If you want to improve your workspace safety and security, welcome guests professionally, and collect relevant information to take your business to the next level, lobby management software might be all you need. With several advantages over the traditional, manual check-in system, this virtual receptionist system provides organizations with all they need to fulfill their reception needs, maintain workspace security, and improve the customer experience. It is no wonder that it is becoming increasingly popular among organizations that want to enhance productivity and simplify business processes.
If you are still not sold on the virtual receptionist trend, keep reading to learn more about this visitor monitoring system and how to choose the right one for your organization.
This reception software welcomes, registers, monitors, and directs guests' movement within your business premises while providing a host of other benefits your organization can utilize.
Many guests come to an average workplace on any given day – all for various reasons. The conventional method of welcoming visitors, logging their details, monitoring their movements, and processing their requests, while maintaining safety and security is costly and labor-intensive. Moreover, it is plagued by the lack of privacy, inefficiencies from human capital investments, and the inability to generate data to improve business processes.
Thanks to the introduction of modern digital receptionists like lobby management software, you can welcome guests, enforce your visitor management policies, and take your customers' experience to the next level. Lobby visitor management systems have proven to be more effective and efficient. If you're still debating the importance of this virtual receptionist management system, here are the things it can do for your organization:
There are many lobby visitor software on the market. While they all capture critical information, check visitors in, and inform the host employees of their guest's arrival, they offer different functions and features. Thus, before you consider a visitor sign-in app, it must meet your organization's needs with features like:
Since not all people entering your business organization are tech-savvy, you need a visitor registration app that everyone can easily use. Choose a receptionist management system that is clear, responsive, and intuitive, allowing even first-time visitors to navigate the sign-in process like a pro.
Guests have different language preferences. Choose a customizable visitor sign-in app to give your visitors the option to display the virtual receptionist in the language of their choice.
You want your guest sign-in process to be as fast and painless as possible. Look for a lobby visitor monitoring system that allows you to preregister expected guests ahead of their arrival. Once a visitor comes into your workplace, the system should also be able to store their details to recognize a returning visitor and expedite the check-in process, most commonly by creating a unique QR code for that visitor. That means they won't have to start from scratch each time they come to your worksite.
Choose a lobby visitor management system that captures guest images during check-in and stores them in your cloud-based visitor logbook. These images are handy for recognizing and greeting visitors or when someone tries to access your business premises with forged credentials.
Printing guests' photos on accompanying visitor badges will help all your employees to know, at a glance, who the visitors and their hosts are and when they checked in. This helps to ensure your workplace safety and security.
Do you discuss confidential information in your workplace or host events where attendees need to sign a legal waiver or request a non-disclosure agreement? If yes, choosing a receptionist management system that captures electronic signatures and holds information on who signed in, where, and when they signed can help streamline the process.
However, the visitor logbook should maintain privacy and prevent data theft by securing captured information like it's their own. It should also be cloud-based and available from any web-enabled device so employees with authorization can access it from their computers or phone during an emergency, like an evacuation.
You want to protect your employees and visitors and keep COVID-19 and other illnesses out of your workplace. Choosing a lobby tracking software with check-in features like facial recognition, temperature screening, QR code, and face mask detection will go a long way to help you achieve that. It will also help avoid the physical handling of paper documents, eliminate queues, and prevent access to employees or visitors that do not meet your workplace safety requirements.
Suppose you want to prevent visitors or contractors from wandering off to restricted areas without hiring more workers to escort them. In that case, you should look for lobby management software with an access control feature. This will allow you to sign in visitors and only grant access to specific areas in your workplace even when you're out of the office.
The ID scanning features make visitor verification and identification effortless by accurately capturing their information from a government-issued ID card. The watchlist feature improves threat visibility and protection. It also allows you to create a custom watch list for specific types of visitors and share their data with law enforcement agencies like Interpol or the FBI.
Choosing a lobby visitor management system that works with all your existing tools without requiring expensive hardware and gadgets is essential to maximize efficiency and reduce cost. Since it's a productivity app, it must save you time by integrating seamlessly with your existing tools and system so you don't have to change them to accommodate the new software. It should also provide almost unlimited functionality, feed data to your CRM software, and sync employees with your directory services software.
Select an electronic sign-in system that is easy to use, has top-notch security, works well with your existing system and other services, and includes a preferred guest notification for each of your employees. The software should be fully customizable, reasonably priced, offer unlimited capacity and access control, and not require expensive hardware or a specialist to run and maintain it.