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

Updated: Jul 24, 2020

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, Communication Edge
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