Why Visitor Signing in is dead

Updated: 3 hours ago

In today's blog, I will cover the following topics:

Why sign in visitor management is different nowadays?

We have all enjoyed or endured endless hours of video - Microsoft teams/zoom etc.

And now Brexit is done and vaccination levels are hitting 1m a week, those that haven’t finished re-engineering the workplace need to get a move on. Although electronic visitor sign-in systems are commonly used by many businesses, we cannot afford to put our front of house at risk by manually signing in each visitor.

Irrespective of the venue or webinar, whether it's Worktech conferences or venerable sages in Facilities, everyone agrees on one thing; “The workplace will change massively”.

And most agree the workplace will be used for two primary purposes;

  1. Collaborating with colleagues, with the crucial key social benefits, zoom and teams don’t deliver.

  2. Going in to meet key prospects and customers for key meetings.

We will, however (and I have done it) ask:

  • Why travel to put my health and safety at risk?

  • Why waste productive time?

  • Why lose time with family?

  • Why wreck the planet by burning carbon or emitting co2?

And as such, workplace safety becomes a major concern and it is crucial that the workplace becomes a high productivity area with an exceptional employee and visitor experience at its core.

Types of visitors in your buildings:

  • VIP’s

  • Suppliers

  • Partners

  • Vendors

  • Employees

They all form an impression from your sign in visitor management, cost money to service, want the best experience, one that’s time-efficient and now safe!

Which option should I use to manage visitors? An app,iPad or a software system?

With the technology evolving, paper and pen have been gradually replaced by the following options:

1. Electronic sign-in visitor management system

An electronic visitor management system means visitors use computers to sign in with receptionists' assistance. Visitors need to provide their names to the receptionist at their arrivals, and the receptionist will enter their name into the computer and visitors will be given printed visitor badge. When the visitors leave, they need to return the visitor badge and the receptionist will sign them out on the computer.

Should I use it? Probably not. This is where the unmanned reception happens and visitors often need to wait in a long queue to sign in and out. Front of House can't handle other administrative tasks while handling the visitor at peak times. An electronic visitor sign-in system might be gdpr-friendly as it protects visitors' privacy, but the manual processes are not removed, the receptionist's cost is still high, visitors are not impressed.

2. Visitor management app

It's not difficult to find free and open-source visitor management systems. It is a handy option with the proliferation of smartphones, you can simply download the apps from App Store. Visitors can check in with their mobiles which specific visitor management application. A QR code generated in a visitor management app enables visitors a contactless sign-in.

3. iPad visitor sign in

Visitors can manually key in their names and details to sign in themselves with a visitor management iPad while arriving at the building.

Should I use a visitor management system app or iPad for visitor sign in? Well, visipoint's blog has written some valuable points: App or iPad visitor sign-in is lack of customer service and support, durability concern that their iOS updates only have 3-4 software support.

Using visitor management app or iPad cannot give you full control, as you usually cannot integrate it with any other software or hardware in your building. Such as:

iPad for Visitor Sign-in

Current market visitor management applications

But the problems are MORE than what have discussed above.

We looked at the current visitor management offerings:

  • Software only

  • iPad/app variants

  • Software vendors that started in something else and strayed into the visitor management

  • Kiosks that were not integrated

Without listing them all, even you think it's easier to find a open source or free app to manage visitors, they all had drawbacks at a high level:

  • They didn't deliver the full visitor experience from door to floor.

  • They didn't integrate with the buildings other systems and complement them, such as access control or meeting room arrangement. Hosts aren't aware of whether all the visitors have arrived to your office. If you have a meeting with loads of attendees, don't make your office look like primary school where staff is roll calling names.

  • They didn't deal with fundamental requirements, like touchless safety.

  • Same as using a visitor book, they relied on a manned presence - that could not deal with huge fluctuations in traffic. and therefore was designed to have inconsistent service delivery.

  • They stopped partway through the process, like an electronic visitor sign-in system.

  • They weren't customisable, either from a module point of view, adding element/modules.

  • Or from a journey and changing circumstance point of view.

  • Nor they didn't compliment the more ambitious journey door to desk or door to room/desk.

So we elected to tackle all of those shortcomings, by adopting two fundamental approaches:

  • Own the whole journey.

  • Integrate with partners, that were best in class, that had the ability to scale and stay in the forefront of their respective fields.

4. Vgreet digital visitor sign in

Vgreet digital visitor sign-in system takes care of the entire visitor journey from receiving the meeting invite before arriving the building, to the touchless sign-in process with digital receptionists on-demand support, to the integration with Condeco and Proxyclick and Microsoft, and your buildings' access control system, and more.

Digital visitor sign in journey

The sign-in book, the reactive receptionist, signal anything but, the above. Compared to electronic visitor management, digital visitor sign-in solutions can deliver the best visitor experience, at the lowest cost in the most efficient manner that’s both safe and means we are not late for the meeting.

Vgreet is not just a visitor sign-in kiosk, it provides the service that a visitor management application or sign-in iPad can't provide, enhances the visitor experience with:

  • Send your visitors a google map.

  • Directions how to get there.

  • A picture of their host.

  • Host contact details for messaging if they are late, or early.

  • And any pre-registration details or surveys.

  • Even brand the invite.

  • Send it in advance of the meeting.

  • and many other features

  • Why wouldn’t you do that?

  • Why leave everything till they get to reception?

The pre-registration process has now removed the manual process in the electronic visitor management system, enhance the entire journey from visitor management app and sign-in iPad. Making life easier for both your front desk staff and visitors.

In fact, if you still have your office manually signing in visitors every day, then your front of house belongs to “another era.”

So, how do you get the accurate visitor email addresses?

There are the hard-way and the easy way:

The easy way

With efficient visitor management techniques in mind, collecting visitors email should not involve much manual processes as an efficient background operation. Everyone who arranged their meeting did it in Microsoft Office 365 and Outlook (80% plus of enterprise clients) or a similar system. So the visitors' email addresses are already in there, you can directly register your visitors through office 365.

Industry leaders like Condeco integrate firstly with Microsoft and secondly with complementary products and services, like other cloud based visitor management software.

So if you have Condeco the answers easy, set the integration to “go live” and your visitor's details populate their integration partners like Proxyclick and Vgreet.

Or there’s the hard-way, receptionists manually rekey the details again into their electronic visitor management system. Not to mention the visitor information's accuracy in manual process, that’s still what 95% of facilities teams do today, madness, its repetitive mind-numbing work, that costs money!

That’s the first part of the visitor experience sorted, but now you have pre-registered your visitors and got them to the building here’s the next challenge.

Digital visitor sign in for your building's safety and efficiency

How do I get visitors into the building safely, without queues and whilst making sure they are who they said they are?

Easy, firstly the invite you sent them has a QR code that is simply scanned and they are verified. However, you would like the sign in experience include:

  • Verifying their accurate visitor ID

  • Instant host notification

  • Pass printing

  • Showing them where they are going

  • Showing them where utilities are

  • Showing them where their meeting room is

  • Showing them where their desk is

  • Showing them which locker they have

This is where Vgreet's visitor sign-in kiosk comes in

Replace traditional electronic visitor management system which requires your front of house deal with visitors all the time, with digital visitor sign in, we can do that without more burden on and stretched staff in peak hours. Easy for 1p a visitor you can check them in 3 seconds and deliver the best sign in experience with a voice-activated visitor sign-in kiosk. You can read its touchless visitor management process here.

A simple summary

  • Sign in visitor management for your workplace is no longer the same after the pandemic

  • You need to reduce manual tasks of your electronic visitor management system

  • Visitor management app or iPad visitor sign in can no longer impress your visitors

  • Move your reception or front of house area from a "reactive footing" to an intuitive one. read more about how an intuitive digital reception work.

  • Replace the visitor sign-in book with pre-registration and an "On Brand" invite with digital sign in.

  • De-risk the front of house staff with a 3-second express visitor sign-in kiosks.

  • Upgrade your reception team to full-blown concierge service or re-assign them to other duties.

  • Save money

  • With the entire Vgreet digital visitor sign-in process, your visitors are well impressed which a simple visitor management app or iPad can not do.

Read more about visitor management

Read the best features to choose visitor management solution

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