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Enhance Guest Experience with Office 365 Integration via VIPadm

  • Writer: umer qureshi
    umer qureshi
  • Jul 21
  • 2 min read

Updated: Jul 26

In today’s increasingly digital work environment, creating a seamless and professional experience for visitors—whether they are partners, consultants, or clients—is more important than ever. The VIPadm integration offers a secure and efficient way to manage guests, directly through Outlook and Office 365.

📧 Imagine this: You invite a guest via Outlook, just like you do today...

Once VIPadm integration is enabled for selected employees or contacts, the following takes place:

  1. The guest receives an email with a self-registration link and is pre-registered

  2. After registration, a personal SMS invitation with a digital ID card is sent

  3. For repeat visits, the guest receives the SMS invitation directly


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✅ Benefits of the Solution:

  • Guests are pre-registered and receive a personal invitation

  • SMS serves as a temporary digital ID and access card

  • Integrates with locked doors via VIPscan terminal (see www.VIPadm.com)

  • Optional requirements before showing QR code:

    • 📸 Photo of guest

    • ✍️ Sign safety instructions and confidentiality agreement

  • Large display screens can show:

    • Today’s guests

    • Time of each invitation

    • Assigned host

    • Whether the guest has arrived or shows scheduled arrival time

  • VIPdisplay app (iPad/Samsung) displays today’s meetings outside each room

  • VIPadm Mobile app for employees shows:

    • Whether the guest has registered

    • Guest details and invitation status

    • History of upcoming and past invitations



⚙️ How to Activate the Feature

  • Activated via Office365/Google settings and VIPadm Contacts

  • Employees with the feature enabled gain access to the integration

  • Can be enabled organization-wide for all Office 365 users

  • To use, “Contacts” are updated via “VIPadm smart building” or “VIPweb”

ADMIN grants Office365 access via VIPweb or the VIPadm smart building mobile app.



🔐 Safe and Professional Implementation

The integration is secure and reliable. Your IT administrator will collaborate with our technicians to ensure access to calendar functionality and relevant meeting rooms.



📩 Real-World Workflow

Once access is granted, employees invite guests as they normally would.The first time the integration is used, the guest receives a self-registration email. After completing the process, they automatically receive an SMS invitation and ID card. This grants access through locked doors via the VIPscan terminal.



✉️ Self-Registration Email:

You are invited to [Name], [Date] & [Time]. Open the link to update your information. Once submitted, you’ll be pre-registered and receive an SMS invitation & ID card.



📲 SMS Invitation & ID Card:

No need to register again unless more than a year has passed since the last visit (GDPR). You are invited and will receive a personal and informative SMS invitation.



Ready to offer your guests a modern and secure welcome?

With VIPadm + Office365, you’ll deliver a seamless and professional guest experience—starting today!

 
 
 

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