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Empowering Envases Group: Streamlining Visitor Management Processes with Microsoft PowerApps
Envases Group, a global leader in sustainable aluminium packaging solutions, has been serving the beauty, cosmetics, and fragrance industries for over 75 years. Known for their high-quality, customizable products, Envases is committed to sustainability, offering innovative eco-friendly options like 100% PCR aluminium, and setting global standards in environmentally friendly packaging. Serving more than 32 countries, Envases has built a strong international presence, supporting industries worldwide with cutting-edge solutions.
With a growing number of visitors coming for various purposes, Envases faced challenges in effectively managing and tracking visitors. To overcome these obstacles, they reached out to us for a digital transformation of their visitor management process. We developed a modern, secure, and streamlined application on Microsoft PowerApps, designed to meet Envases’ specific operational needs while enhancing the overall visitor experience.
- Technology: PowerApps, Power Automate, SharePoint
- Country: UK
Challenges
Our Client Before adopting our Microsoft PowerApps-based Visitor Management System, the client encountered several operational challenges that hindered their visitor handling process. These included:
- Inefficient Visitor Check-in Process: Client’s manual visitor check-in process was time-consuming and error-prone. Visitors frequently encountered long wait times at reception, leading to dissatisfaction and delays in meetings.
- Lack of Real-Time Data Access: Without a centralized digital system, tracking visitor information in real time was difficult. Reception staff faced challenges in retrieving past visitor records, affecting both security and operational efficiency.
- Paper-Based Records: Relying on paper-based visitor logs created inefficiencies in record-keeping and data retrieval. It also raised environmental concerns and increased the risk of data loss or unauthorized access.
- Inefficient Record-Keeping: Paper logbooks were cumbersome and prone to human error. Entries were often illegible, incomplete, or missing crucial information, making it challenging to maintain accurate records. This resulted in important details such as visitor names, visit purposes, and check-in/check-out times being mis recorded or lost.
- Lack of Security and Accountability: Paper logs lacked necessary security measures and an audit trail for tracking visitors’ check-ins and check-outs. In case of a security issue or emergency, tracing who had entered or exited the premises was difficult.
- Scalability Issues: As operations expanded, manual visitor management processes could no longer scale to meet increasing demands. A more robust and flexible solution was required to efficiently handle a higher volume of visitors.
- Environmental Impact: Envases Group, ISO 14001 Certified, aimed to eliminate paper-based systems that consumed large amounts of paper for daily visitor logs, contributing to waste and environmental harm. The client also had concerns regarding the sustainability of maintaining paper records.
Solution
To address the challenges faced by Envases Group, we implemented a comprehensive Microsoft PowerApps-based Visitor Management System, integrated with Power Automate and SharePoint. The application streamlined the visitor check-in and check-out process through a user-friendly PowerApps interface, enabling quick and accurate data entry. Power Automate sends real-time email notifications to the host whenever a visitor checks in, ensuring timely communication. All visitor data, including check-in and check-out times, is securely stored in SharePoint Intranet, providing a centralized and easily accessible database. This digital transformation replaced the inefficient, manual paper-based system with an automated workflow, significantly improving efficiency, security, and scalability.
Our solution also includes a valuable feature that provides real-time updates on the total number of visitors present in the building. This feature is crucial in case of emergencies, allowing the fire safety team to quickly know the number of visitors on-site for evacuation purposes. As Envases Group is ISO 14001 Certified, the implementation of our system not only enhanced operational efficiency but also aligned with their sustainability goals by reducing paper usage and minimizing environmental impact. The system’s scalability ensures it can handle growing visitor volumes as the company continues to expand.
Result
Implementation of the Microsoft PowerApps-based Visitor Management System for Envases Group successfully addressed multiple operational challenges and significantly enhanced their visitor management process. The new system streamlined the visitor check-in and check-out procedures, allowing for faster and more accurate data entry. This transformation resulted in a smoother experience for visitors, drastically reducing wait times and improving overall satisfaction.
By centralizing all visitor data in SharePoint, the system enhanced security, provided quick access to historical records, and made it easier for reception staff to manage visitor information. The inbuilt feature that tracks the total number of visitors in the building proved invaluable, especially during emergencies, allowing fire safety teams to quickly know the number of people on-site for evacuation purposes.
As the company’s operations continue to expand, the scalable solution easily accommodates higher volumes of visitors, ensuring ongoing operational efficiency and security while supporting Envases’ sustainability initiatives.
Key Features
Seamless Visitor Registration
Our solution enables quick and efficient visitor check-in via a user-friendly interface on PowerApps. Visitors can register their details on our application, reducing wait times and minimizing errors compared to manual registration.
Automated Host Notifications
Using Power Automate, the application sends real-time email to hosts when their visitors arrive. This ensures that hosts are promptly informed, improving communication and streamlining the visitor experience.
Visitor Badges
Upon registration, visitors receive a Visitor Code with a QR code, simplifying entry and exit. The badge can also serve as a security measure for better tracking within the premises.
Centralized Data Storage in SharePoint
All visitor data, including personal information, visit details, and timestamps, are securely stored in SharePoint. This centralized storage allows easy access to past records and ensures data integrity, security, and compliance.
Real-Time Visitor Count for Fire Safety Compliance
Our solution includes a built-in feature that provides real-time updates on the total number of people present on the premises. This feature ensures fire safety teams have immediate access to the visitor count, aligning with UK fire safety norms and enhancing emergency preparedness.
Environmental Sustainability
By replacing paper-based visitor logs with a digital solution, the system supports Envases' sustainability goals. The reduced reliance on paper minimizes waste and aligns with their ISO 14001 certification, contributing to their commitment to environmental responsibility.
