5 Steps to a Digital Reception

Updated: Jan 29

Wondering how you can keep your front of house set up safe and secure, while still providing a first-class experience? Read on to discover the 5 steps to digital reception.


What is digital reception?


As we introduced in our guidelines, digital reception is a solution which allows visitors to enter your building and arrive at their destination quickly and safely, while still delivering the best reception service. This eliminates queuing, and if visitors have questions they can ask for help and are connected to a remote digital receptionist who is able to answer questions in real-time.


In a post-Covid world, digital receptions enhance safety and lessen the risk of contamination.


What are the 5 steps to a digital reception?


Digital reception service includes sending an invite, delivering speedy check-in, signpost for way finding, relocating your reception staff, and adding digital receptionist for extra customer support.

1. Start at the invite

Communicate with your visitors from the moment you invite them to your office, it will help them prepare for your visit. Things to include in your invitation include:

  • Directions to your office

  • Details of the meeting host, including a photo

  • Important documents to complete before they arrive, such as health and safety or self-certification

Have you thought about pre-registration? Before your visitors enter your building, have them complete all of the admin relating to their arrival, ensuring their smooth experience when they get to you.

2. Speedy check-in

Pre-registered your visitor? Now you can check them in quickly! Speedy check-in processes are particularly favourable right now, as you can keep traffic in your reception flowing nicely without the worry of queues or crowds building up. Perfect in a post-Covid world. With a speedy 3-second check-in process. with the digital reception kiosk, you should consider:

  • Security badge printing instantly

  • Informing the host of their visitor's arrival by SMS and Email

  • Signposting your visitor to their destination with interactive maps

Your visitors will thank you and be impressed by the ease of your office processes.

3. Signpost

There is nothing worse than getting lost in an unfamiliar building.


The digital reception makes sure your visitors have the best experience by providing them with wayfinding details upon arrival. You should make visitors aware of the following:

  • Their meeting room located on a simple map

  • Which lift to take and what floor to get off

  • The nearest toilets

  • Where to get a coffee

  • The closest fire exits

Your visitors will thank you for it, trust me.

4. Relocate front of house staff

Safety is more important than ever and your front of house receptionists deserve the same care as other employees in the office. By providing a digital reception service instead, relocate your staff to a safer area of the building where they can work without the risk of contamination.

Benefits of adding digital reception service this include:

  • Staff retention for those previously in a “front of visitor” role

  • More reception cover for those with multiple buildings and reception areas

  • Receptionists can undertake new tasks

  • Much less risk of contamination

  • You can now use on-demand PA’s accessed from digital visitor management kiosks

  • Whether you use the Digital receptionists as overflow for peak traffic

  • Or outsource your front of house team completely you pay for the PA minutes they are busy for not for those when the reception area is quiet.

Keeping your front of house setup free of workers means visitors and employees are less at risk of catching Covid-19, but you will need a way of ensuring they can get assistance if they need it.

5. Digital receptionist call answering

Have an option available for visitors and employees to contact a digital receptionist on demand. Provide a VIP service to visitors with remote receptionists that can safely tend to them. Call answering services have the following benefits:

  • Real-time, on-demand support from digital receptionist

  • Safe, contamination-free service

  • 24/7 support regardless of time zones or building locations

Visitors will be in awe at the level of service that you provide, and you will be in awe of the ease of the process.


Why install a digital reception?


There are two reasons: experience and compliance.


Digital receptions are a safe way to ensure the safety of visitor's employees, the security of the building, while still providing an excellent service. People remember great experiences; from hotel stays and restaurant visits, why would visiting a building be any different?


If you want a compliant and safe building that meets the demands of the Health and Safety Executive, then a digital reception is a strong choice to adopt and enhance your touchless visitor management.


What Use Cases does a Digital Reception work in?


We all have different buildings however they typically fall into these types:

  1. Large front of house teams where the building has one occupier.

  2. A single person front of house where there are multiple building tenants

  3. A single person front of house with a sole building occupier

  4. A building that has no receptionist at all however they receive visitors

Digital Receptions now cater easily for all four types when you combine your digital reception service with digital receptionists or PA’s. We have analysed the challenges of receptionist visitor management in these scenarios and how a digital reception service can enhance the visitor journey.

How to install a digital reception?


We can help. Did you know that our partnership with Moneypenny means that Vgreet provides an end-to-end visitor management solution in the UK, including reception service support?


Read more about visitor management

Read more about how Moneypenny's digital receptionist has upgraded our visitor management


Don’t believe me? Let us show you.


Enter your email below and a member of the Vpod team will contact you to help with any enquiries surrounding Digital Receptions.


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