Challenge
A national organization with secure facilities across the UK faced significant challenges managing visitor access:
- Manual email-based approval process causing delays
- No standardization in request formats leading to missing information
- Complex multi-tier approvals for secure areas (up to 3 levels)
- No centralized tracking of visitor movements
- Security teams receiving incomplete visitor information
- Difficulty auditing access for compliance purposes
- 30% of visits required follow-up emails for clarification
Our Solution
We implemented a Power Platform-based visitor management system with intelligent routing and approvals:
Requestor App (Canvas App)
- Guided Process: Step-by-step form with dynamic fields based on visit type
- Visitor Management: Add multiple visitors with required details
- Location Awareness: Automatic office-specific requirements
- Draft Saving: Partial submissions can be completed later
Approval Workflow (Power Automate)
- Intelligent Routing: Automatic assignment based on visit type and location
- Multi-Tier Logic: Conditional approval paths (1-3 levels)
- Parallel Processing: Simultaneous approvals where possible
- Escalation Paths: Automatic reminders and manager escalations
Security Portal (Canvas App)
- Daily Dashboard: Today's approved visitors by location
- Check-In/Out: Digital visitor logging
- Emergency Alerts: Instant facility-wide notifications
- Visitor Badges: On-demand printing with QR codes
Admin Console (Canvas App)
- Centralized View: All visits across all locations
- Reporting: Custom analytics and compliance reports
- Configuration: Manage locations, secure areas, and approval rules
- Integration: Sync with existing HR systems
Secure Area Process
- Digital NDA: MS Forms sent automatically for signature
- Document Verification: ID upload and validation
- Pre-Visit Briefing: Automated security reminders
Results Delivered
70% Faster
Approval process (days to hours)
100% Compliance
All visits now have complete documentation
Zero Incidents
Unauthorized access since implementation
80% Efficiency
Boost in security team productivity
Need to Modernize Your Access Control?
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