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.
Ease-of-Use
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.
Redeploy Staff
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.
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.
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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.
Select the Best Visitor Management System
Configure Your Visitor Management Software
Deploy your visitor management system and watch productivity rise
Should a finance company select a contactless visitor management solution?
Contactless technology is a form of electronics control technology that makes it possible for users to control a digital system without any form of physical contact.
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?
There are many reasons tech companies adopt virtual receptionists. Here are the five biggest benefits of utilizing a visitor management system:
