5 Ways to Make Visitor Check-In More Efficient for Your Business

how to make company visitor check-in more efficient business customers

When a client visits your premises is their check-in experience as good as it should be?

Do you have a receptionist to greet them? And if so, is that the most efficient way to manage check-ins and lower your annual costs?

The average front desk receptionist earns $12.40 per hour or $32,552 per year. If they go on leave that number increases with an extra wage. For companies with a high visitor count, one staff member may not be enough to cope.

Many businesses with large visitor numbers have re-evaluated their check-in system. They've realized that a digital solution not only reduces costs but can also provide a better experience.

From registration to guest tracking, software like a virtual receptionist can bring you major savings. And in the era of social distancing, it's more needed than ever.

In this article, we'll examine 5 ways you can make your check-in experience more efficient using visitor management software (VMS). Read on to cut costs and increase your bottom line during the customer check-in process.


1. Virtual Receptionist

Not to be confused with remote workers, a true virtual receptionist offers help to visitors on arrival.

A touch-screen replaces the front desk as the digital receptionist greets your customer. The video avatar presents the face of your company and visitors interact with them using a simple menu.

The best software incorporates motion activation and facial recognition. That means when your visitor steps near the monitor, the receptionist welcomes them in person. Important messages can be relayed to specific employees on their arrival too.

Menu options include:

  • Visitor check-in
  • Search employee list
  • Map of the building
  • Company information
  • Help

There are many more, like calling security or event information. You select the options you want which can be changed as required.

The best visitor receptionist software uses voice interaction so visitors can ask for help directly. If they need to speak to a human, video calls are directed to a manager. Combined with a virtual keyboard, they have all the tools they need.


2. Secure Visitor Registration

Traditional forms of identification like ID keycards are easy to fool. What's required is a multi-tiered system using visitor screening and scanning.

A digital visitor management system offers real-time visual verification. It interrogates a database of valid visitors and employees using facial recognition software. Every person who walks through the door is automatically recorded and check-in attempts are logged.

Some industries are governed by law regarding securing visitor check-ins so the system needs to be tight.

Keycard scanners add another step to the verification process as do visitor badges. VMS offers and manages both. Security's notified of any attempts to circumnavigate the system. Even police can be called if required.

Scanning isn't limited to company keycards either.

A good VMS can scan a Driver's Licence for extra security. Groups can be processed quickly by one member using an app on their smartphone. This reduces the printing of costly IDs.

Certain visitors may be required to read and agree to company policies. Induction documents are easy to display in a VMS including video. Guests enter their digital signature and everything's logged.

Managers and security departments are able to see who is on the premises at any time. Reports display the number of visitors over the week. Periods of congestion are easy to spot and handle. Visitor tracking software manages everything.


3. Interactive Information

If a visitor wants to learn about your company, a VMS can help.

Touchscreens grant access to a range of useful information about your company. Common uses include:

  • Interactive maps
  • Company website
  • Calendars
  • Directories

Visitors can leave messages for employees or set-up a meeting from your front desk. Because the software integrates with the Cloud, schedules appear immediately on their smartphone.

The interactive experience doesn't need to end there.

Your VMS can grant visitors guest wi-fi access. If they need an Uber or a taxi, the software integrates a full web browser. Corporate slideshow images and videos can play in a loop while they wait.


4. Guest Scheduling

Pre-scheduling guests and groups of guests speeds-up the check-in process. A VMS helps by working with your existing scheduling software to create those appointments.

If you use Outlook or Google Calendar, for example, send a calendar invite to your visitor. If you carbon-copy the VMS into the email the software automatically adds the event to its schedule.

There's an option to upload a spreadsheet of delegates too. You designate a person as the lead check-in. This means only one ID needs to be swiped instead of each group member.

Pre-scheduling also helps clear your reception areas by using a PIN system.

Your guest arrives, enters their PIN, and their details enter automatically. Badges print out then and there. No more queues and no more frustrating form filling.


5. Employee Notifications

No more unanswered phone calls to inform your staff when their visitor arrives. A VMS can text or email a team member wherever they are.

The virtual receptionist informs your visitor that the notification was sent and to please wait. If there's a hold-up, the software passes that onto your guest.

If a meeting isn't arranged that doesn't stop visitors from communicating with employees.

Guests can browse your employee directory then call them directly. Live audio and video offer the best way to communicate. No cell phone data waste - it's all done through the VMS.

Of course, you can choose to disable this option. And that's the beauty of check-in software - you have full control.


Check Out the Check-In Software

We've highlighted some great check-in solutions you can use to welcome your visitors. From registration to visitor logging, you can take advantage of this software to benefit your business.

However, a genuine smile goes a long way during a customer check-in.

Why not combine the power of check-in software with a human touch? Many businesses use a front desk receptionist alongside digital visitor registration. You can harness the best of both worlds to manage your guests more efficiently with smart check-in processes.

Remember to check out our other posts and reviews on software solutions for your business. And don't forget to check-in on our social media pages and leave a comment on the Frugal Finance Twitter! For more insights on customer check-in procedures and delighting customers, visit the CX section of our business blog right now!

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