Facilities Management Insights - Adding Value through Visitor Management Techniques

Updated: Nov 11

The top 5 visitor management techniques

  1. Efficient background operation

  2. A warm welcome

  3. Touchless check-in

  4. Contact the host

  5. Find the meeting room

The 5 Visitor Management Techniques includes Efficient Background Operation, A Warm Welcome, Touchless Check-in, Contact The Host, and Find the Meeting Room. End to end visitor management starts at the meeting booking, ends when the meeting has finished, with everything in between.

Visitor Management Techniques

Step 1: Efficient Background Operation

Host meeting booking

A solution that re-engineers visitor management, Vgreet changes everything, without changing a thing. Taking your existing meeting booking methods in Outlook, Vgreet’s integration with Condeco means there is no change to the way that meetings are set up in your organisation. Employees simply access Outlook in the usual way and send a meeting invitation. Add a room and video conferencing to suit your meeting needs, all expertly managed by Condeco.

The Facilities Manager can decide how to offer meeting rooms; self-serve allows employees to choose their own room, managed allows employees to request a specific room, or blind managed, where employees request a room. Facilities Managers have full administration over this process and can implement a method to suit their department and organisation.

During this process, vendors can be added to the booking, allowing front of house staff to see any additional needs such as hot drinks, parking spaces or catering.

Guest details

After the meeting details have been inputted to Outlook, guest details can be taken. Standard guest details taken are usually name and email address. With Vgreet you can choose which details to take; telephone numbers, company name and dietary requirements are all information that you can collect ahead of your meeting. Visitor log creation

Once your guest details have been submitted, Condeco saves these details as a visitor log. If your visitor returns to your building their previous registration will be remembered, saving time for your visitor and ensuring a great experience for them. Meanwhile, Facilities managers have a log of visitors and their details, stored safely and with visitor consent.

Changes made to the meeting are automatically reflected in your visitors booking and they’ll be updated should any changes occur. Condeco sync keeps track of changes and updates Condeco calendars as well as Outlook, so you’ll always be in the know.

Visitor Management Techniques

Step 2: A Warm Welcome

How do I make visitors feel welcome? Invite generated

To greet someone professionally, send your visitors a branded invitation that enables a touchless check-in, details of your meeting, plus directions to your office with Vgreets integration with Proxyclick.

Branded invites will give your visitors a feel for who you are and what your company represents.

Save time in the reception with pre-registration options and send self-certification options through to your visitors before they set off for the meeting, helping them to feel at ease with your workplace.

Over 30 languages can be chosen for your invites, enabling you to make your visitors feel comfortable and welcomed in your building.

Documents can be shared prior to arrival, including health and safety information, wi-fi passwords, contact details and on location codes of conduct, leaving your visitor completely comfortable with their upcoming meeting, knowing exactly what is expected of them before they arrive.

Visitor Management Techniques

Step 3: Touchless Check-in

Vpod visitor management

Increase staff safety with Vgreet. Your front of house staff can stay behind the scenes or be relocated to other tasks, leaving Vgreet to check in your visitors.

Allowing pre-registration and self-certification is a key visitor management technique which allows your visitors to be checked in with a contactless, 7-second process, keeping footfall in your reception minimal. Contactless kiosks minimise the need for sanitisation, saving costs alongside keeping people safe. The meeting host is notified by email, Slack or text after check-in. Express check-in includes taking photographs of your visitors and printing badges, all within 7 seconds. Wayfinding information is displayed on the Vgreet so your visitor can make their way to the room in good time.


Vgreet will pre-register your guests using integration with Proxyclick . Ask your visitors how they intend to travel to your building, offer car parking spaces, and ask them to review and sign documents before they enter your lobby.

Send your visitor questions, including self-certification details, leaving your business in confidence that Covid-19 rules and regulations are being followed. Track and trace functionality enables Facilities Managers to keep a record of who has entered the building and when in the event of positive case detection.

Your visitor will receive a personal QR code to scan upon arrival. Once your visitor arrives, they’ll scan the code at a Vgreet and be checked into your building in 7 seconds.

Vgreet touchless check-in

Covid-19 has brought upon many an anxiety of sharing germs or touching surfaces that others may have touched. Help your visitors feel at ease when they enter your building with Vgreet.

Vgreet's touchless technology uses facial recognition sensors to greet your visitors as they arrive and prompt them to sign in. QR code scanning removes the need to touch the surface, and thermal imaging technology means that Vgreet will take your visitor temperatures, leaving your front of house staff to stay behind the scenes and focus on other tasks, while still providing personalised service to your visitors. QR code 7-second check-in

Keep your receptions decongested, free of queues and frustrated visitors with Vgreet’s QR code check-in.

Pre-registration allows your visitors to input all of their important information prior to arrival, leaving only a temperature check, a photograph and badge printing to be processed when they arrive.

Your visitor will appreciate the swift check-in, meeting hosts will start their meetings on time, employees will be safe, and your reception areas will stay free of people during social distancing regulations. Pass printing & security access

Take your visitors' photo using Vgreet, with built-in thermal imaging and photography capability.

Control which areas of the building your visitors have access to, including restricted level access and door entry. Integrate your chosen security barriers with Vgreet, streamlining processes even further.

Visitor Management Techniques

Step 4: Contact The Host

Host check-in notification

Notify hosts when their visitors arrive by email, Slack or text via Vgreet.

Hosts have the responsibility of the visitor and are prepared for their arrival. Visitors experience a smooth journey from check-in to the meeting, meanwhile, front of house staff are able to focus on other tasks.

Communicate delays via Vgreet; if your visitor is running late, they can notify the host using the contact details supplied during pre-registration.

Facilities Managers are notified of no-shows, further enhancing security in your building.

Visitor Management Techniques

Step 5: Find the Meeting Room

Meeting room wayfinding

Visitors won’t be wandering around your building looking for their meeting room with Vgreet.

Visitors are given directions to their meeting room, including which floor to choose in the elevator and which direction to turn once they arrive at the correct level.

As hosts are notified that they’ve arrived, your visitor will be greeted by their host as they arrive in the room.

Meetings start on time

Vgreet is an end to end visitor management process that provides maximum customer service with maximum autonomy. Automate your processes, keeping them efficient and on time. Front of house staff can be relocated to other areas of facilities, keeping them safe yet productive.

Most importantly, meetings start on time and visitors will have a fantastic first impression of your company.

Next Level Visitor Management Techniques

Your workplace will be...

Productivity improved

Safety prioritised

Cost lowered

Exceptional experience

How can Facilities Management add value?

Facilities Managers can add immense value to their businesses by rethinking and re-engineering their workplaces. Now more than ever, Facilities Managers need to be innovative in their visitor management techniques to ensure employees and visitors can access buildings safely, with appropriate safety measures around the building. Cost and productivity are major factors when adding value to the FM department.

It’s important to note that there are many stakeholders that should be considered in workplace strategy. Covid-19 has given each department a vested interest in workplace strategy:

· Facilities Management

· Human Resources

· Legal

· IT

· Corporate Real Estate

Each stakeholder has to play its own part in the Covid-19 crisis in order to keep a business running effectively. Never before have mass businesses seen this type of pressure upon them. As such, it is integral that teamwork is incorporated into the Facilities Manager’s workplace strategy.

Facility management with the 4 R’s

2020 has brought upon the world the biggest crisis management challenge to date. Departments are working together to tackle ongoing legislative changes and health and safety rules, while at the same time working flat out to keep businesses afloat amidst economic uncertainty. As we reach the end of the year, there are no signs of things slowing down or getting back to “normal” in the UK. The 4 R’s of visitor management techniques enable Facilities Managers to take control of ongoing uncertainty, keep budget spend down and add value as a department. React

The first R, React, involves Facilities Managers working with other key departments to deal with the immediate emergency, react to threats to business operations and begin to understand the situation.

Many FMs experienced the React stage in March 2020, when the UK went into lockdown for the first time. Examples of how FMs and key departments may have reacted to this crisis include:

· Instructing employees to work from home, and supporting them to do this

· Implementing a safety plan for employees who needed to stay at work (keyworkers)

· Responding to changes in employment law (furlough, holidays, self-certification)

· Ensuring business-critical operations still go ahead

· Responding to IT support requests

· Ensuring data security is upheld while devices are offsite

· Keeping empty buildings secure and safe

· Deal with disrupted commercial contractual obligations

· Introduce new communication methods for employees, including video

It’s integral for Facilities managers to be a part of a wider team and work together with other departments during crises. All departments specialise in particular areas and working together increases the time it will take to respond, recover and re-engineer the crisis.

In the event of an unexpected crisis it is normal for response teams to begin the situation in react mode; during this time teams will work in a tense environment as they react to the ever-changing situation. As teams become more confident with the immediate emergency, they begin to move into the second R; Respond.


Once the immediate emergency is under control, crisis teams are able to respond to the situation at hand and come up with a plan to be able to recover from the crisis. In the case of the pandemic, the response was guided by Governmental legislation and regional directives that were in force locally.

Examples of how crisis teams may respond to the pandemic are:

· The introduction of a working from home policy

· The development of new online communication tools

· Workplace risk assessment and action plans

· Amendments to commercial contracts; new deadlines or commitments

· Rotas for management and maintenance of empty buildings

· Review and changes to current budget spend

In the respond process, it is clear that working together in a crisis team, working on responding to different aspects of the pandemic, hugely benefits each department and the business. Each response involves a mixture of skills and knowledge, for example:

Workplace risk assessment and action plans

This challenge has been allocated mainly to HR departments. Acas, the employee and employer rights professional body, details safe working to be a responsibility of HR departments. This is largely due to the fact that employee safety is the responsibility of HR teams. However, workplace health and safety are not usually at the forefront of a HR strategy. As such, it has led to Facilities and HR departments working closely together to achieve shared goals; keeping employees safe, while keeping an organisation afloat.


The recovery stage of crisis management is what businesses must implement in order to begin to recover from the pandemic, in a way which benefits the business but also considers employees. The phrase “new normal” is the term used by many; what is the new normal for businesses?

At this stage, crisis teams have had many months of adapting business methods to accommodate legislative and local Covid-19 rules. During the recovery stage businesses should implement methods that they expect will help the business to recover and survive the new normal.

Examples of how a crisis team may look to recover from the pandemic are:

· Updated and new HR policies

· Introduction of workforce bubbles

· Workplace safety methods

· Introduce cloud-based storage

· Updated security policies

· Safe workplaces

· Updated sanitisation and cleaning methods

Many businesses may choose to stop after the third R; throughout the pandemic, they may move between three Rs as the situation changes and develops. The fourth R, Re-engineer, is an opportunity for change, innovation, and value add. Re-engineering workplace strategy includes visitor management techniques which will increase the value of Facilities Management as a department, as well as engaging key stakeholders to develop the future workplace.


Re-engineering the workplace is an opportunity for innovation and change in workplace strategy. Having worked closely with multiple departments in 2020 has brought a great opportunity for Facilities Managers to engage these stakeholders and create a workplace strategy that meets the needs of each, enables easy processes and, most importantly, keeps building occupants safe.

The future of the workplace must address multiple challenges from many stakeholders, including:

· Combine working from home with safe office working

· Be security friendly, keeping company assets safe from theft or misuse

· Provide a safe experience in commercial properties

· Be a solution that can be applicable to multiple properties

· Must adhere to Governmental health and safety rules

· Incorporate a contactless digital offering

· Provide psychological safety to building occupants

· Make the best of space restrictions

· Be cost-effective

· Be efficient

· Be Covid-secure

Businesses are under pressure to deliver workplace solutions that are efficient, cost-effective and safe. Re-engineering your workplace strategy will ensure each of these goals are achieved.

Thinking ahead

Whilst a daunting task, Facilities Managers have a unique opportunity to introduce a new method of managing workplaces; a digital offering that meets the needs of multiple stakeholders, departments and employees.

There is also an opportunity to implement a solution that means Facilities Manager’s don’t have to consider four sets of changes or react to changes in the future; they can simply use the current strategy to adapt.


Facilities Managers must work with stakeholders closely to ensure an effective workplace strategy that adds value to the business, delivering the best visitor experience through applying visitor management techniques. Teamwork is integral to effective visitor management; working together with other departments, sharing skills and knowledge, will ensure that businesses implement a visitor management solution that meets the needs of stakeholders, the organisation, and employees.

Facilities Managers should take note of the 4 R’s in crisis management in the workplace:

1. React

2. Respond

3. Recover

4. Re-engineer

Re-engineering the workplace gives an opportunity for innovation and change. Vgreet is a visitor management solution that provides a fantastic end to end experience for your visitors. In addition, Vgreet provides autonomy to your workplace, keeping your business running smoothly and safely. Read more information about Vodafone's visitor management techniques.

For Facilities Managers here is what you get as a result of integrating Microsoft Office 365 to Condeco and adding Vgreet.

1. If you haven’t got Condeco, you’re missing out on the benefit of saving money on deep cleaning desks, only cleaning the ones that have been inhabited by a different person. Pricing starts at £1 a desk a week and includes cleaning vendor management and a host of visible workplace upgrades.

2. If you have Condeco already then you simply pay for Vgreet to receive the information which is minimal and removes all the manual keying of visitor information and the communication burden.

3. You have now removed the risk of manual processes which can break down if front of house staff doesn’t fulfil the task, and replaced it with a digital process and computers don’t forget.

4. The upgrade to your visitor management process is instant with people getting lost on the way to the building and congesting reception, removed by touchless express check-in.

5. Your front of house team can be repurposed away from a high visitor contact situation with the consequent contamination risk.

6. Your visitors have not touched any surfaces to check-in, with the Vgreet motion sensors and voice activation so your entire workplace has less contamination risk.

7. Self-certification at pre-registration or check-in has discharged all your duty of care obligations ensuring once again Legal and HR are happy.

8. The workplace experience upgrade is transformational with every visitor feeling like a VIP, with QR code touchless express check-in.

9. The efficiency economies are usually 30-40% reduction in manual processes and associated costs, this pays for your Vgreet and some, see Vodafone’s savings.

10. The cost reduction of occupancy-based cleaning, and digital processes has paid for the seamless visitor management system that has made the workplace safer and your stakeholders much happier.

11. And the cost of change, well you’ll buy less screens, tape and signs, have zero retraining at the front of the process, so adoption is instant, in affect you releasing the data you already have to flow out to your visitors and de-risk their experience whilst saving money.

Our lead times

For Vgreet, Vpod have an 8-week order timeline and Condeco 6 weeks, so for those looking at the news this week, hopefully, vaccines arriving after Christmas, you need to order, book installations by:

Nov 15th for January return to the office

Dec 15th for February return to the office

January 15th for March return to the office

Interested in hearing more? Book a Vgreet “Connected Workplace” discovery call with us today.

Enquiries: info@vpodsolutions.com
Tel: +44 (0)20 7621 6300

Address: Chester House, Unit 2:02, 1-3 Brixton Rd, London SW9 6DE

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