Towards digital solutions
Founded over 40 years ago, Promeco is a customer-centric Finnish company delivering top-of-the-line electromechanical systems and services to global market leaders in its sectors.
In the spring of 2019, the company realized that visitor information wasn’t easily accessible, and the fragmentation of visit invitations and arrival instructions was causing confusion across different sites. Safety inductions were also handled on paper, without any digital acknowledgment of the approved safety guidelines.
At the same time, CEO Ville Ritakorpi came across Systam’s services while visiting other companies, and he was excited. Discussions quickly revealed that we were the right partner for digital, secure visitor management. So, we rolled up our sleeves and got to work.
A new way to welcome guests
With Systam Visit for visitor management and Systam Pass for safety inductions, Promeco got precisely what they needed. Inviting guests is easy through employees’ calendars, and visitors receive comprehensive safety and arrival instructions based on the selected meeting location. Digital data storage ensures compliance with GDPR and other regulations for managing visitor information.
At the reception, guests are greeted by both staff and Systam’s unique self-service kiosks, where signing in with a code is effortless. And when a visitor signs in, the host is notified and can choose to respond directly—convenient and courteous. The accompanying photo makes it easy to spot the right person in the lobby.
Safe visits for contractors and office guests
Promeco hosts a diverse range of visitors, each with unique safety requirements. Office guests typically only require a basic induction, whereas contractors require more detailed instructions. Our service enables the creation of various visitor paths from the invitation phase, ensuring a seamless induction process is initiated easily beforehand or at sign-in. Safety inductions are a key part of the visit, according to Ritakorpi.
“The mandatory digital safety induction for contractors has been really important to us. When service personnel come to our premises, they need to know our systems and rules. Occupational safety is our priority, and it must be upheld.”
In addition to the validated induction, a handy feature Promeco has found useful is setting an expiration date for inductions. For frequent visitors, the system recognizes when the induction is still valid, so no time or nerves are wasted redoing the same content.
A visible solution for booking meeting rooms
When they also wanted to make meeting room bookings easier, it was great that the solution came from a familiar partner. Systam Rooms and its door displays seamlessly integrated room reservations into meeting management for both visitor and internal meetings. Ritakorpi states that this solution has provided a simple and noticeable improvement over the previous situation.
“Systam Rooms has brought structure to how we use our meeting rooms. When the screen is red, you immediately know the room is off-limits. You just need to glance for a green one, and book it right from the display. Meeting planning is also easy in advance via the calendar, and the information updates to the screens.”
The secure, native app running on the displays has also worked reliably. Updates happen seamlessly, and there’s no need to worry about downtime.
Meaningful encounters
For Promeco, customer focus, trust, and responsibility are core values. A positive and safe visitor experience is essential, as is the fact that people actually meet in person. Promeco has noticed that when they meet more face-to-face with their customers and partners, it’s easier to build collaboration and business. At Systam, we help make these meetings possible—in line with Promeco’s values.
Unified practices and data across the Group
When you have multiple offices across several countries, it’s a significant advantage that visitor practices are consistent everywhere. All users can be supported from one point, and data can be gathered, for example, on all visits across the group. The same practices and communication style ensure a consistent visitor experience internationally, reinforcing the brand’s identity.
Systam as a partner
Promeco’s main experience working with us has been one of ease. The processes and implementation were carefully planned, and people from the front desk staff to other employees were involved in training. Even implementing self-service kiosks for visitors in Poland only required plugging them into the wall. Ritakorpi also praises our customer relationship management.
“Few people call their customers anymore. And even fewer answer when they do. But when I see Systam’s number on the screen, I always pick up. I appreciate the personal contact, and there’s always something useful that comes out of the call.”
