The combination of Sign In Workspace Planner & Sign In Enterprise allows you to sync resource and room booking capabilities with SIE’s visitor management tools.
This allows a user in Planner to book a room and invite guests all through a single Outlook add-in or web platform, which then automatically feeds into SIE to handle pre-registration, sign-in flows, and potential approval processes of your design.
As well, the front desk can be automatically notified of external meeting participants and they can access any necessary details related to the visit without the meeting organizer needing to send a separate notice.
In a nutshell, the process happens in these steps:
1. An employee creates a booking using Planner and adds external and internal invitees.
2. Details for External invitees are sent to Sign In Enterprise as an invite record. The employee who creating the booking is logged as their host.
3. Relevant invite notifications and visitor process are triggered through SIE, depending on your use-case.
Adding Hosts
The user who created the Sign In Workspace Planner invite is automatically assigned as the host in the Sign In Enterprise invite record. This is crucial as it allows both systems to recognize the main host for your upcoming external visitors.
To facilitate this connection, a host must exist in SIE that matches with the meeting creator in SIW. Most importantly, the email address of both the SIW user and SIE host must be the same.
To learn more about adding hosts to SIE, check out THIS article.
Adding Locations
You must also link locations in Planner with locations in SIE. This lets SIE create invite records in the correct location within your SIE admin portal.
For more information on creating locations in SIE, check out THIS article.
Automatic Invite Notifications
A fundamental tool in SIE is the ability to automatically send invite notifications to visitors after they have been invited. While not mandatory for the integration, this is key to many visitor management use-cases. This is especially mandatory if you require your invited visitors to access SIE’s pre-registration portal beforehand, as the invite notification can contain a link to access the portal.
To set up a location-specific automatic invite notification:
1. Click into any location in the SIE admin portal.
2. Click the Preferences button in the top-right corner. Then, select Notification Preferences.
3. Select the Notify invitees checkbox and choose the invite email template you'd like to send automatically.
Sign In Workspace Planner Prerequisites
The majority of the background setup in Sign In Workspace will be handled by a customer success representative from SIW or SIE. The one exception is that you must choose which rooms are linked to SIE locations from your account. You must have at least one location created in SIE before proceeding with these steps:
Click on the Organization button in the top-right corner of your Planner account.
Click Organization in the top menu-bar.
Select the Planner location that you’d like to link to SIE
Under the Details section, select a location from the dropdown list. This list automatically pulls from your list of locations in your SIE account.
Using the Integration
Now that Planner and SIE are synced, you simply need to create a booking within Planner from either the web platform or Outlook add-in. Basic invite details for visitors marked as external, including name, email, visit date/time, and host will automatically be pushed to SIE as a locked invite record.
From there, it’s up to you on how the SIE workflow progresses. For example, you can choose to send the invited visitor a link to complete the pre-registration portal. Or, you may choose to have the visitor go through an approval process that is managed through our Sign In Compliance integration.
The strength of Planner is that it allows you to live within one tool that handles invites, bookings, and catering without having to switch platforms.
Editing Planner Bookings
Any edits that you make to a Planner meeting afterwards will automatically be synced to SIE. You do not need to manually change details in both portals.
You can change attendees, scheduled meeting times, set a recurring cadence, and delete meetings all from within SIW. SIE will automatically reflect this change in the invites table.
