6 Benefits of Using Digital Receptionist for Your Visitor Management

Updated: Jan 26

How can a digital receptionist upgrade your visitor management system? At Vpod, we're used to hearing some recurring questions when we have conversations with prospective customers:

  • What do I get for £1,700 a month with a Vgreet?

  • How would I use the Vgreet, and in what circumstances?

  • Can I unlock savings in month one?

I wanted to cover the answers to these questions in my blog today. Here are six benefits to address your front of house challenges and create an elastic reception for your business with digital receptionist.


What is a digital receptionist?


In the modern days, the traditional receptionist can be digitalised and be replaced by the digital receptionist to improve workplace efficiency and safety in a pandemic. Digital reception is delivered by an integrated visitor management system which allows visitors to enter the building and arrive at their destination quickly and safely. If a visitor need help, they can select an option that connects them to a digital receptionist that is located elsewhere in real-time.


So, What are the benefits of using digital receptionist to upgrade my visitor management ?


With Vgreet visitor management system, you can use digital receptionists who are:

  • Your front desk staff being moved to the back office to prioritise complicated adminstrative tasks. Visitors can still get live video support from them through Vgreet's kiosk.

  • Adding Moneypenny Exec PA service who has full access to your visitor management system and assist customers through Vgreet's kiosk


1. Move from a reactive reception to an intuitive one


Vgreet's digital reception has the ability to transform your reception from reactive reception:

  • Team members reacting to visitors and visitor traffic

  • Where queues are the norm at peak times

  • Receptionists have many manual tasks

  • Or worse, from one system to another as they are not connected to each other

For the leased figure at a 3-year term, you get the full Vgreet visitor management system below:

Read more about the Vgreet's features.


2. Remove receptionist's holiday and training cover costs


A typical scenario in a major European city like London is that multi reception teams have cover. That cover can cost £1534 a month for a team of six who require cover for 7/8 months a year, 6 months for holidays and a month plus for training, sickness etc. Yes, you can't afford the cost of not having a visitor management system.


How much is a virtual receptionist? With Vgreet handling up to 20 people a minute, you can remove all cover costs and have extra capacity for peak hours to remove queues. To read more, we have discussed how Vgreet can save money for different types of receptions.


Use our ROI tool to calculate your savings with Vgreet


3. Digital efficiency


This varies by multiple reception teams, however, a quick workflow study will identify the manual tasks that the team are currently carrying out in a reactive capacity.


A customer workshop enables us to confirm the workflow findings and cross-match them with the options in a standard Vgreet, with a bit of customisation.


The variance tends to be 30-60% in a digital efficiency range which across a team of 5 equates to 2-3 staff that can be either:

  • Re-tasked to manage something like digital post

  • Or upgraded to Concierge to really turn on the white glove welcome experience

If you look at concepts the industry doesn't seem to measure yet like:

  • Visitor satisfaction or Net Promoter scores

  • Cost per visitor

  • Visitor capacity

  • Meetings starting on time

Then the value of a Vgreet digital receptionist comes sharply into view.

Low-cost being per visitor!

Intuitive meaning the check-in work of a reactive reception being replaced by intuitive invites with helpful maps, automatic host notifications and touchless 3-second check-in


4. Ensure the best customer service for single person reception


This is the single biggest source of frustration for the facilities team because:

  • It can easily become a single point of failure

  • Sickness, holiday, training require cover

  • Peaks in traffic deliver queues as they cannot cope and therefore frustration

  • Lulls in traffic can be worse and lead to intense boredom or worse staff turnover

  • Every time they turn over you get a bill for uniforms (£900), Training (£1,000) and recruitment time (£1,000)

We have discussed the challenges of receptionist visitor management after returning to work, a Vgreet digital receptionist is 24/7 and can handle up to 20 check-ins a minute with express QR code check-in. Even in lower-cost secondary cities, the Vgreet lease cost comes in under a member of staff.


5. Better experience for the unmanned location


Typically, Corporate Real Estate teams are now reassessing property portfolios.


Reducing long commute head offices in major cities (high cost) and upgrading the "spoke locations" in secondary cities to serve "hybrid workers".*


However, whatever research you read shows the trend, more local offices, less commuting and a far higher expectation on the "Smart Office".


So what's the answer in these spoke locations? The old way "a bell" to call anyone down to answer the door? Not exactly smart!


A single person reception with the attendant costs and is a single point of failure, or a sophisticated Vgreet's digital receptionist that's 24/7 and can even act as reception security with its remote camera access?


For £1700 a month its cheaper, smarter has less risk and delivers a better 1st impression.


*Source:

Boston Consulting Group

Capita's Human to Hybrid

Gartner 60% Hybrid Smart Office Preference


6. The Vgreet & Moneypenny exec PA upgrade


Adding the Moneypenny Exec PA service to Vgreet is a simple "per minute" upgrade to your Vgreet that delivers the human factor with less cost and a more elastic approach.


A simple "Help" instruction and your visitor is connected to a Moneypenny's virtual receptionist service that has access to:

  • Your Vgreet to check someone in

  • Or address unforeseen circumstances







How does digital receptionist work with Vgreet?


With efficient visitor management techniques in mind, your visitors are always ensured to have the best experience. Your visitor comes into your building with a pre-registered QR code to be scanned by Vgreet's kiosk, however, if there are unexpected visitors or the guest has no QR code to check-in, they still can be assisted by the digital receptionist.


This extra support from Moneypenny's digital receptionist work in this way:

  1. Need help ask for "help"

  2. Moneypenny's dedicated PA's answer

  3. Your PA Team know whose expected

  4. Can contact the host

  5. Relay messages

  6. Answer any query


Read more about how digital reception works

Read our complete guide of visitor management

Read more about how a digital reception system can benefit different types of receptions.


Want to learn more about digital receptinoist? Contact us today:



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