 safe workplace journey look like?

How can you extend Office 365 and enhance Microsoft, to get to the safe workplace?

So here's the CTO overview!

Glossary of Terms and meanings

Microsoft office 365 enhanced

  • Condeco extends office 365 so that simplistic bookers can find rooms and their charecteristics easily.

The safe workplace o365 enhanced

  • Condeco delivers a safe workplace through its social distancing of meeting room seats and desk spacing and sanitisation features.

The safe workplace office 365 enhanced

  • The safe workplace with distancing and sanitisation can be added to office 365 via the add-in.

Microsoft workplaces on demand,

  • Condeco adds desk and room booking on demand to office 365.

Microsoft smart workplace

  • We believe Condeco enhances Microsoft to deliver a smart workplace through its features and their benefits and their partner integrations.

A safe Microsoft enhanced workplace

  • Condeco enable the Microsoft productivity suite to deliver a safer workplace.

Microsoft workplace experience

  • Condeco and their partners help deliver a better Microsoft powered workplace experience with more efficient processes.

Workplace experience re-engineering

  • Condeco and their partners enable a re-engineered workplace to be delivered using technology to deliver a digital workplace.

Microsoft workplace efficiency

  • Condeco and its partners enable the more efficient processes to be delivered by enhancing Microsoft's core productivity suite Outlook.

Microsoft digital transformation

  • Those looking to digitally transform the workplace can do so extending and enhancing Microsoft.

Microsoft safe check-in

  • VPOD an Proxyclick extend Condeco and Microsoft to deliver a safe check-in through faster processes and less congested reception areas.

Microsoft touchless check-in

  • Proxyclick and Condeco deliver through the Integration with Condeco the touchless check-in to Microsoft customers.

Microsoft express check-in

  • Proxyclick and Condeco deliver through the Integration with Condeco the express check-in using their invites and QR codes for Microsoft customers.

The safe workplace

  • Condeco enable the safe workplace with their core desk and room products and their integrations with partners like VPOD and Proxyclick.

The safe workplace assigned seats

  • Assigned or bookable seats ensure no one is allowed to just sit where they like and not safe distance, without the use of tape.

The safe workplace hot desk

  • This is now delivered through the Condeco desk booking, safe spacing and sanitisation feature.

The safe workplace meeting rooms

  • delivered by using Condeco to safe distance seats and sanitise the rooms with its vendor management feature queuing work orders to cleaning vendors.

The safe workplace visitor management

  • Delivered Through the Condeco VPOD and Proxyclick integrations.

Covid-19 back to the workplace,

  • Term for recovery to the workplace post lockdown but prior to vaccination.

Safe workplace distancing

  • Term used for Meeting Room and Desk seating efficient 2 metre spacing delivered using the desk and room booking Condeco APP.

Safe reception distancing

  • Delivered by decongesting the reception area with invites delivered to visitors with QR codes, enable pre registration, touchless and express check-in. This decongests reception areas using the Condeco VPOD and Proxyclick check-in.

Desk booking check-list

  • Complying with the Covid back to workplace and call centre guidelines.

Mobile and Web booking

  • delivery of safe booking through own device booking, removing surfaces that you need to touch and sanitise.

Desk status free busy

  • delivered by the Condeco APP so the desk booker knows what's free, busy and available, whilst also seeing safe distancing from the floor plan.

Desk status unavailable sanitisation required

  • delivered by the Condeco APP when the desk is finished with but suspended from use requiring sanitisation and release.

Desk vendor message cleaning list

  • Delivered through the desk booking vendor management module.

Vendor change status

  • Delivered by the Condeco APP when the cleaning or catering vendor change the status of an order.

Desk GPS check-in

  • Delivered by The Condeco desk booking APP that delivers touchless check-in to your desk through the GPS HQ association triggered by your mobile device.

Desk GPS checkout

  • Delivered when a user leaves the building for a certain time, checking them out of the desk.

Desk integration Vpod

  • New module delivered by VPOD's desk integration with Condeco. Enables Desk booking from VPOD.

Desk way-finding

  • Delivered by VPOD and its integration to Condeco

Desk booking integration

  • VPOD feature enabling desks to be booked using the VGreet kiosks, useful for Post Covid or unscheduled bookings.

Desk spacing

  • Achieved with The Condeco App deploying safe distancing of desks and room seats and blocking out other seats to demonstrate safe distancing.

Desk spacing transparency

  • Delivers safe distancing by blocking out desks in between, opposite each other and deploying that on the booking app to deliver psychological safety to the desk booker.

Desk booking day of week phasing

  • Delivered by the Condeco app allowing day of the week booking if you've a phased use desk policy.

Desk booking close area.

  • Delivered by the Condeco APP which allows areas or zones to be closed and auto-cancels forward bookings pushing notifications to those that have booked to rebook.

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