How Financial Services Firms Operate with Confidence with Visitor Management
Know your customer. Secure your data and intellectual property. A better way to protect finance company interests.
Financial services companies like yours need to know your customer both for regulatory reasons and to build your business. You also need to protect that customer’s data and records and your staff. With Greetly's virtual receptionist registering your visitors, you can safeguard your workplace while also offering a smooth and welcoming check-in experience. But an effective visitor management system does even more for your firm…
When guests enter a Greetly-hosted financial service company, our touchless visitor management system streamlines the check-in process with customizable visitor intake forms, government-issued ID scanning, NDA electronic signature capture, and more so you always know your customer.
Why is this valuable? Because when visitors move through a check-in experience with speed, accuracy, and privacy, their first impression is that they’re entering an organization that’s run with efficiency and security. Your visitor management solution features your logo and colors, welcomes them, and the ease of the check-in experience then strengthens your brand. From a client arriving for a consultation to a candidate seeking employment, from a vendor interested in a partnership to an auditor evaluating your practices – the strength of your brand holds importance – and first impressions are at the door of your business.
When visitor check-in is complete, the host is notified with the guest’s name, photo, and other key details. Employees can welcome the guest with assurance because of the safety measures inherent in the Greetly process. The visitor management software securely logs the visitor’s entry and can check their name against a watchlist. Giving your staff that peace of mind allows them to confidently interact with visitors, leading to more positive communication between parties.
The finance industry further benefits from the ability to collect check-in data, allowing you to build a visitor database that can be used in several ways, including the cultivation of relationships that may benefit your business. While potential clients wait, Greetly can facilitate their completion of intake forms. You can also automate follow-up communications to ensure you don’t lose important connections, reduce contact information errors that often result from paperwork, and analyze visitor trends, leading to strategic initiatives.
Greetly is a better way to greet visitors – and a better way to adhere to protect, conduct, and grow your financial institution.
Why Financial Services Firms Implement Greetly's Visitor Management System
Finance companies need to know your customer. Greetly's virtual receptionist does exactly that, all with a user-friendly visitor interface.
Whether you need to capture visitor names, scan government-issued ID, have guest photos, or require that guest sign legal documents, Greetly can do it all. And you've never passed an audit as easily as you will with Greetly's cloud-based visitor logbook on your side.
Eliminate manual processes so you can focus on growing your client base.
Automated Visitor Management and Data Logging is the Greetly Advantage
Instant Host Alert Notifications
Each employee can choose how they want to be notified when a visitor or delivery arrives for them. Pick one or more from text message, instant message (Slack, Google Chat, MS Teams), email, and/or phone call notifications. Instantly, as in the moment a visitor or delivery is checked-in.
Highly Customizable Visitor Management
You need your front desk to represent your business - Greetly wants that too! With a full range of customizable check-in workflows for each type of visitor you receive, and showing your organization's brand imagery, Greetly will work exactly the way you want it to. Capture exactly the information you need to keep your office productive and compliant.
Secure, Cloud-Based Visitor Logs
Need help with KYC? Our visitor management solution will help you build your CRM database and pass any audit with flying colors.
You can keep track of your visitors and pass audits with Greetly. Our easy-to-use visitor logbook can also run and automate ad-hoc reports.
What Are the Benefits of Using Visitor Management to Finance Firms?
An Amazing Visitor Check-In Experience
Research shows that most people prefer to use technology to help themselves and ensure accuracy. By utilizing visitor management technology clients and vendors can check themselves into your agency or office. The best visitor management systems can be customized to capture exactly the information you need for every type of visitor.
The check-in process is fast and it eliminates miscommunication and human error. And even faster for repeat visitors or guests who have preregistered themselves. They can just scan a QR code and they are automatically checked in. All of this reinforces to clients their money is in good hands.
Securely Logs Everything
Visitor management systems capture and securely log the visitor’s information, ranging from their contact information, reason for visit, and timestamp. More advanced features include detailed intake questionnaires, taking visitor photos, and capturing electronic signatures on legal documents, like nondisclosure agreements (NDA) or waivers.
A digital visitor log allows agencies to quickly run reports. Review visitor information at a single branch or across premises. Search, sort, and filter the data, save custom reports, download them, or even have them automatically sent to your inbox on a timely basis.
Visitor management systems allow financial services firms to respond to audits and management information requests in seconds versus days with more manual processes.
Automated Messaging - To Host and Visitors
Greetly offers unlimited host alert notifications. When visitors or deliveries arrive for them, Greetly can reach staff by voice call to mobile or landline phone (including extensions), text message (SMS), email, Microsoft Teams, Google Hangouts Chat, and/or Slack.
You can automate further by sending messages back to visitors, like Wifi details or surveys about their experience at your branch.
While it packs in a ton of features, Greetly remains obsessed with being the most user-friendly virtual receptionist possible. Accessible even to the least tech-savvy folk, our cloud-based visitor management software can be operated by everyone as if they have been using our service for a very long time.
Contactless Visitor Check-In
Long before the onset of COVID-19 many people preferred to minimize close-up human contact if possible. Modern visitor check-in software allows visitors to sign into your financial services branch from their own cell phones. This includes entering their information, electronically signing documents, and even scanning their government-issued ID. All of this reduces the risk of infecting your staff and your clients with COVID-19 and other illnesses.
Automate Visitor Queues and Other Processes
Need to know which visitor is next to be served? By type of service request? Greetly will automate your queue management process.
When a guest checks themselves into your office Greetly will automatically add them to the correct queue. Staff sees a realtime queue of who is next to be seen, which can include a photo image of the visitor plus other information collected during the check-in process.
With traditional visitor management processes, every visitor touchpoint required staffing. You might manually collect and review government-issued identification, hand out and later digitize intake forms, call, text, or email the service provider, and make sure you know who is onsite at all times.
A cloud-based visitor management system for finance can perform these fundamental tasks with fewer employees required. This allows you to focus staff on more providing better service and increasing your assets under management.
Know Your Customer
Maintaining compliance has never been so easy. With Greetly you can require all of the information you need to pass audits with flying colors. Greetly can ask complex intake questionnaires, scan driver's licenses, and date and location stamped electronic signatures on legal documents. Now you can KYC without the paperwork and manual admin effort.
Emergency Evacuation Notifications and Logs
This feature we hope you never use. But what if you need to evacuate your premises? With Greetly you can notify all financial services employees and visitors in just a couple of clicks. Everyone will have the ability to indicate they are safe. Using a cloud-based evacuation log, Greetly admins can actively track who is safe and who might need assistance from first responders.
Integrates with Your CRM
Greetly can push information collected during the visitor check-in process to many financial services CRM systems. If more data points lead to a bigger share of wallet or better services provided than schedule a demo and put Greetly to work for you.
How Greetly Supports Your Agency's Growth
Save Staffing and Processing Costs
Greetly’s virtual receptionist software will reduce your agency's need to hire more staff to accommodate customer concerns and manage employees, contractors, and guests. Furthermore, our software is designed to be easily scalable and customizable so you can spend your capital on things that your company truly needs.
With improved management of visitor data, your organization will now be able to generate real-time insights that can be used for both internal and external purposes.
This information is vital to facilitate the secure arrival and departure of data, products, and services in and around your workplace.
Download Our Digital
Greetly provides an easy-to-use cloud-based digital receptionist checklist to help you find what you need in a visitor management system. Fill out the form below and you'll receive our checklist immediately.
A Visitor Check-in App Unlike Any Other!
Schedule a free demo with Greetly today! We will take the time to get to know your business and share all of Greetly's simple-to-use features that guarantee an excellent experience for your customers and ensure your workplace's efficiency and productivity.
Our award-winning visitor check-in app works on iPad and Android tablets, and touchless on visitors' own smartphones, technology your customers know and understand. Greetly creates a great customer experience while keeping your workplace healthy and productive.
Greetly Integrates with Software Systems You Already Use
Why do finance companies adopt visitor management systems?
As a financial services firm, your reception area says a lot about your firm. Whether you receive a nonstop stream of high net worth clients or just the occasional delivery, your reception experience leaves a lasting impression.
- Is your firm trustworthy?
- Do you serve select or a broad clientele?
- Are you organized?
- Should I trust your firm with my capital?
A cloud-based visitor management system automates manual processes for finance companies:
- Collect all of the information you need for Know Your Customer requirements.
- Never keep important visitors waiting thanks to instant reception notifications sent to staff when guests or deliveries arrive.
- Sync data with your CRM software.
- Automate reports.
- Achieve compliance and eliminate the burden of responding to audits.
- Maintain communication with clients.
Yes, you can have it all. Greetly's visitor sign-in software gives you a visitor experience that will give confidence to clients while helping your firm utilize your most important resource, your people, more effectively.
What are visitor management techniques?
How offices manage visitors can be as varied as the organizations themselves. For some, the process of visitor check-in is regimented and formal. For others, handling guests is a fly-by-the-seat-of-the-pants affair.
Regardless of the visitor management system, there are certain aspects to the process of handling guests that are common across the board and each step is important to the functioning of your organization, the safety of your employees and data, the comfort of the guest, and -- most importantly -- the overall efficiency of time spent.
Here are the six most important visitor management techniques:
- Recognize Visitors' Arrival and Make Them Comfortable
- Identify the Type of Visitor
- Visitor Sign In
- Notify the Host
- Visitor Check Out
- Maintain a Visitor Log
Read our blog post How to Manage Visitors Like a Fortune 500 Company in Six Steps to learn more.
What is a digital visitor management system?
A digital visitor management system is software that automates the entire visitor process, from sign-in to monitoring guest movements while on the premises, through their departure.
The best cloud-based digital visitor management systems:
- Ensures workplace safety since it keeps an electronic log of everyone who enters your workplace.
- Creates an excellent first impression as visitors are given an orderly and warm welcome.
- Automates and speeds up workplace processes. There’s no more need for manually informing an employee that their visitor has arrived.
- Improves employee happiness and productivity because they don’t have to handle visitors in person. They can spend more time doing other tasks while avoiding repetitive tasks.
- Through temperature scanning and touchless features, it reduces employee exposure to infectious diseases such as COVID-19.
Creates a comprehensive digital trail that helps create reports and audit purposes.
How do I set up a visitor management system?
Setting up a virtual receptionist will impress your clientele while focusing your team on growing your asset base. The correct configuration allows your organization to automate the reception function no matter what type of visitor workflows or information you need to accommodate.
Here are the steps you should follow when setting up your visitor management software.
Deploy your visitor management system and watch productivity rise
Should a finance company select a contactless visitor management solution?
Greetly is the leading touchless visitor management system. Our virtual reception software allows for touchless entry while still capturing all necessary information for you to Know Your Customer. This can include name, whether manually entered or by scanning their driver's license, company, the host they are visiting, and even more complex tasks like taking guest photos and having them electronically sign legal documents.
No-touch visitor check-in technology keeps COVID-19 and other illnesses out of your office, creating a frictionless experience for guests and employees.
What are the benefits of a visitor management system?
Try The World's Most Customizable Visitor Management System
Try Greetly free with a no-obligation demo today. This fully featured trial comes with 24/7 support to get you up and running quickly. Our 14-day trial allows you to test Greetly and show it to your VIP visitors.