Monday, May 30, 2016

10 ways to improve visitor management with a virtual visitor management system

Did you ever consider ways to allocate your front desk resources to more value adding assignments in your organization?


Every day people at your office or front desk ask others or themselves:

· Who are visiting today?

· Who are they visiting?

· Which meetings are they attending?

· Have the employees been notified about their arrival (bummer, they are not at their desk - what’s their mobile number again)?

· Which visitors are currently on the premises?

· What’s that password for our guest WiFi again?

· Did the guests check out again?




All the questions are often cumbersome and time consuming to answer.

With a virtual visitor management system, you can optimize time and resources by compiling multiple administrative functions into one single solution and hence improve productivity dramatically at the front desk and for other employees.

Tasks like registration of guests, guest logging, NDA signing, printing of guest passes/name tags and notification of the meeting host can be handled automatically and hence free up resources at your front desk – not to mention a much improved visitor experience.

So, here’s 10 ways to improve visitor management with a virtual visitor management system


1. Make the right first impression

Being on time matters. So do first impressions!

Welcome visitors with an elegant touch screen experience, making them feel even more welcome and well informed as they arrive at your office, and create a professional first impression.




2. Allow self-registration and instant employee Notification

Allow your guests to self-register and automatically and instantly inform hosts of their arrival on text message or via email. It saves time for the visitor and frees up resources for front desk employees, who will not have to look up and call meeting hosts ”manually”.




3. Improve initial visitor/employee communication

When visitors register in the reception area, an employee is notified automatically of their guest's arrival by text message or by email making it easy to communicate with the visitor while they wait to enter or get picked up.

Employee notification creates a more relaxed and personal experience and optimizes time at the front desk. With employee notification, employees have a much better chance of being ready in the meeting room when the visitor arrives.

4. Share valuable information with visitor upon arrival

Customize the welcome message and include valuable information like guest WiFi login information, opening hours, directions to the meeting room and more.

5. Improve the check-out experience

Check-out is handled by the visitor. When finishing the meeting the visitor or the employee can check-out the visitor on their own smartphone and instantly update the Visitor Log and visitor status. No need to get back in line to check-out or skip it.

6. Consider a cloud based solution

Collect all check-ins and store data in the cloud.

Logs are accessible from everywhere making access and administration for multiple users much simpler.

7. Improved security

For security it is important to have a full overview of which guests are in the building at any given time.

Also that evacuation reports can be compiled and printed out at any time.



8. Improve the first impression even more with “expected guests” pre-registration – Even from Outlook or Office 365!

Let visitor’s check-in on their own smartphone as they arrive. It saves time upon arrival and create great first impressions. Add attendees to your meetings scheduled in Outlook and Office 365 to the guest list in the reception automatically.



9. Combine visitor check-in with digital wayfinding

Integrate visitor check-in with digital wayfinding, helping the visitor to navigate to the right destination on their own smartphone.

10. Save a tree and say bye bye to the old paper log!
Did you ever consider which other visitors may look at your name in an open log book?

With a virtual visitor registration system, you improve visitor’s privacy as they sign in electronically and for admin eyes only - and you avoid that unreadable hand writing too.