In today's modern workplace, virtual receptionist software is more important than ever. With hybrid and remote work shifts, you have fewer employees on site. You now need to consider how to keep COVID out of your workplace.
Yet, many work environments still have a stream of visitors - vendors, customers, food and package deliveries, interview candidates, family, and friends. Without a dedicated receptionist or other admin staff on hand, you need to quickly connect guests with their hosts.
Luckily, there is a solution - virtual receptionist software. Not only will it quickly handle your guests keeping your employees productive, but it will also keep COVID-19 and other illnesses out, create a visitor log for contract tracing purposes, and protect your assets and intellectual property.
This post covers the features of the best virtual receptionist software:
Before we explore these features, it's important to understand...
There are several reasons to supplement your staff with virtual receptionist software. Here are a few.
An excellent digital receptionist software will have unlimited usage capabilities. That way, you don’t need to worry about surprise bills pegged on how many users, hosts, or employees are in your workplace. Nor do costs fluctuate based on the number of visitors you receive, or how many voice calls, text messages, or other reception notifications they trigger.
Moreover, you don’t have to contend with service cuts once you surpass prepaid limits.
The software should be intuitive for first-time users such as visitors. Its back office admin should be simple enough for trouble-free navigation by employees and administrators.
In addition, it should have reception notifications like voice calls, email, Chat, Teams, and text messages that your team finds convenient and suitable.
Instead, with touchless virtual reception software, visitors can register themselves on their own smartphones. Repeat visitors can simply scan a QR code to bypass the process entirely.
Marketing is challenging, what with a crowded field that’s battling for customers’ attention. Your marketing department insists that every touchpoint helps build your brand.
The best virtual receptionist software will do exactly that. Visual customizations allow guests to see your marketing material to ensure you have an unchallenged space to show your corporate colors and images.
To automate further, your digital receptionist should integrate with the software systems your organization already uses. For example:
These integrations reduce system administrative tasks and increase data security. As an example, your visitor management system can tap into the employee directory system (Azure, Google) to synch the employee list and for a single sign on option for them to manage their user profiles.
Since human operators won’t handle all the visitors, the software must have a visitors log and support the production of reports. This is essential for contact tracing and to comply with audits.
Apart from touchless visitor sign in, our great virtual receptionist software provides other real-time safety features:
The news is awash with reports of hacking. Since the software will be recording confidential customer data, you must go to great lengths to secure the data. You must collaborate with a company you can trust with your employee and visitor data. Be sure to consider:
A digital receptionist software receives all phone calls, ensuring no call goes unanswered. The virtual receptionist will field or filter calls and solve the minor issues, only patching through complex tasks to the human operators.
The most advanced systems integrate into your systems to retrieve customer information. They can even simulate conversations to resolve an issue.
Digital receptionist software is a smart move for any business. It's especially crucial in a hybrid work environment. For a very low cost your organization can maximize revenue, your brand impressions, and worker productivity. An excellent virtual receptionist software system operates 24/7, handles basic and repetitive tasks, and minimizes the cost of hiring and training human staff.
The best virtual receptionist software features include secure data storage, touchless operation to prevent interaction between humans that leads to infections, and itemized visitor logs and report production.