good morning good afternoon everyone Thanks everyone for joining the session today We've got a great session planned ahead of us with a very interesting topic for a lot of people So we'll go ahead and get started with this webinar So to get started I just want to introduce who's going to be leading these sessions today So myself accompanied by Stefano Stefano Pyonato is part of our uh solution consulting team specifically dedicated for two solutions So workplace service delivery and health and safety Myself I'm part of the outbound product management team and I also cover workplace service delivery and health and safety We'll both be presenting today showing you different aspects of the product going through a couple of demos to really inspire you as to what WST can do Before we get started even though everything we're going to cover today and show is available out of the box there'll be no customization really out of the box capabilities I do want to mention the safe harbor just in case we do allude to roadmap capabilities that would be coming in the future Those might might change in terms of scope in terms of timing of when they get released So do want to mention that this session is still under safe harbor This session is part of a broader session uh so a bigger uh piece of different sessions that happen through the 360 exchange I do recommend that if you're not already uh following the community page or uh keeping up with all the different events that actually happen that we organize on multiple different topics So it could be workplace service delivery could be health and safety could be other uh products from Service Now that you might be interested in I do recommend scanning the QR code to make sure that you can get notified as soon as any of those topics uh come out of with sessions that you could attend Before we get started a couple of housekeeping rules this session So it be Stefano and I leading and no one will be coming off mute so you're automatically muted upon entry However if you do have questions we want to make sure it's interactive We can answer your questions during the session There's a dedicated Q&A uh chat that you'll be able to see Please post your questions in there We do like to know who you are If you want to introduce yourself share a bit about your organization and what you're experiencing and the experience you're trying to deliver to uh your employees This session will be recorded It will be posted in about a week's time via the community So the community forum really is that one location where you can get a lot of information regarding every different product You'll be able to find different blogs different questions that customers might be asking on there submitting ideas but also seeing the recordings of these sessions After the session we will be prompting you as soon as you leave you leave the Zoom you'll be able to complete a quick survey We really appreciate your feedback This really helps us understand what are we doing right in these sessions what needs to be changed what would really what would benefit what what sessions could you get benefit out of what topics do you really want to to look into So this would definitely help us if you could take a few moments to fill out that feedback survey Having said all of that let's now move on to today's agenda So what we'll be going through just because I'm not too sure as to how uh people join today Are you already implementing Are you live with workplace service delivery So really giving you a brief overview of the complete solution Of course this session is really dedicated to one specific uh pillar of the solution which is everything around defining that workplace experience to not only your employees but also visitors How can you make sure you're delivering the right tools for them for them to be productive Make sure they can request anything where where needed and make sure that they can have this via different platforms once we've gone through all of that So of course I mentioned we'll be having a couple of demos throughout So it's not only speaking to slides of what the capabilities are Stfano will alo also take us through some demos of how the employee would actually interact with the system We'll then at the end close out with a couple of available resources of if you want to learn more about this you have we have a lot of content available that you can learn more Also use the Q&A function and if we don't get time to to go through all the questions and you do want to follow up with us with a couple of questions we'll make sure that you can uh find our contacts easily to be able to to do so So having said all of that we're going to move on to uh really showcasing you a brief overview of what is workplace service delivery So people that aren't so familiar or have not yet interacted with the system really workplace deliver workplace service delivery aims at catering for the workplace This could be the workplace experience as to what you're delivering for your employees for your visitors for your agents Really providing them with the tools and meeting them where they're at So this could be throughout different uh solutions This could be the mobile device This could be through a desktop experience We'll see that we have multiple different channels of where uh an employee can go and interact with the system And then we have some other uh main pillars to the solution which really will revolve around the workplace management So how are my facility teams how are my space planners really making sure they tracking everything within the workplace because we all know that to provide the best workplace experience to employees and visitors We need to make sure we're we're catering for them in a way that we know what space we've got We know how we're setting up the space We know how we're assigning our employees We know everything that's going revolving around that workplace That could be maintenance cases We know how how much those workplace actually cost us in terms of lease Tracking all of that information within one system will help the organization really provide that great experience you want to have for your employees So the part that we're focusing on today is really around that employee experience I want to say something that really uh caters for all of that and really uh adds to this uh to this experience is really the underlying uh data layer So the data layer of making sure that system can integrate with multi multiple different systems So making sure the the experience is available through Outlook making sure that we're connected really uh if you've got uh sensors or real-time data that you want to provide to not only your employees but also your facility teams really enabling them to have that real-time data into the platform So we do have a lot of those capabilities We're not going to focus on those today but we will uh share more information if needed So just highlighting right now this is really the part that we're going to be focusing on We're mainly just to name the applications that are under this piece is we'll be focusing on workplace reservation management workplace case management workplace visitor management and workplace concage So those applications will really help your organization define that that experience for employees by providing them with the tools they need to really simplify their actions they take within the workplace Now moving on to how does uh workplace service delivery really define the vision of the employee We really want to provide a simple exper experience for the employee to really be able to be uh productive in the job they do We don't want them spending too much time submitting a request asking for something making a reservation registering a guest We don't want them going to different platforms We want this all accessible within one location and in a minimal amount of clicks Making sure they can collaborate and use their real time to actually get their work done How does WSD work for the employee as I mentioned uh over the past few slides is really meeting them where they're at providing all of this experience to where they would spend their day Do your employees spend their time on the employee center Do they usually go around with their mobile Maybe your employees really travel often They need to have all of this accessible to them on their mobile Maybe they spend their their days in Teams and Outlook Making sure that you provide the way for them to reserve directly from those tools really helps them be efficient and make sure all of the information is captured and uh making their their day lives easier And then providing them with uh a a big amount of capabilities in terms of making reservations opening case making sure they're collaborating finding the best time for them to go into the workplace making sure they go to the workplace with a specific purpose of meeting collaborators meeting friends in the office making sure that they find that best time So having said that what we really want to discuss here is understanding what an employee needs So when an employee is trying to where can I find the what are the best days for me to go in the workplace what events are happening in the workplace when am I when's my team going into the workplace I can understand that really uh we'll go through the demo and show you exactly how that would look like but it's also an employee could ask I've got someone that I've got a client that needs to come to the workplace but I know my workplace has strict policies how can I easily register my visitor where do I go about doing that how simple is it me for me to do that how can I make sure they comply with policies how can I easily book a meeting room I've got a meeting the next day How can I simplify that booking of a meeting room Making sure my vi when my visitors coming I want to include catering make sure they feel welcome provide all of that without having to go to multiple different systems So the idea behind that is really understanding every question an employee uh will have in terms of where can I get uh a parking space Where can I get uh a specific locker Something's broken in my meeting room that I just booked I need someone to come and fix it How can I um I'm not going to pick up the phone and say "Hey can someone come and fix this?" How can I simplify all these processes to really provide that best experience to the employee And this starts with also understanding how an inter how an employee will interact with a specific workplace And interacting with a specific workplace does not always start from being in the workplace This could also start from being at home being on the way to an office Understanding when should I go into the office Then once I'm in the office something's broken How do I report that How do I book a space I'm walking around the the office right now I haven't booked a space I'm on the phone I need to find a quiet area to really speak to my customer on the phone How can I look at a map to really understand I need to go and meet with a colleague They mentioned they were in a separate building I've never been to that building How do I get to that building How can I look at a map to be able to visualize that So the idea is really to think as an organization how uh are my employees interacting with the workplace What the what are the general needs that they usually have How can I provide these different experiences to them in a simplified way through the way that they would generally interact with the workplace So that could be on mobile on laptop or it could be uh directly via Outlook via Teams via Slack providing that experience straight to them so they don't have to go and look for where they need to take these actions So having said all of that I'm now going to hand it over to uh Stfano to take us through really a demo of how this experience would look like uh directly of how an employee would interact with the system Over to you Stefano Okay thanks a lot Uh yeah let me share if Do you see my screen No No you should I'm I'm I'm sharing Do you do you don't see my my screen Yes Yeah you see Okay Thank Thanks a lot everyone So um uh Okay A lot of uh up fingers left So thumbs up So thanks a lot So what I'm going to show today uh during this uh this webinar so thanks a lot to everyone to be here is the the experience of the employees as um Elizabeth was mentioning uh the experience uh in the day in the life of employees as um was saying could start everywhere in the mobile in the desktop in at home and by in the in the bus station or whatever But the first thing that's for sure I want to mention to you is that uh is they can all the employees can have a look at specific micro site specific page where they can have everything they can need related to their office Uh information about the office uh upcoming events workplace news dedicated to their location not everyone but their location or maybe explore the workplace that they they needs to visit maybe also some lunch meals if they if they uh need to uh have a lunch and to to request a lunch on that But the first thing that for sure they needs to do is to plan the their presence in the office And of course when you think of an employees that needs to plan their uh presence in the office or I need to work remotely I need to work in the office I will not work at all uh nowhere uh the first thing that you have in mind is that how these people can make the decision to be in the office or not There are so many variables that needs to take in consideration about that Uh first thing is about work something that needs to but for sure one things that they need to take in consideration to decide if to go to the office or not in a specific day is about the collaborators if the collaborators will be in the office or not For example the selected collaborators that I have in my team is something that for sure uh I notice that everyone will be uh the office on Friday So for sure I would like to change my preference and say that also next Friday I want to go to the office because all my team all the people that I'm collaborating with will be in the office But the system do more because what they do say just to suggest collaborators depending on the collaboration that I have in the past with my teams they suggesting hey maybe you need also to take a look on what's going on on the planification scheduling about Natasha or Ed or any that they need to take because this is something that you need to take in consideration when you are scheduling your presence in the office So all this kind of stuff both from uh my collaborator from the proactively suggested by intelligence behind in the system in the solution help me and guide me it to uh define when I will be in the office or not when I want to go to the office or not but even more the system can also propose practively some suggestions some recommendation depending on what's happening in the office some events for example or anything that you need to be aware offer to help me and guide me to say hey this is a good job this is a good day to go to the office because there are a lot of people there and there are also not only a lot of people collaborator but also that specific event so you have 100% of my recommendation to be in the office not to work remotely for example so for sure I will decide on Friday to be in the office or to me to be in the office so what I need to do is just to make a reservation once again there will be a lot of ways in which people can employees can can create a reservation For example one one of my favorite one is a quick reservation uh stuff uh depending on no matter if I need to reserve a desk or a conference room or a locker or parking or whatever I can say I need a specific task for example for tomorrow uh for in a specific slot could be all day and the system I can say propose me the best match best match once again intelligence behind that decision that proposing that suggest me the best match depending on my favorite on everything that can be taken consideration to propose me what is the best fit for me okay to propose but what I want to show today is another way in which you can uh reserve Remember that I just uh uh changed my preference to be in the office or working remotely on to working in the office tomorrow So the appear immediately at bottom to say make reservation and this is the most complete experience then the employees can have to uh reserve a space to reserve something really really important You are completely autonomous to define who can reserve what and how and when The what could be uh conference room a desk locker a parking uh sit in the canteen uh an entire uh space or an event space whatever you need to let the employees uh be able to uh to reserve And al also not only but when you research something you can do have multiple ways in which you can browse and search the most perfect spaces that uh you need You can browse all available space okay on on that using maybe the the interactive floor format but maybe you can also define for example browse near a person You you need to find a specific space as nearest as possible to to one of my colleague Once again related to the collaboration stuff that we just uh that we just saw or maybe browse by neighborhood or even more browse by area browse by switch if you define that So there are multiple ways in which you can search and browse also using filtering for example the best fits for you the most most accurate uh spaces that fits all your uh needs on on that capacity for example the standard services uh resolvable purposes everything that can help me to find that this interactive floor map is something that guide me a lot and helping me a lot in finding in a in view what exactly is reservable and available for reservation for me But you can also have take advantage of the card view or the schedule view depending on your preference on navigate and search and and reserve uh what you are looking for Uh I really love this one I select this one is available Okay is something that uh is something that for me is completely cover all my needs or I can add to my basket because of course I can also reserve multiple items at the same time Maybe cross buildings for example I need to reserve maybe uh multiple spaces for the all the people that I need to uh invite from a collaboration uh point of view The second step on the reservation is just to do a more clarification and setting up on what I need for that reservation I can maybe uh make it as a private I can add the subject I can add more information for the people that I will invite to that specific uh for example I mean column one colleague of mine that she will receive notification with all the information that I I can specify here and with the location and all the timing all this kind of stuff They will receive that kind of notification But even more I can request within that kind of reservation specific additional services These services once again you are completely autonomous to define and configure that And so for example you can say that uh for example I need to celebrate something So I want to order additional pine for uh for for this specific meeting that I need to uh to to um to reserve uh and for each specific service you can define multiple time multiple things a cost uh or for example you can define a preparation time and post time So it means that you if you uh reserve something uh that's uh include the services that require 15 minutes before and 15 minutes after to be working They will be automatically setting up a blockers for this kind of of stuff And also you can specify leading time You cannot request the lunch just one hour before of course the meeting This is just a basic configuration that you can do by yourself And you can add more uh service You can add equipment You can add caring support You can have a transportation whatever type of services that you need to request within that kind of reservation And as soon as I submit reservation multiple things of course could happen Could happen that I can uh uh for example uh can remove that uh can be requested a checkin is needed or maybe an approval is needed depending once again on the configuration that I did and all the time I can uh also uh change the the location change the details change everything relates to that kind of reservation But this is only the first way in which you can uh reserve something uh and maybe have the experience in the desktop The other things take a look also the time Sorry just to be so long uh Elizabeth but another things that you can do is just to use the mobile sorry one thing that I didn't mention uh probably there was some question because I I saw Elizabeth typing uh this is the automatic birection exchange So probably one of the things that is happening right now when I submit and I confirm the reservation that Outlook exchange or whatever calendar provider that you have will be automatically synchronized and also vice versa This is really really really important but let me just try to share my um my uh let's here my of course uh I don't know what you are seeing right now Do I see my mobile or do I see you or are you I seeing I'm seeing your mobile screen Okay perfect So another things that you could do here is just to use the mobile when you use the mobile the first thing that you could do So imagine depending on the story that also Elizabeth was telling So I just reserve I just telling that on Friday we'll be in the office I just reserve a space in the office and now it's the day it's the day and I am the office And when I in the office the first thing that I need to do is just maybe have an I have a QR code that I needs to scan And when I scan the QR code I can do a lot of things This is QR code of the meeting room that I just reserved And when I reserve I can do multiple things Okay I can for example uh get direction or can do things But what I want to do right now because I went to that room to my desk to the conference room to the space that I just reserved but I there is something that is not correct depending on the request or something that I needs to raise as a request for uh the the to the workplace uh team because because for example in this case I noticed that there are some cable that are missing So I want that as soon as possible this is something that should be working should be working So missing cable here sorry missing cable uh and you can specify this format once again can be adapted to your needs You can also link some specific equipment you can be guided in some specific contextual uh guide or knowledge article that you can show up contextually with the things that you are setting up here and you can also make it more precise uh in the same way that I'm raising a request right now related to a missing a cable uh related to the service that I did you can in the same way you can open request like it's too hot it's too cold the projector is not working uh something needs to be clean something is broken I need a new additional chair whatever you need to request uh to the facility team and this will be worked to the facility team thanks to the uh let me say all the automation workflow and workplace central but will be another webinar on uh on that so I just submit the case and this will be worked as soon as possible to the uh from the uh from the by the uh the facility team the last thing that I want to show you one I'm going to interrupt you sorry Stefan for those who are not seeing the mobile view from Stefano At the top of the Zoom you should be able to select which screen you're seeing Make sure you you clicked on the mobile option Thanks a lot because I'm sharing both So maybe I can just uh try to interrupt the sharing uh here and maybe now you will see only the mobile right Yeah Okay Thanks a lot Elizabeth Another things that I want to uh of course I want to uh share with you So I am the office I I am at my desk but there are someone called me say hey there is a meeting that you need to go uh expect you go run here because we need your support from that specific meeting we are here and we see yeah but here what I'm pretty new of the office is too big so I needs to be guided to to to to go there So one things that you can do is just to use the uh location directory capability that we have in the mobile Why Because as soon as you find a way to do that So you say okay uh just they just inform me that they needs to go to the Sydney harbor meeting room So use that is something that you see this is the place where I need to go and what I need what I needs to do to to do here is just to uh sorry it needs to uh this come on this is just okay guys I don't need you anymore this keyboard is something that okay uh what I need now is to be get direction come on okay I succeed to do Sorry it's an Android Uh and what I do here is just that now I need to select where I am And for example I am in the floor two right now And I can select exactly where I am and exactly in the Google maps style mode A route where is suggested to me to be followed In this case I suggest to take the star but of course we take in high consideration also the possib the accessibility needs So what they can do is just to say no I have accessibility needs and you see that the path are recomputed they are recalculated and now they will suggest to take the elevator instead of uh of the four So I can just follow the uh the uh the the navigation path in the same way that is done on the um Google maps experience So do be sure to reach the uh the place that uh where I was invited Um if I'm not wrong Elizabeth uh I show everything I did I forget uh anything If not I end over to you Oh that was perfect Thank you very much I'll take over the screen share And I love that there's a lot of great questions coming into the chat So any more questions we'll continue responding to them and if we don't have the chance to to respond to them all we'll make sure to get back to you after the session So that was everything in terms of how can we provide some of those services to the employee making sure they can really have access to everything on desktop and on mobile So everything Stfano showed whether it was on desktop and mobile just know that both of the all those experiences are available for both of them You have also the possibility to integrate some of those into directly into teams or into Slack depending on do you really want to provide that experience to them where your employees at does it make sense to have them there that is totally totally up to you So what Stfano shared was what is available out of the box today So if you uh if you have access to those plugins you can definitely uh test some of those things out If you already have them in production it's great if that helped you inspire that is also amazing So now looking at the workplace experience is not all only about catering to your employees Employees a great part because they spend their dayto-day in their it's the organization It's the brand image Brand image is also reflective on visitors Making sure that an employee can have really an easy way of inviting a visitor Making sure that visitor is compliant to everything your organization has in terms of policies in terms of making sure they have all the information before showing up to the location is a big part of that uh visitor experience And that visitor experience does not only start when a visitor shows up to the workplace but also starts for them at home When uh when an employee invites a visitor for instance to a specific reservation they will get all the information related to that reservation where they need to show up where they need to go making it easier for them to really understand what is required from them If a guest gets registered without a reservation they will also al receive the detailed information for them to know what day they expected and where they would need to go If an organization has strict policies in terms of every visitor needs to comply to a certain policy before showing up at location this is also triggered to the visitor So really providing them with all the information they need when they're at home before coming to the workplace And then this experience continues when they do show up in the workplace And we're going to go through some of these pieces uh today So really understanding how can I provide this experience to my visitor to make sure they can understand the brand image of my organization make sure they can self-s serve they can get all the information and can have that fully guided experience from receiving the notification at home to show showing up in the workplace meeting with the host invited them and then continuing to leaving the organization making sure that's a smooth flow So understanding visitor management is going through what can we have what do we have today available through our solution So Stfano mentioned a couple of uh pieces mainly around the reservation I can include people to reservations and have them uh receive all the information If I don't uh go through a reservation I could simply say I'm hosting an event within the workplace or it's a family day in the workplace or it's a come and uh visit the workplace Uh having uh clients in to really discover the workplace I don't have to have a reservation I could just register them and have them show up on a specific date uh for whatever purpose I'd like Having uh to do that both on mobile and on desktop and we'll go through that in a short demo It's also all about providing them with what they're going to need within the workplace If they're coming to a meeting to your workplace they don't have the credentials The internet won't automatically check them in in terms of they won't automatically be able to be connected to the Wi-Fi So making sure that you're providing all the information to them in terms of Wi-Fi in terms of parking spaces any specific requirements that someone might have Uh you can def the employee can define this as they register those specific visitors And then the whole process goes along to the visitor to be able to utilize some of the tools that we'll go through in just a minute And for then the the the receptionist which plays a key role in terms of the visitor management is for them really to understand through dashboards and through the information that gets provided to them who is expected understanding how many people are coming to my workplace today Do I need to hire do I need to have more people at my reception Do I have 15 people coming at 10:00 that I need to make sure we have a good welcome set in place for them So we need more people to cater for that We're going to need more people to print badges uh really understanding per location what's happening Do those employees need parking Do I as a receptionist I need to make sure that parking spaces have been made available for them They might need to have a badge printed with Wi-Fi on it I need to make sure that all of this is set up So this is going to be a fluid experience for really when that visitor comes to the workplace So we have a whole set of capabilities But today we'll be really focusing on how does an employee register in a couple of clicks uh a visitor to come to the workplace and then following on to what that experience would look like for the visitor as they show up to the workplace So a big component to this is one of our newest capabilities within visitor management Really a big investment we've made in terms of delivering new capabilities is what we'd call the kiosk experience kiosk experience I want to focus on the visitor portion but we'll also discuss some other use cases of how an employee can also take advantage of having these kiosks set up in the in the in the workplace So really the kiosk is something that can be totally tailored to your organization in terms of brand image making sure you can configure it You define the background you define the logo you define the flows that are available for the kiosk The kiosk really serves as a self-service system for the visitors to when they come to the workplace they can either go to a receptionist to have a conversation with the receptionist to have them check in or if the organization wants to have more of a hybrid mode of we have visitors that come in quite a lot They know the workplace so they could really just go and check in by themselves This kiosk will sell serve that purpose They can just walk up to it check in with the information they received by email understanding why they came to the office and who they are so that the system can identify them and can update the receptionist dashboard and make sure that we have that information that they've checked in so they're in the right location and notifying the hosts providing them with those capabilities to also be able to switch languages So you probably got a lot of glo global offices throughout the globe Not everyone would speak English or the specific language of the country you have an easy way to switch it across those different languages on the kiosk So providing them with really an experience that can be catered to them depending on what they specifically need And last but not least is really if they come to the workplace they don't they're visitors or they're contractors or there's someone that's not working in the workplace they're probably not very familiar with your uh with your organization So not familiar with the layout of the building not familiar of where they need to go Maybe the host comes specifically to the kiosk to pick them up But if in your context no host is needed and the the visitor is expected to show up at the specific location you invited them to they can use that kiosk experience to be able to visualize the actual map of the location to then take action and say "How do I get to the to the space I've been uh registered for How do I uh how do I get there How do I find the closest coffee machine I might want to go to the restroom before going to the meeting How can I interact with that map and really help me through my journey?" So what we're going to do right now is show you briefly what that experience would uh look like within the within an instance to really show you the process from an employee registers a specific visitor on the on a specific day where that they're expected to show up in the workplace and then we'll go through that experience as to that visitors received all the information that they then need to uh enter the workplace and uh request certain things So I'm just going to switch screens and now I'm going to show you the specific demo So just to recap uh an employee can actually uh register a visitor in several ways I've got a meeting coming up with a client So I've got some internal people I've got some visitors I can directly book a meeting room and invite them to that specific meeting room But let's say today the use case is we've got an office day Uh the office we got an open office day People can come and visit I've got friends and family coming to visit What I'm just going to do is register a guest for the day So not saying they're coming to a specific space but they're actually coming to the to the workplace in general So I have here the option to I'm right now in the employee center in the workplace services and I have the option to register a guest I have this exact same option on my mobile device So if I'm on the go I can take these same actions and have the uh the guest registered So what I'm going to do is create a new registration for this specific guest I can add a description as to why they would be coming into the workplace So let's just say um family event family event in the workplace The specific location of where they'll be coming So I'm just going to use our demo campus This is the where they're expected to come This is a specific building I could have it as a specific site I could have it as a specific uh space I want them to come to I could have them it could be they they're expected to come I've got a manufacturing site they expected to come to that location really based on my location hierarchy I have throughout service now you can really define what location be selected so you would have a host so the host is really important they will be the person that gets notified as soon as the guest uh appears so this host once they register the visitor all the information that gets sent out and the visitor is informed that the host is the person that is actually inviting them to the workplace and we'll go through detail in a minute about what a co-host could look like so what I'm going to define here is when is my visitor expected I'm expecting them uh to come today This afternoon we've got an uh an open an open office where they can actually come and visit the office So they expected today I can just say it's an all day event So it will automatically trigger that time based on how my instance is set up in terms of what does all day look like Right now this office building is set from 9:00 a.m to 6 p.m So I don't have to change any of that private note I want to send to the receptionist So really to inform them on is this a specific guest that they have to act in a certain way or uh does this is this guest coming with a I don't know let's say a guide dog I really want to inform my receptionist so my receptionist has all the information related to this guest so they can take the best care of them and make them feel welcomed make them feel like we there it's an individual um understanding of what is required for them So I mentioned here we have also the co-host option So this is really if you think about it I could be uh I could be a VP of the organization uh inviting some uh visitors into the the organization However I spend my days in meeting backto-back meetings The problem is I might not have the time to go down to the reception to be able to to go and greet my visitor So the idea here is having a co-host So let's say I have uh a personal assistant that can actually help me with uh with welcoming the guests I can have them here as an optional co-host So when the visitor does show up to the workplace it will not only notify the host but it will also notify the co-host that the visitor has arrived in the building and that they can they are ready to be uh greeted at the entrance So continuing down to my registration I have multiple options here I have first of all an option to uh invite an external visitor So this would be anyone is outside of the organization Could be a contractor could be a family member could be a client But I also have the option here to invite company employees So this could be an employee from uh a different location a different country I'm inviting them registering to them to the office to make sure that my uh receptionist and my facility team know how many people actually be coming into the workplace So it's always that even though they're from the same organization if I want to make sure I'm tracking who's expected into the workplace and provide that bigger detail to the facility team and receptionist is always a good way of tracking this So let's say for this example we're going to be inviting a visitor uh that is outside of the company For this one I have two different options So I have the option of selecting an employee who's already come into the workplace So where the information will be prefilled I can just select throughout this one someone that's already come So this means I register them or someone uh in my organization register them previously based on my uh based on my instance and my configuration and the GDPR policies around how long can we retain information for and the uh anonymization of the data This is really defined at the the instance level is really how long is this data kept So this visitor could mean that they were registered two months ago They could have been registered two weeks ago If they if they were registered 5 months ago but I have a data policy of cleaning up all the data every 3 weeks I wouldn't see them here anymore They would have been removed from the system So I couldn't have selected them So right now let's say my organization's got a six months policy of we retain visitor information for 6 months and then it gets removed this uh Abby has been uh invited less than six months ago So it's still apparent in the system So I can easily select her and add her as a visitor As I selected her it's prefilled my different uh the different information on her specifically her first name last name and email address The email address is really mandatory This is the unique field that helps identify a specific user Uh meaning that if I was to uh add a add manually a a visitor Abby Scolan spelled with a Scol with a T at the end and Stfano was to do the same spelled without a T at the end Really it's the email that will be unique throughout all of them So that's the way we can recognize them and not duplicate some of these registrations So really providing that uh way that to make sure that the the visitor will receive the email is that unique uh way of defining them From here I have a couple of uh fields that aren't mandatory I could prefill this really to get an understanding and to track specifically all the information related to but I could just also give it a pass on this one and continue without it I have the option to really provide services to my um to my visitor and I could say that Abby who's coming in is coming by car She needs a specific parking space and this is not going to create a reservation for her This is simply going to flag it to the receptionist is going to say uh this person's coming into the workplace on this day They require a parking space The receptionist would usually have access to a reservable module specifically for visitor parking And from there they can say okay we're granting her this parking space I'm uh I'm making this reservation And then I'm also including her in that reservation I can also define that the number plate just to make sure that it's the right car that was going to be parked there I can make it as a VIP So VIP could be behind this whole flow of for VIP we need to make sure these have a specific um these have a specific experience It could be uh anything that your organization wants to configure behind that is really how can we provide that kind of flagship experience to specific people if they require it And of course I can say Wi-Fi This is also going to trigger it to the receptionist to say they this person needs a Wi-Fi code when they when they register Make sure to give them the Wi-Fi Sorry So sorry to pose you but there's a some question that uh probably is really really um important to to to answer live Uh sorry to pose you on that So the three main question related to visitor management right now this this form So the first one is about um is it possible to no sorry is u is not possible to invite visitor without emails because emails was mandatory in our form So the request is that if you can uh register without specifying an email So an email would always be required as that's the unique identifier It it always is required However if you want more information if we can provide you with a different way of uh triggering the the creation of a uh of a single use email that is not the if your organization does not uh allow you to track emails of people that aren't within your organization we can share more information with you on how to generate those emails So when you let's say when you'd register a guest that would automatically generate a fake email that would provide them with that unique uh that unique email However you need to make sure that your use case if you don't have the email how is that visitor going to get notified that they've been invited to the workplace So that would work uh in the use case we'll show you in a minute around the kiosk experience However this would be more tricky if you want to make sure that these people actually receive the notifications Yeah thanks a lot Um the answer is that they might use the phone numbers alone but not necessarily made So this is the observation So I think that's is is correct Um the other question is about uh can kiosk be used to register user that will need to join multiple consecutive days Okay So for example if in this year I can specify the date and time to on two different days is something that it works for recurring visitors So recurring visitors that's something that we are still exploring in terms of the product uh for for now when you register a visit Yeah we speaking about multiple consecutive days So the visitor is just for Tuesday and Wednesday and Thursday next week Do you want to take that one then No no no It's on it's Yeah So so so recurring visitors visitors that would come multiple days in a row you can we can register those specifically if if you want to create a reservation and have them linked they would definitely if you invite them as part of the reservation that can definitely be done that however for every single day of that reservation they would receive the same information saying you're expected on this day you're expected to comply to the policies on day two they would also receive the information saying you're expected on this day here are the policies they would always have to comply to those specific policies on uh if there if that is um if that is multi-day recurring saying they need to come three days in the same week they would have to always check in and make sure this they've completed the policies before entering okay Uh there's a question related to recording visitor internet already you already answered to that Uh the the last one related to visitors uh is about is there any documentation about the visitor batch printing will be there a demonstration how it works today So we're not going to show how the the printing works today We're going to show you on the kiosk how the flow works in terms of how would that be pushed to the to the receptionist to actually print the badge We do have that capability out today in terms of basically uh printing the badge and I can mention as this session is under safe harbor we are exploring ways uh to uh to improve the way that badge the layout of the badge will actually be actually be done but for now always the badge will be printed not from the kiosk it will always be printed from the receptionist so the receptionist will trigger the printing of the badge uh at her location Okay thanks a lot Uh there are a couple of more question but more related to the the previous stuff So uh I will end over to you for the next part of the demo but be sure that we have five minutes at the end because we have other couple of questions to answer that I need your support Thanks Elizabeth Yep Perfect So right now I've registered this uh person who came previously Just to continue is that if I wanted to add more people as part of the same registration let's say I was inviting an entire family of four or five people I could definitely go through and add them indiv individually So what I showed you was someone that came but I could also create a brand new person in here and then define the same the same information I can define also here the visitor type Right now these are the ones out of the box Don't say uh are they contractor are they client or family friends Do you have other categories This could really be used also for your reporting in terms of uh do you want to track who specifically came to the workplace What kind of categories visitor types actually came You can uh use that for reporting So having said that I'm going to make sure I speed up slightly to really show you uh the process of right now we've invited visitors when they show up to the workplace how can they have that kind of self-guided experience if you want to create that hybrid uh way of receiving visitors So when a visitor would actually show up to the to the workplace you have the option to have a kiosk So kiosk is a bigger investment that uh service now has made in terms of workplace service delivery and how do we want to elevate that experience not only for the visitor but also for employees to be able to interact with maps make sure they have a self-service experience So as an example right now I am a visitor I was uh registered to come to the to the the specific location on this specific day I walk up to the front of the the organization and they have specific kiosks So what I can do right now is either go straight to the receptionist identify myself and have her check me in If I don't have a reception I could definitely walk up to this specific kiosk and then check in from here So the different options here we won't go into detail This could be a second session of really providing you with how can this be configured However what I want to show you today is the all the options that can be set on the specific kiosk So the employee uh the visitor right now is looking at the kiosk with every single piece of the functionality available to them So when they walk up to it the first thing they will do is check in So checking into the uh the workplace they can do this in multiple ways And all this information will be based on the information of the employee when they submitted the the specific registration for me So if I want to check in with the invitation passcode remember when I said I've been invited to the workplace by an employee I would get an email saying where I need to show up what time I need to show up uh and where where I need to be As part of that email we also generate a passcode that can then be used here for checking in So if I had that email I could then look directly here and input the code to check in and that would recognize uh me based on the email I got I could also use the option to check in by my email So as you saw that's a unique piece that it gets captured as part of the visitor So I could check in with that I could check in with the phone number So great use case of the question we had If a phone number gets captured you have the option here to use that to check in And then lastly I can also use my name to check in However this would uh this could vary in terms of if the the employee mistyped the name it might not be recognized So really the the really source of truth here would be the email address or passcode But of course all of these options can be defined uh by the by the the kiosk admin when they're setting up the experience So what I'm going to do right now is check in using in using the email address So I pre-registered myself So as an employee I invited uh me to the workplace And so what I've done is input the email that has been registered as a visitor And of course I was talking for too long so this timed out and went back to the home screen This is a great example to show you that we don't that the kiosk will never remain on the same page and it will always be shown on the kiosk So I've started an action I haven't completed it it's going to go back after a couple of seconds You can define that time of when it goes back So the person after me does not get all my information It just times out and goes back to the main page So let's me go back to inputting my information and in the meant the question can we set up just explore workplace functionality without checking earlier Yes I'll get to that in just one minute Okay So right now I've checked in with the email address that was uh identified as me the specific visitor From there it's just going to give ask me to confirm the information So I'm the right person that's been invited This is my specific host that's invited me What I can do is say yes this is is the information is correct This specific organization has policies I need to comply to before I proceed to the next step So if I uh if I was invited in the past I would also have received this via email So understanding I acknowledge it via email and that also updates the receptionist knowing that I I acknowledge and I comply with these policies If I haven't done that I would come to the kiosk and have the exact same policies that were sent to me via email and then have the option here to acknowledge them Once I've acknowledged those policies that's when the actions are going to be triggered So it's going to trigger a notification to the to the host but also the co-host that I've been that I have checked in so they can come and collect me at the reception Uh it's also going to trigger uh me to me as a as a visitor to walk up to the reception maybe uh the for this organization the reception has to print a specific badge for me So it indicates me to go there and then it gives me an action for when I'm plan on leaving the workplace of saying please come and check out to make sure that you update that reservation dashboard and we know that you're no longer in the building So having said that that is the check-in process if I've been uh invited to the workplace I just want to briefly go over the steps if I haven't been invited to the workplace Let's say you your workplace has a big event You're open you've got open doors for everyone to come into the workplace and they can come uh and self-register Uh they just to make sure you capture that visitor information or you've got a client that comes in uh there's two people that show up you've only registered one they have the option here to self-register So self-registering is going to provide them with a way to input all of their information So if I also do via email address if I do defano.pacample.com this person hasn't been registered So of course by inputting their email address they're not found in the system So what I'm enabling them to do here because my kiosk is set up this way I'm enabling them to register their visit So creating their own visitor record So having done that I'm going to have to input the same information that an employee would input when they do invite a visitor to the workplace So what I'm going to say is I'm a client My first name yes check in the time speed up because you have one one of the company name The email address is already input because I put it there Input it first So I'm going to continue And I can see here the steps are moving forward based on the all the information I'm inputting Phone number is not mandatory So I can continue select my host So right now in this option I have every single employee because this this instance is configured that way You can totally decide to have this closed down to really list only certain people You don't want anyone showing up in your workplace and saying "Yeah my host is a CEO of the company so I'm just going to search for them here." You could say "No they can only put that you've only got two people showing here." And this could be uh this person You could only have like the receptionist a simple a simple user in there that would be notified that someone has checked in at the kiosk So once I've done that I can continue a quick reason of why I am there It's then going to give me a recap of all this all the information I have input for me then to continue So continuing from here this has moved on to that same experience that the person that did get registered is going to proceed with acknowledging those same policies and having the same triggering actions to say the host if that was the receptionist saying yes someone's checked in on kiosk proceed to the next steps and then they can continue from there So having shown you all of that I know there's only 5 minutes left so we're just going to continue briefly Option to check out same thing they will have the different options here to check out based on uh their preference So are they going to use that same passcode the email address the name They can input that and then validate their checkout One of the newest parts to this is really the explore workplace providing those visitors with a way of visualizing the floor plan of the specific location and understanding where that kiosk is positioned so they can go from there and get directions to maybe the coffee machine maybe uh the restroom understanding where they need to go So from here I'm just going to do this briefly This map is also available to employees So let's say you didn't want to have all the visitor piece on it You have a physical receptionist You want to make sure that's the only way that people visitors can interact They always have a human contact There's no kiosk piece or only the the map is available to them This map can also be used by employees to say you want to have a kiosk outside every single elevator So an employee that is looking for a space to book knows easily uh where to find that They can easily find a neighborhood they can easily um raise a case from there get directions and easily interact with the map So what we have here is the option to right now all options are enabled So I have the option to select certain amount of filtering So I can display my specific neighborhoods I can display my reservation status If I had occupancy sensors to show me what rooms are available or occupied let's say I'm an employee walking around the office I'm on the phone I need to find a quiet space ready to go Now I can easily see that based on the occupancy sensors and then really to simplify the map I have the option to select here specific spaces to really simplify the map So say I only want to see uh I only want to be see specific Okay Okay Uh sorry sorry because terminal left so many question that we need to to answer Sorry Um the let's start with the one that's related to the visitors talking about So the first one that I is just there any specific roles required for visitor to be using kiosk So visitors are not part not are not counted as part of licensing to have the kiosk set up you'd have what we'd call a user that's a kiosk viewer The kiosk viewer will always be signed in and it will always be this homepage Anyone who walks into the workplace can interact with this without having to sign in Okay thanks a lot Related to the maps for the visitor can we hide some parts of the map Correct So we have a new view which is the kiosk view is in map studio where you can configure in the view editor You only want to show them the coffee machine the waiting area and the restroom Everything else is none of their business they should not see the names of spaces You can totally define that and then attach it to the map Thanks a lot So this concluded the question about digital So let's go back to the first one that is waiting so long to with an answer So the question is related to the the past experience The question is how much is the recommended image size to upload for the space photos So the photo the the space picture Do you have any clue on which is the size of the the photo Yeah we can Can we take the name of that person and get back to them I need to check the our doc site for the specific format Perfect The other question is about the inter mapping wayinding capability and is possible to implement wayinding functionality without enablement configuring reservations and if yes would user need a WSD role to do that to use wave finding So multiple aspects that you'd have to have a map admin configure the map So the map is then available for the location directory You don't have to have reservation uh set up If you want just want to provide the map experience and then to use wayfinding without reservation without case you can totally do that However to be able to use the map on uh mobile or on the employee center an employee would need to be logged in So have access uh to a user They have to be a user to be able to utilize that But if you want to provide it on kiosk then you just have you just need to have a kiosk viewer to to deliver that experience to visitors and employees who walk by that kiosk Thanks a lot I hope that everything is clear Last question is related to I suppose a customer to use the old facility management skew and the question is that if there is any out ofthe-box way of transferring the case from the facility request to the workplace case I suppose not but we are product team I don't know if there is a specific process or specific uh criteria that we can suggest to to our customer Yeah Can we also get the name of that person and follow up with information Oh he's is just an anonymous Uh yeah I mean maybe if the the one that make this kind of request can reach us uh separately we can we can work together on that Perfect So just to close out the session just because we're at time I want to make sure everyone's got access to some of the content If you've got more questions feel free to reach out to myself or Stefano We have a a lot of content around everything we discussed today uh specifically around the docs If you want the specific information on how to set these capabilities up on community you'll find information on what's the latest and greatest We have four releases a year We've got a lot of innovation coming into the product So make sure to use the community to to look at some of the blogs but also make sure you stay up to date with the webinars that the team is planning And then thirdly we have now create there's a lot of great assets out there who that also explain to you what the what how to get started with WSD what app should you start with what should you take into consideration to really build that experience Apologies we're going so fast here but I also want to promote our upcoming webinar uh which is happening on the 3rd of April which is also related to WSD and really understanding that the the foundations uh WSD is a foundation for digital building strategy So this will be hosted by Brett and Paulina on the team who will be able to deliver that session and give you a lot more insights around WSD in general So I thanks everyone for joining this session I hope it was really inspiring for you As I mentioned if you've got questions comments feel free to come to us Last one the the recording will be accessible uh the recording will be available within the week on community Okay perfect Thank you Thank you so much Elizabeth and thank you everyone to to to be here Thank you very much everyone