LobbyGuard provides our clients the ability to pre-schedule visitors allowing a quick sign-in process that will prevent visitor traffic from becoming bottle-necked at your facility entrance. The LobbyGuard Add-in for Schedule Visitors made available through Microsoft Outlook will allow employees to schedule visitors directly. Visitors are emailed a barcode with invite for easy sign-in. This article will cover the 3 steps needed to schedule visitors through Microsoft Outlook for your LobbyGuard product(s):
- How to Give an Employee Access to the Outlook Add-In in FrontDesk
- Outlook Add-In Installation
- How to Schedule a Visitor from Outlook
1. Give Employee(s) Access to the Outlook Add-In in FrontDesk
Access to the Outlook Add-In is controlled by the FrontDesk Administrator under “Administration…Linked Accounts…Outlook Add-In” as shown below highlighted in red. From here the clients will maintain a list of email addresses OR domains of who can use the Outlook Add-In for the particular GroupID. In this particular case we are going to allow access to GroupID: JBEED.
Click the "+" icon highlighted below in red.
On the pop-up you will now enter a specific email address or whitelist your organizations email domain.
- Clients can enter individual email addresses or whitelist an entire domain:
- John.Smith@AcmeCo.com (to ONLY allow John.Smith@AcmeCo.com)
- AcmeCo.com (to allow ALL employees)
- Whitelisting domains of common, public email providers is not allowed (Gmail.com, Yahoo.com, etc)
- An email address can only be added to one LobbyGuard Group
2. Outlook Add-In Installation
Click the “Get Add-ins” button in the ribbon bar near the top of the window.
Follow the steps below to install the LobbyGuard Scheduled Visitors Add-in.
- Select “My add-ins” tab on the left
- Type in "LobbyGuard" in the "Search add-ins" text box
- Agree to the license terms to complete the installation
- The “Scheduled a Visitor” card should now be present in the “My add-ins” section
Click the “Continue” button to agree to the license terms and complete the installation.
You should now see the “Scheduled a Visitor” card in the “My add-ins” section.
3. How to Schedule a Visit from outlook
Open Outlook and switch to your Calendar. Create a new Meeting by clicking the button in the ribbon bar near the top of the window OR right-clicking on a slot on the calendar.
Fill out your meeting details such as To, Subject, Location, Start Time, and any Notes. Then click the “Scheduled Visitors” button in the ribbon bar near the top of the window.
The Add-In will load in the task pane on the right. Here you will enter details about the visit as it relates to LobbyGuard.
- Sign In Location
- Kiosk, Visitor Type, and Reason for Visit
- Meeting Location (new)
- Used to provide more information about the visit such as street address or parking instructions
- Sent only in the visitor notification email
- For your convenience, these values are remembered for next time
- Notification
- Enter your name, email address, and phone number to receive a notification when your visitor arrives
- Automatically populated from your Outlook profile (if available)
- For your convenience, these values are remembered for next time
The following image is an example of the email notification your visitor receives. The visitor can then walk into your respective building and scan the barcode at the kiosk where the meeting was scheduled to take place.
