The Systam Respa Visitor Management system fulfilled Helen’s needs of a comprehensive system for the management and monitoring of visitor traffic. The Respa system functions as a tool for the front desk personnel and other employees, and has received praise for its versatile functions. Systam has also been praised for its uncomplicated customer service.
The business operations of Helen Ltd, a Finnish energy group, consists of the production of electricity, district heating and cooling as well as the distribution and sales of energy. Its energy production operations have been awarded as the most efficient in the world. The company uses district heat to cover more than 90% of the heating needs of the City of Helsinki, and it is expanding its district cooling operations in Helsinki. The goal is to reach complete climate neutrality in its energy production.
SYSTAM RESPA BROUGHT SOLUTUONS IN SITUATIONS OF CHANGE
The telephone exchange / visitor management software previously used by Helen was linked to the line telephony switchboard. When the decision was made to give up use of the switchboard, it was necessary to look for a suitable visitor management application which would be flexible in new and challenging situations. A requirement was, for example, that the service provider maintains a cloud service.
Soon after starting to examine the available options, Systam Respa began to feel like a product which would best respond to the needs of Helen Ltd. A visit to Systam’s office confirmed the feeling; we had found the right product for us. The Systam Respa visitor management system was delivered to Helen such that the system is available for use by the entire company personnel and the front desk staff, but no self-service kiosks would be used for signing-in arriving visitors. At Helen, Outlook can also be used directly for registering visitors in the system in advance.
DELIVERY AND COMMISSIONING WENT VERY SMOOTHLY AND IN A CUSTOMER-ORIENTED MANNER.
Following the commissioning of Respa, visitor management was expanded at Helen from one office to four offices, and later to six more locations.
FLEXIBILITY AND PERSONAL SERVICE
In its operations, Helen has been used to agile face‐to‐face services and to this challenge, Systam has been able to respond excellently.
THE AGREED RESPONSE TIMES HAVE BEEN FOLLOWED AND THE SERVICE HAS BEEN PROVIDED WITH A ‘PERSONAL’ FEEL. ALSO THE DEVELOPMENT IDEAS SUGGESTED BY HELEN HAVE BEEN WELL-RECEIVED.
With use of Systam Respa, also the reporting related to visitor management has become more versatile and structured. For example, comprehensive pre-arrival notifications to both the visitors and the person hosting the visit have been perceived as excellent functionalities, as well as the nice ways to take previous visitors into consideration. Also the options enabled by Respa are considered as a significant benefit at Helen. In a changing operational environment, also the self-service sign-in of visitors at facilities with unattended front desks might be a required function in the future.
OUR SOLUTIONS AT HELEN
– The RespaManager online service for management and monitoring of visitor traffic
– Automatic messages at every stage of the visitor path. Content can be edited by the customer.
– The calendar integration is an easy way of handling advance sign-in for visits at the same time as a meeting invitation is sent to the