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Visitor Invitation Approval Workflow in Offision

Easily manage visitor invitations in Offision with an approval system. Invite, approve, notify, and track visitor requests seamlessly, ensuring a secure and streamlined process every step of the way.
Visitor Invitation Approval Workflow in Offision

The visitor invitation approval workflow in Offision enhances security and simplifies visitor management. Here's how it works:

  1. Invite Visitor:

    • The inviter submits a visitor request for a location that requires prior approval.
    • All relevant details (visitor name, date, time, location) are included in the request.

  2. Approval Notification Sent:

    • The approver receives an email notification with details of the visitor request.
    • The notification contains a direct link to Offision, allowing the approver to take action.

  3. Approver Reviews Request:

    • The approver accesses Offision through the email link.
    • They review the visitor details to make an informed decision.

  4. Approval or Rejection Decision:

    • If Approved:
      • The system automatically generates and sends an invitation email to the visitor.
      • The inviter is notified of the approval via email.
    • If Rejected:
      • The inviter receives an email notification about the rejection.
      • The inviter can choose to revise or cancel the request as needed.

  5. Visitor Notified:

    • Approved visitors receive an invitation email with visit details, including date, time, and location.

This workflow ensures a transparent and controlled process for managing visitor access.

Pros:

The visitor invitation approval workflow in Offision offers multiple benefits:

  1. Enhanced Security:

    • Ensures only approved visitors gain access to sensitive locations.
    • Keeps a detailed record of visitor requests and approvals.

  2. Time-Saving Notifications:

    • Automatic email notifications make it easy to manage approvals and keep everyone informed.
    • Reduces manual communication between the inviter and approver.

  3. Streamlined Approval Process:

    • Approvers can review and decide on requests with just a few clicks via a direct email link.
    • The process is quick, efficient, and user-friendly.

  4. Improved Visitor Experience:

    • Visitors receive clear, timely invitations with all necessary visit details.
    • Minimizes confusion and ensures a smooth check-in process.

  5. Transparency and Accountability:

    • Tracks every step of the workflow, ensuring clear communication between all parties.
    • Provides a reliable audit trail for security and compliance purposes.

  6. Customizable for Locations:

    • Easily adaptable to locations with varying approval requirements.
    • Supports flexible visitor management policies.

With Offision, managing visitor invitations is stress-free, efficient, and secure. The approval workflow is designed to simplify communication and ensure a seamless experience for everyone involved.

Configuration steps

  1. Navigate to "Location", and create a building

  2. Input name, country or regions, address, and location on Google map

  3. Add / edit a floor in the building

  4. Navigate to "User groups", then create / edit a user group

  5. Select "User" permission to the user group

  6. Add users to the user group

  7. Navigate to "Visiting policy", and create / edit a policy

  8. Enable "Visitor approval", and add users to the list to approve visiting invitations

  9. Navigate to "System interface" and scroll down to "Home page settings"

  10. Enable "Visitor approval"

  11. Navigate to "Visiting location", and enable the building for visiting

  12. Assign visiting policy to the building

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