Efficient Visitor Self-Check-In
Research shows that most people prefer to use technology to help themselves and ensure accuracy. When you implement cloud-based visitor management technology at your manufacturing or logistics site, guests check themselves in so you can focus your staff on delivering excellence.
The check-in process is fast and it eliminates miscommunication and human error. No matter how many types of visitors or deliveries you receive, or how complex the check-in process, whether it requires NDAs or safety questionnaires, Greetly can handle it. And the process is even faster for repeat visitors or guests who have preregistered themselves. They can just scan a QR code and they are automatically checked in.
Keeps You Compliant and Logs Everything
Need to follow compliance and respond to audit? Do you ever run visitor reports? Or just need to know who is onsite right now?
Greetly's Visitor management software captures and logs all visitor information collected, including this reason for visiting and the check-in and checkout timestamp. The information can include visitors' names, contact information, companies, photos, and electronic signatures on legal documents, like NDAs or waivers. Our visitor check-in process can include having guests watch a safety video and respond complete health and safety questionnaires. Greetly can even scan driver's licenses and capture government-issued ID numbers.
A cloud-based visitor logbook allows your firm to run reports quickly. Review visitor information at a single site 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. All of this makes responding to audits a breeze. Instead of spending hours or days with manual processes, Greetly can handle the response in minutes.
Great First Impressions
Greetly is obsessed with two things:
- The most customizable visitor management software to accommodate all of your check-in workflow needs.
- Providing great first impressions for your most important visitors.
That's why Greetly is designed to be easy to use. Everyone will find Greetly is intuitive, with clear instructions on what to do and large icons to tap. Even your least tech-savvy visitors will operate our cloud-based visitor management solution as if they have been using our service for a very long time.
Realtime Host Alert Notifications
Greetly offers unlimited visitor and delivery notifications. Each host can choose how they wish to be notified. Options include voice calls to landline phones (including extensions) and smartphones, text messages (SMS), email, Microsoft Teams, Google Hangouts Chat, and/or Slack instant messages.
Greetly can also communicate important information back to your visitors. For example, we can automate sending emergency evacuation maps, information on how to access your Wifi, links to available jobs, or surveys so they can rate their experience visiting your facility.
Contactless Visitor Check-In
Long before the onset of COVID-19, research showed people preferred to help themselves on their own smartphones. That is why Greetly invented contactless visitor management.
Now visitors and delivery people can sign in to your manufacturing site 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 COVID-19 and other illnesses making staff and visitors sick.
Emergency Evacuation Notifications and Safety Log
The most important visitor management feature we hope you never use -- emergency evacuation. Should your site ever need to evacuate for any reason, Greetly can keep your employees and visitors safe.
Greetly's evacuation feature sends instant text and email notifications to all employees and visitors that are on the premises when the evacuation is triggered. Individuals can mark themselves safe right from the evacuation notification. Or an admin can do so from their phone using our cloud-based evacuation logbook. This running list of who is safe and who is unaccounted for will reduce risk and save valuable time for emergency responders who arrive on the scene.
Redeploy Staff
With traditional visitor management processes, every visitor touchpoint requires manual processes by receptionists or other admin staff.
For example, someone would need to greet the visitor, collect their basic information, and notify the host employee. And possibly review and scan IDs or collect paper safety questionnaires. Later, someone would need to digitize all of the information collected via pen-and-paper logbook.
A cloud-based visitor management system for manufacturing can perform these fundamental tasks with fewer employees required. This allows you to focus staff on building products buyers love.
Why do CPG brands and manufacturing sites adopt visitor management software?
Overseeing the reception area for a manufacturing plant or warehouse is a challenging business. There is an endless stream of visitors and deliveries who are important to maintain productivity. Yet you also need to keep everyone safe. Old processes were costly and labor-intensive.
With a cloud-based visitor management system you can automate the lobby function of your production facility:
- Customizable check-in workflows including health and safety videos and questionnaires.
- Contactless check-in.
- Instant notifications to employees when visitors or deliveries arrive.
- Emergency evacuation notifications and a real-time safety log.
- Meet all regulatory requirements and speedy audit responses.
- Save time and money.
With Greetly, you can create a great guest experience while focusing your staff on exceeding safety and productivity targets.
What are the steps for great visitor management?
How workplaces handle visitor entry can be as varied as the organizations themselves. For some, the process of visitor management is regimented and formal, perhaps because they are subject to regulations or might need to respond to audits. For others, handling guests is a fly-by-the-seat-of-the-pants affair.
Regardless of the visitor management system in place at your firm, 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:
- Greet Visitors
- Identify the Type of Visitor
- Sign the Visitor In
- Alert the Host Employee
- Check the Visitor Out
- Maintain a Visitor Logbook
Want to learn more? Become an expert in minutes after you read this blog post How to Manage Visitors Like a Fortune 500 Company in Six Steps.
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.
Modern digital visitor management is cloud-based and the best systems:
Ensures workplace safety since it keeps an electronic log of everyone who enters your workplace. - Creates an excellent 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 configure virtual reception software?
Setting up a virtual receptionist the correct way allows your organization to automate the reception function while giving guests a great first impression of your tech company.
Here are the steps you should follow when setting up your visitor management software.
Here are the steps to set up a visitor management system:
What is contactless visitor registration?
Touchless 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 offers a contactless visitor management system. This allows for touchless entry while still capturing all necessary visitor information, from name, 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 implementing a visitor management system?
There are many reasons why leading manufacturing companies and CPG brands like Stanley Black & Decker, TCL, and Vita Coco use cloud-based virtual reception software. Here are some of the many benefits of utilizing a visitor management system: