Visitor Management integrates with Microsoft Power Automate to perform certain actions based on four triggers:
When a guest signs in
When a guest signs out
When a guest is invited
When a guest triggers a watchlist
This can be a powerful tool to send information through your Visitor Management account and into an integration supported through the Microsoft Suite. This article will walk through how to create a new flow from scratch, using Microsoft Teams as an example. This allows you to send Teams notifications that alert hosts of their guests' arrival.
Note: The Power Automate Integration is currently only available to customers based in our US datacenter with a Power Automate Premium license.
Setting up a new Power Automate Flow
First, select the Power Automate app in the Office 365 suite. It can be found in the list of apps in the top-left corner.
Once logged in, you’ll be brought to the Power Automate main screen. In the left menu-bar, click on + Create > Automated Cloud Flow.
Name your Flow however you’d like, then search for Traction Guest and choose one of the four actions that will trigger the flow to run.
Note: Traction Guest was our product name before transitioning to Sign In Solutions. This is currently still reflected in the Power Automate trigger and will be referenced in all steps below.
You can then create a flow starting from your chosen trigger. Click the + icon below each step to add a new action. Then choose the connections and actions that will fit your needs.
The section below walks through an example of how this can be set up for a Microsoft Teams Integration
How to send hosts a Microsoft Teams notification through the Sign-in Trigger
The most common use-case for the Power Automate integration is to send hosts a Microsoft Teams notification alerting them when their visitor has completed a sign-in.
Start by creating a new flow in power automate: + Create > Automated cloud flow
In the pop-up window, type any flow name (eg. Microsoft Teams Host Notification) and search Traction Guest as the flow’s trigger. Then, select 'When a guest signs in'.
Hit Create to open the editor window.
Authenticate with Sign In Solutions/Traction Guest
The first step of your flow requires you to authenticate with your Visitor Management/Traction Guest account.
Click the link icon in the bottom right-corner of the flow box.
Click Sign in (or change connection if you are editing a previously synced flow)
In the pop-up window, enter your Visitor Management login credentials.
Click AUTHORIZE.
Post Message In A Chat Or Channel
After authenticating, you can now build the steps to sync with Microsoft teams:
Click the + icon below the When a guest signs in box.
Search for Microsoft teams at the top of the page.
Click See more to the right of the Teams options.
You’ll then be given a list of actions that you would like this connector to carry out. In this case we’re looking to notify a Host after a guest has signed in through your Visitor Management account, so select Post message in a chat or channel.
Authenticate With Teams
You may also be asked to sign into your Microsoft Teams account. Click the Sign in button, then log into your Microsoft account in the pop-up window.
Otherwise, if you're already logged in and want to re-authenticate or change the account, click the Change Connection button at the bottom of the page.
Message Settings
You will then see the four required fields for your notification: Post as, Post in, Recipient, and Message. The settings for each are described in the sections below.
Post as: Set to Flow bot
Post in: Set to Chat with Flow bot
Recipient
Click Switch to Advanced Mode on the right-hand side.
Enter a forward slash '/' and select Insert dynamic content.
Search for host, then select Host email. This will send the Teams message to the Teams user whose email address matches the visitor's host within Sign In Solutions.
Message
You can populate the Message field with any custom text to fit your use-case. Additionally, you can add any available Dynamic Content fields using the forward slash command (similar to the steps in the above section). These fields will make up the content of the notification that your hosts receive:
Type any static text into the Message field.
Wherever you'd like a dynamic field to appear (eg. visitor first name, visitor last name, etc), type a forward slash and select Insert Dynamic Content.
Search for and select the fields you'd like to insert into your message. Common examples include:
Guest first name
Guest last name
Guest company
Host first name
Host last name
If you'd like to use a common example, follow this format: “Hello [Host First Name]. Your guest, [Guest first name] [Guest last name'] from [Guest company] has arrived!
As a best practice, include spaces before and after your dynamic content. This ensures that visitor data doesn't bunch up with other words like so: HelloJohn. Your guest,JanSmithfrom Sign In Solutionshas arrived.
The screenshot below shows how this message looks in the editor:
Once you're happy with your settings. click Save near the top right corner of your screen to then enable testing.
Your flow can be edited at any time.
Testing your Flow
You can test your flow by clicking the Test icon in the top right-hand corner. Then, select Manually> Test. Your flow will then wait for you to complete a sign-in on the iPad or manually through the web portal and inform you whether the test passed or failed.
A successful Teams notification will be sent as a Workflow chat at look similar to this:
