Optimization of the visitor management process with SaaS hosting from VISIT
In our latest blog post, we show how innovative SaaS hosting solutions and digital visitor management systems help companies to optimize processes, reduce costs and meet the increasing demands for security and flexibility.
Our colleague Katja talks about the reasons why Symrise opted for VISIT’s hosting solutions, what specific requirements the project entailed and how we overcame challenges together to optimize visitor management at Symrise in the long term.
What were the main reasons why Symrise opted for our hosting services?
Katja: The main reasons why Symrise opted for the Saas model were internal IT guidelines, predictable costs and a low one-off investment.
What specific hosting solutions do we offer Symrise and why were they chosen?
Katja: Symrise handles the entire visitor management process via VISIT. The special feature at Symrise is the management of visitor transfers. Here, employees can enter travel information when pre-registering visitors in order to query the need for a transfer. If this is not known at the time, it is also possible for visitors to enter arrival and departure information during online check-in so that Symrise employees can initiate and organize the management of the transfer.
Symrise uses us to record 20,000 visits per year. They use modules such as online check-in, the Individual Fields Plus, employees from other locations, safety instructions, linking to an access control system and logging visitors in and out of the kiosk system. In addition, a special development was implemented so that the VISIT interface is now also available in French.
At Symrise, visitors can be pre-registered by employees or visitors who have not pre-registered can register at the kiosk.
Visitors can already register via online check-in in the email sent to them after pre-registration. They can add their details, complete the safety briefing and answer questions about a possible transfer of visitors. This data can then flow into an evaluation overview via an interface. Both sides are currently working on this option.
If a transfer is desired, an e-mail will be sent to the organizer of the transfer.
When the visitor is on site, they can then register at the kiosk or report directly to reception. The receptionist prints out the visitor’s pass and informs the visiting employee that the visitor has arrived.
As soon as the visitor has been collected by the employee, the visit is started in VISIT.
Were there any particular challenges that we had to overcome in providing hosting for Symrise?
Katja: There was a small challenge when importing employees. The fact is that Symrise operates numerous locations and different subsidiaries and sister companies and the employee assignments had to be stored correctly in VISIT so that the “Employees from other locations” module could be used efficiently. This is a module in which the data record of employees from other locations is used so that it can also be used as a visitor data record in VISIT. This means that the data does not have to be entered again. This is particularly worthwhile for companies where the percentage of employees visiting other locations is very high.
How have we overcome these challenges and what measures have we taken to ensure that the customer is satisfied?
Katja: It took a few special adjustments and revisions to the employee assignments to certain organizational units or locations in order to design the employee import so that the assignment is correct and satisfactory. To do this, the configuration in the system had to be expanded to include some new systems. The IT team at Symrise also provided the best possible support here in order to design the assignment in such a way that it is correctly mapped in VISIT.
What positive changes or results has Symrise experienced since switching to our hosting solutions?
Katja: Before Symrise used VISIT, the transfer information was entered into an Excel list. Visitors had to be asked specifically about any transfer requests and all the relevant information. This data then had to be maintained and passed on manually. VISIT has made it possible to query the transfer information more automatically. In future, this collected data can flow into a ready-made transfer data overview via an interface.
Although a software extension is still required for better evaluation of the transfer information, processing has already been simplified and can be mapped even better and more easily in the future thanks to a further feature in VISIT.
What would you recommend to other companies looking for a reliable hosting partner?
Katja: With our hosting offer, the customer receives the product and hosting from a single source, so we can guarantee the optimum provision of services.
Remote access to the internal network and the server infrastructure and later also the VISIT system does not have to be set up separately.
The complete infrastructure with database, certificates and necessary web servers and the system requirements are already in place and do not need to be set up in the internal network. In addition, the project managers can provide support at any time without any obstacles, as we can connect to the server independently. Here we can search through logs and troubleshoot the cause directly or adapt the system if necessary.
In addition, updates can be carried out independently of the customer, which saves time.
Thank you very much for the interview, Katja!
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