Building a custom Visitor Sign-In & Registration application with formsflow.ai 

This case study maintains anonymity to facilitate open discussion about our collaboration with a business consulting firm, without disclosing specific names or details.

Challenges

The visitor sign-in system needed to work across various offices and countries, catering to different languages, approval flows, and databases. However, the existing SaaS application couldn’t be customized to meet all their needs. This resulted in additional processes, such as handling exceptions offline or using paper-based methods, leading to a subpar visitor sign-in experience and ongoing conflicts between security teams and front desk employees, along with potential compliance concerns.

They required a visitor sign-in application with the following capabilities.

• Handle nuanced workflows with varying levels of complexities in the approval processes.
• Custom workflows with custom integration can be built by the local IT teams across their offices.
• Forms that can be edited by select members of the Administration team. 
• Support multiple language options – for users and developers.

Solutions provided by formsflow.ai

The company turned to formsflow.ai for a solution that could address the issues at hand.

• Multilingual Form Fields: Ensures accessibility for visitors with diverse linguistic backgrounds.
• Secure PDF Preservation: Preserves visitor information in original format, ensuring data integrity.
• Simplified Form Configuration: Facilitates ease of use for developers in configuring and managing forms.
• Real-time Data Visualization: Enhances decision-making processes with live data insights.
• Customizable Authorization Levels: Enforces company standards and enhances data security.
• Advanced Workflow: Employs best-in-class capabilities for process automation and handles intricate logic and decision-making processes to reduce errors and exceptions.

Multilingual form fields cater to visitors from diverse linguistic backgrounds, ensuring comprehensive accessibility. Simplified form configuration and management streamline developers’ workflow. Real-time data visualization aids administrators in making informed decisions. Customizable authorization levels uphold company standards and bolster data security. The solution enhances the user experience with an intuitive and secure registration process, while offering improved data management capabilities.

Projektlieferung

The IT & administration teams collaborated with formsflow.ai’s solution architects to integrate its solution into the company’s tech stack. Together, they mapped out the business processes to identify areas for improvement. The Identity and Access Management tools provided by formsflow.ai played a crucial role in simplifying user access for secure interactions with the system. Authorization controls and user roles enhanced security by granting appropriate permissions, thereby reducing the risk of unauthorized actions and contributing to a smoother workflow. This aspect aligned well with the consulting firm’s need for a secure and user-friendly digital environment.

The unique multi-tenancy feature of formsflow.ai accommodated multiple spokes under the same license, ensuring better resource utilization and cost-effectiveness. This capability allowed central or local IT teams to control the replication of workflows across tenants, making it easy for process improvements across offices.

Impact

The collaboration between formsflow.ai and the consulting firm has impacted facility management. This impact is achieved by automating visitor sign-in and registration processes.

• Increased Scalability: Achieved a 35% boost in scalability without the need for extra staff, facilitating seamless handling of increased visitor traffic.
• Error Reduction: Experienced a 50% decrease in sign-in errors, ensuring smoother operations and heightened reliability.
• Enhanced User Satisfaction: Witnessed a 40% rise in visitor satisfaction, reflecting an improved experience for all users engaging with the system.
• Effective Application Development: Faster development, with streamlined processes, significantly reducing the time and effort required for deployment.
• Enhanced Data Accuracy: Ensure precise data through automation, minimizing inaccuracies and enhancing the dependability of visitor information.