Grow Your Reputation
Competition for talent is fierce. The same old processes won't help you place the best candidates.
Recruiting shops with cloud-based visitor management have a leg-up. Clients and candidates efficiently check themselves in, eliminating the potential for miscommunication and human error. The process is even faster for repeat visitors or guests who have preregistered themselves. They can just scan a QR code and they are automatically checked in.
And everything is branded exactly how you want it, with your logo and brand colors displayed throughout. You can even customize the language options based on the talent you meet.
Logs Everything
Visitor management systems capture and securely log the visitor’s information, ranging from their contact information, reason for visit, and timestamp. More advanced features include taking visitor photos and capturing electronic signatures on legal documents, like nondisclosure agreements (NDA) or waivers.
A digital visitor log allows agencies to quickly run reports. Review visitor information at a single office or across premises, search, sort, and filter the data, save custom reports, download them, or even have them automatically sent to your inbox on a timely basis.
We know recruiters live in their ATS. Depending on the software you use, Greetly can make all of the data it collects immediately visible to staff in your ATS via integration. If we don't support your ATS, contact us and we'll try to add it.
Ease-of-Use
Unlike most virtual management systems and digital receptionist software in the market, Greetly made its visitor check-in software to be convenient and user-friendly, empowering visitors and employees to take full advantage of its suite of features.
Accessible even to the least tech-savvy folk, our contactless virtual receptionist can be operated by everyone as if they have been using our service for a very long time.
Automated Messaging
Greetly offers unlimited instant host alert notifications. Reach staff by voice call to mobile or landline phone (including extensions), text message (SMS), email, Microsoft Teams, Google Hangouts Chat, and/or Slack.
You can also automate messages back to visitors like links to job applications directly within your ATS. Or, after they depart, automatically send candidates surveys about their experience with your recruiting agency. Greetly's automated notifications save your employees' time and eliminates accidentally leaving candidates waiting to be seen in the lobby area.
Contactless Visitor Check-In
Long before the onset of COVID-19, research showed a vast majority of people preferred self-help sign-in processes. Modern visitor check-in software allows visitors to sign into a staffing agency from their own cell phones. This reduces the risk of COVID-19 and other illnesses overwhelming visitors and staff.
Automate Visitor Queues and Other Processes
Visitor check-in systems automate the queue management process. When a guest checks themselves into your agency, they are automatically added to a queue for assistance. Staffing employees see a realtime log of who is next to be seen, potentially including a photo image of the visitor.
Visitor management systems can also automate processes like asking guests to complete an online profile, providing Wifi information, and sending a survey after they exit the premises. Package and food deliveries can also be handled by visitor management software.
Redeploy Staff
Traditional visitor management processes were very manual. One or more receptionists might greet visitors, notify staffing agents, ensure they had the proper paperwork, digitize job applications, coordinate conference room schedules, and more.
A cloud-based visitor management system for staffing can perform these fundamental tasks with fewer employees -- often zero dedicated reception staff. This allows you to focus staff on providing better service and increasing overall productivity.
Why do staffing agencies use visitor management software?
A recruiting agency's front desk is a busy place. You have candidates coming and going, hiring managers that require red carpet treatment, plus a nonstop stream of package and food deliveries. Old processes were manual and labor-intensive.
With a cloud-based visitor management system you can automate staffing agency reception:
- Contactless candidate and client check-in.
- Instant notifications are sent to recruiters and other staff.
- Sync data with your ATS.
- Have candidates complete their applications while they wait.
- Send exit surveys after candidates leave.
With Greetly, you can create a great guest experience while focusing your staff on hiring instead of the reception function.
What are visitor management techniques?
How offices manage visitors can be as varied as the organizations themselves. For some, the process of visitor check-in is regimented and formal. For others, handling guests is a fly-by-the-seat-of-the-pants affair.
Regardless of the visitor management system, there are certain aspects to the process of handling guests that are common across the board and each step is important to the functioning of your organization, the safety of your employees and data, the comfort of the guest, and -- most importantly -- the overall efficiency of time spent.
Here are the six most important visitor management techniques:
- Recognize Visitors' Arrival and Make Them Comfortable
- Identify the Type of Visitor
- Visitor Sign In
- Notify the Host
- Visitor Check Out
- Maintain a Visitor Log
Read our blog post How to Manage Visitors Like a Fortune 500 Company in Six Steps to learn more.
What is a digital visitor management system?
A digital visitor management system is software that automates the entire visitor process, from sign-in to monitoring guest movements while on the premises, through their departure.
Modern digital visitor management is cloud-based and the best systems:
Ensures workplace safety since it keeps an electronic log of everyone who enters your workplace. - Creates an excellent impression as visitors are given an orderly and warm welcome.
- Automates and speeds up workplace processes. There’s no more need for manually informing an employee that their visitor has arrived.
- Improves employee happiness and productivity because they don’t have to handle visitors in person. They can spend more time doing other tasks while avoiding repetitive tasks.
- Through temperature scanning and touchless features, it reduces employee exposure to infectious diseases such as COVID-19.
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Creates a comprehensive digital trail that helps create reports and audit purposes.
How do I set up a visitor management system?
Setting up a virtual receptionist the correct way allows your recruiting agency to automate the reception function so you can focus on building relationships with candidates and clients.
Here are the steps you should follow to maximize your visitor management software.
Select the Right Visitor Management System
Configure Your Visitor Management Software
What is contactless visitor registration?
Touchless technology is a form of electronics control technology that makes it possible for users to control a digital system without any form of physical contact.
Greetly offers a contactless visitor management system. This allows for touchless entry while still capturing all necessary visitor information, from name, company, the host they are visiting, and even more complex tasks like taking guest photos and having them electronically sign legal documents.
No-touch visitor check-in technology keeps COVID-19 and other illnesses out of your office, creating a frictionless experience for guests and employees.