Scan, book, start your work day

How do you enable social distancing and keep your employees safe in a workplace designed to bring them together? Due to the pandemic companies with an open workspace model faced the challenge of temporarily having to close facilities and, if feasible, ask employees to work from home. Carglass was looking for a solution to keep their offices open while effectively protecting their employees from Covid-19. novaCapta provided a solution, which is based on Microsoft 365, Power Automate and Dynamics 365 Customer Voice.

Increased risk of infection with the coronavirus in the open space office

Search for a solution for further use of the open space model with maximum possible protection of the employees' health as well as digital tracing of possible infection chains.  

In order to avoid end device binding and necessary installation, request for a native solution without app

Digital on-site booking system for workstations in the open space office based on Microsoft SharePoint, Power Automate and Dynamics 365 Customer Voice   

Flexible control (activation and deactivation) of available workstations 

Additional features such as automatic logout for temporary locations like the canteen 

Maintaining operations in the open space office during the Corona pandemic 

Web app works without installation, the QR code can be scanned with the business cell phone as well as with the private device 

Infection chains can be traced via the registered entries, who sat at which workplace, when and for how long, and necessary measures can be derived from this, such as reporting to the health office

Carglass offers its employees modern open workspace offices to provide an innovative workplace and encourage collaboration between employees and across teams. Within this structure, employees choose a new workplace every day. Due to the pandemic, an urgent need to reconsider the open workspace model emerged, to prevent and minimize health risks. As well as new occupational health and safety measures set by the government, such as minimum distances between individual workstations, had to be adapted. Carglass was faced with the prospect of having to close its offices temporarily and may ask employees to work from home. 

The company was looking for a solution that would give their employees both options: working in the office or from home. But how do you manage to maintain a safe social distance (= six feet distance between employees) in an open workspace environment? "We had been searching intensively for a suitable solution, but at that time the market did not offer anything for us," Periklis Stavrinos, Product Owner Digital Workplace at Carglass, recalls the situation at the time.

In order to be able to maintain the required minimum distance, a system was needed with which the number of workstations in the open space offices could be flexibly activated and deactivated. To keep track of possible infection chains, employees needed to be able to "log in" to their selected workstations. In addition, the solution had to be available on employees' business or private smartphones without the need of installing an extra app. At the same time, it was important for the IT department to retain full control over the employees' data and to delete it automatically after the prescribed three to four weeks. 

The risk of infection in the canteen is the same as in the individual office rooms. For this reason, two additional QR codes have been added at the entry of the canteen. This gives employees the choice of eating on site or getting something for takeaway. Therefore, they can either scan the normal QR code or the one for the

so-called quick check-in. Depending on the scanned code, they are automatically logged out after 30 or after five minutes. In this way, chains of infection can be recorded in an uncomplicated manner, even for short encounters. 

The web app, based on Microsoft technology, achieved the goal of keeping Carglass' open space offices open for employees despite the restrictions imposed by the Corona pandemic and tracking possible chains of infection. "The app was very well received by the employees and we have the possibility to customize and even develop it further if needed," Periklis Stavrinos is satisfied with the cooperation of novaCapta.  

Download Case Study Carglass® als PDF (DE)
Download Case Study Carglass® als PDF (EN)

Microsoft reported on the successful IT project via its Partner Network. Read the full partner success story here.