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Eptura Visitor + Eptura Engage Integration

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Eptura Visitor employee and visitor management features combined with the Eptura Engage (formally Condeco) workspace booking technology, can deliver a seamless workplace experience.

By integrating Eptura Engage into the Eptura Visitor platform, scheduling conflicts for meeting spaces can be avoided, and when an employee reserves a meeting space in Eptura Engage and includes external visitors, Eptura Visitor will automatically pre-register the visitors. In addition, when an employee has not booked a personal space in advance, the Eptura Engage intelligent booking technology can also automatically book one when they enter the workplace.

Real-time occupancy and utilization data can be analyzed with Eptura Engage Analytics. Learn more: Eptura Engage Analytics

Key benefits
  • Automated visitor preregistration: Your external visitors' information is pushed automatically from Eptura Engage to Eptura Visitor.
  • Self check-In: Visitors can check in at the kiosk without any manual intervention from the staff.
  • Improved visitor experience: The meeting space information is sent to external visitors ahead of their visit.
  • Intelligent workspace booking for employees: The Eptura Engage intelligent booking technology can automatically book an employee's preferred workspace when they arrive. Learn more: ✨Intelligent booking for Eptura Engage personal spaces
Watch a demonstration of the Eptura Engage + Eptura Visitor integration


Eptura Engage + Eptura Visitor integration demonstration

Managed meeting spaces: Currently, the integration does not support bookings in Eptura Engage managed meeting spaces that require approval before the booking is confirmed. Attendees added to a managed booking might cause duplicate attendees and duplicate emails in Eptura Visitor. Learn more: Eptura Engage managed meeting spaces 

Configure the Eptura Engage + Eptura Visitor integration

Contact Eptura to activate the Eptura Engage + Eptura Visitor integration for your organization.

When your Eptura Engage + Eptura Visitor integration is active, you can map Eptura Engage locations with your Eptura Visitor buildings; create a custom field in Eptura Visitor that will be associated with the booked Eptura Engage meeting space resource, and customize your email notifications to include the name of the booked Eptura Engage meeting space.

Create a custom field

Create a custom field in Eptura Visitor to associate with the name of the booked Eptura Engage meeting space resource. 

  1. In Eptura Visitor, navigate to Settings > Custom fields.
  2. Click New custom field.
    custom field.png
  3. Enter a name for the new field - we recommend 'Meeting Space' - and click Save.
Link Eptura Engage locations to your building and configure the integration

Follow the steps to link Eptura Engage locations to your Eptura Visitor building; activate the new custom field added above; enable invitation emails, and synchronize Eptura Engage personal space bookings in the Eptura Visitor employee logbook.

  1. In Eptura Visitor, navigate to Settings > Integrations.
  2. Scroll down to the Eptura Engage (Condeco) integration and click Settings to open the Eptura Engage integration settings.
    integrations condeco.png
  3. Locations setup: The three columns represent Eptura Engage Countries, Regions, and Locations.
    1. First, select the Eptura Engage Country from the list to reveal the associated Eptura Engage Regions.
    2. Select the Region to reveal the associated Eptura Engage locations.
    3. Finally, select the Eptura Engage location to link to the Eptura Visitor building.
    4. The selected Eptura Engage location is now displayed under 'Linked locations'. Click Save to link the Eptura Engage location to your Eptura Visitor building.
  4. Meeting room custom field: Toggle the button to enable the field, then click the drop-down and select the custom field created earlier.
  5. Invitation email: Toggle the button accordingly to enable or disable Eptura Visitor invitation emails being sent to visitors along with the Eptura Engage email notification.
  6. Employee bookings: Toggle on to synchronize Eptura Engage personal space bookings in the Eptura Visitor employee logbook.
Customize email notifications

Add the new Eptura Engage Meeting Space custom field to your Welcome email and other notifications to include the name of the booked Eptura Engage meeting space for the visitor.

  1. In Eptura Visitor, navigate to Settings > Notifications.
  2. Click Customize for the email notification you want to add the Eptura Engage Meeting Space field to.
  3. Expand the visitor type and enter your message in the Custom Text box. To insert the name of the booked meeting space in your message, click Variables and select 'Meeting Space' (or the name of the custom field created above, if different). The field in the message is displayed as {{custom-#####}}
    welcome email.png