Preregistration and Pre-Appointment Confirmations
A great visitor experience starts well before that person arrives at your workplace. Rather, as soon as a host invites a guest, your visitor management system should get to work. Preregistering visitors should be fast and happen within the tools your employees are already using, like their Outlook or Google Calendar. Guests can then receive a warm pre-appointment invitation, including the address of your workplace, driving and transit directions, and what to do upon arrival. Check-in should be one click away. Of course, tracking the visitor experience starts when visitors arrive and are registered. When your reception software incorporates appointment confirmations, all employees, including admin staff and security teams, will have additional information to use to quickly process each guest and give them a warm welcome.
Nondisclosure Agreement Acknowledgment and Signatures
The NDA is another part of the entry process that many businesses use today. After all, your worksite houses people collaborating on future plans and IT equipment with your most important intellectual property. This type of agreement goes beyond the entry process and provides more specific restrictions on what the visitor can and cannot share once they have left the premises. A visitor management system should capture electronic signatures on NDAs and store them in the cloud or push them to your servers.
Visitor Handoff
Different organizations carry out this step in various ways, but visitors to larger premises are often escorted to the location of their host contact. This step provides an added layer of security not only for the facility but for the personnel within. Another approach is to ensure that the guest knows their assigned area by providing them with precise directions or a map.
Entry Process
This step normally involves a sign-in app or registration that can include the use of keycards, ID badges, or other access tokens. More advanced systems incorporate screening tools for facial recognition, personal identification or information, or other methods for identity validation.
Temporary Access Control
Some visitors may require access to secure locations while staying on the premises to complete various business tasks. Some organizations provide guests with temporary access control. Maybe it allows them to open one door once, or a series of doors, with access to an elevator bank and the parking garage for the entirety of their stay. Access control credentials can be turned off at a scheduled time or at a moment’s notice.
Who uses Greetly?
Due to our ease of use and mass customization, Greetly is loved by work environments across industries. Greetly gets glowing reviews from clients including:
- Financial services offices
- Technology innovators
- Staffing agencies
- Manufacturing and logistics leaders
- Franchised and independent shared workspaces
- Creative services firms
And federal, state, and local government agencies. In fact, Greetly is working with the United States Air Force to keep Airmen safe and focused on their missions.
Thanks to robust multilingual visitor registration, Greetly is used by clients around the world. At last count, our visitor management software is used in 24 countries across six continents.
Is a Sign In App another term for Visitor Management System?
People do use the terms "Sign In App" and "Visitor Management System" interchangeably. A visitor management system is a broader term that includes every element of handling visitors, from checking them in, sending reception notifications, giving them access to the space, timing their departure, logging the visit and more. A sign in app can be an element of a visitor management system.
Whatever you want to call it, we prefer the name Greetly!
What are the tools I can use to manage visitor access?
There are many tools to consider for providing visitor access while keeping your workplace productive and safe. The first step is a Visitor Management System like Greetly to manage Visitor Access. Not only does Greetly welcome your guests, send instant reception notifications, print visitor badges, and provide reporting, it is touchless and can take temperatures, keeping your employees healthy. Greetly can even notify security if an unwanted person attempts to enter your workplace.
Integrating visitor management software with an access control system allows you to give guests access to certain areas of your premises if you want.
Does Greetly offer reception notification alerts?
Yes. Greetly offers unlimited host notification alerts for the correct member - or members - of your team when a visitor or delivery has arrived for them. Greetly can even notify an executive assistant or backup team member.
Each host can choose their own notification preferences. They can choose one or more of the following options:
- Phone calls to a landline phone, including extensions
- Phone calls to a mobile phone
- Text messages
- Emails
- Slack messages
- Microsoft Teams messages
- Google Chat messages
Greetly offers unlimited host notifications with any license. Yes, unlimited voice calls and text messages. You will never receive a surprise charge from Greetly. (Unless you are stuck in the movie Momento.)
Do visitor management systems offer physical security control?
Yes. It is possible for a visitor management system to offer physical security controls such as opening secure doors and providing access to elevator banks and parking garages as a part of their platforms. Greetly can also send emergency evacuation notifications and inform security personnel if an unwanted guest attempts to check into your workplace.
Ask the Greetly team about Physical Security Control options by requesting a demo.
Is Greetly a cloud-based visitor management solution?
Yes, Greetly's visitor management system is a cloud-based offering. Admins can manage their Greetly account, send emergency notifications, and view reports from any web-enabled device.
Can I customize visitor screening questions?
Yes. Greetly is the most customizable visitor management system. Visitors will only see your brand and the check-in options that suit your reception needs.
Even better, Greetly allows you to customize the screening questions you ask at check-in. This can include drop-down lists, date pickers, phone numbers, email fields, checkboxes, and open text fields. Greetly can even show visitors a safety video, have them complete a safety questionnaire, scan driver's licenses, and capture electronic signatures on legal documents like NDAs or waivers.
To keep your workplace compliant with internal or third-party regulations, Greetly can handle whatever you can dream up to keep your workplace productive, safe, and compliant.
Can I offer touchless visitor sign-in?
Yes. Greetly offers visitors the option to scan a code or click a link to complete touchless sign-in from their own mobile phone. In fact, Greetly offered the first contactless visitor management system, and we haven't stopped innovating.
What's the best way to do visitor screening?
Many companies have found that an effective way to do visitor screening is by enabling a Digital Receptionist like Greetly to handle the tasks of information collection, screening, collecting NDA eSignatures, taking visitor temperatures, employee alerts, and creating a detailed digital visitor log.
Wow, that's a lot of work off your plate. You can rest easy knowing your "near the door" personnel can get more done while your office is safer and more compliant than ever.
Is Greetly a digital receptionist for iPad?
Well, some people have said that! Others call us a lifesaver, but hey, we don't like to brag.
Greetly offers a Digital Receptionist application delivered by an iPad (or Android, PC, or mobile phone browser), part of the complete Visitor Management System. Request a demo to learn more (top of page).
What are some ways to improve the visitor experience?
One way is to make check-in and screening more efficient. Many companies rely on Greetly's award-winning visitor management system to do just that. When visitor registration, check in, compliance and health screenings are automated, reception and security staff can focus on higher-level work.
Another way to improve the visitor experience is to offer touchless sign-in software. Some people don't want to use a shared kiosk or talk to a receptionist through a glass. They prefer to use their own smartphone to connect with their host.
Here is a more detailed article on steps for a great visitor experience.
Does Greetly Integrate with Microsoft Teams?
Yes, Greetly integrates with Microsoft Teams. Plus Azure AD. These integrations allow your team to receive notification alerts in Teams and automate your employee list in the Greetly check in app.
Looking for Slack? Or Google Hangouts? Anything else? The answer is probably yes either directly or through Zapier.
Schedule a free demo today and a friendly Greetly team member will share the options and even assist in setting up your Teams integration.
How do I get started with Greetly?
Click here to take Greetly for a spin by instantly scheduling a free, no-obligation demo. A friendly account manager will take the time to learn your visitor management needs. They will then customize Greetly to achieve your branding and reception goals.
How does a visitor management system help in connecting and storing visitor data securely in the cloud for easy access and analysis?
Visitor management systems not only enhance security but also streamline the process of data management by centralizing all visitor information in a secure cloud-based system. This centralized data hub allows for immediate access whenever required, simplifying audits, easing the retrieval of specific data, and facilitating detailed reporting. Moreover, as data accumulates, trends become apparent, empowering decision-makers with actionable insights that can guide future strategies about staffing, notification preferences, check-in workflow optimizations, and more.
Greetly offers a robust visitor management solution focused on privacy, security, and compliance. Visitor management system settings can be configured to limit data access to visitor data, ensuring sensitive company information remains confidential and secure. Greetly provides best-in-class user privacy, and data security. With different user roles, Greetly can restrict visitor information to certain staff members, like management, admin, and security personnel. This restriction of information can help prevent potential breaches since only a few trusted individuals can access personally identifiable information (PII).
Greetly's cloud-based visitor management system further simplifies operations by enabling admins to manage their accounts, send notifications, and view reports from any web-enabled device. With automated interaction records and check-in data, organizations can develop insights for internal and external use, enhancing on-site transparency and security. This integration and analysis of visitor data not only protects the organization but also provides a foundation for informed decision-making and operational excellence.
How can a visitor management system be utilized to manage workplace capacity and enhance the candidate experience during onsite interviews?
Optimizing Workplace Capacity and Enhancing Candidate Experience with Visitor Management Systems
Effective Management of Workplace Capacity
A well-implemented visitor management system can significantly streamline the way a workplace handles its capacity. By actively monitoring the number of visitors on the premises, the system ensures that the facility does not exceed its maximum capacity. This control is critical for maintaining a safe and comfortable environment, preventing the risks associated with overcrowding.
Enhancing Onsite Interview Experiences for Candidates
When it comes to onsite interviews, a visitor management system can transform the experience for job candidates, making it highly organized and welcoming. Here’s how:
- Pre-visit Communication: The system can send out automated messages to candidates with essential details about their visit—where to go, who to ask for, and what to expect—ensuring they feel informed and at ease upon arrival. Ensuring you select a platform that can be customized to provide relevant information about your unique check-in processes is essential.
- Real-time Notifications: Upon the candidate's arrival, the system immediately alerts the host or recruiter via their communication method of choice, including Microsoft Teams, Google, Slack, phone, text, or email. This eliminates any waiting periods in the lobby, thus starting the interview process promptly and professionally, which ultimately creates an exceptional candidate experience that can later tie to valuable talent retention.
By using these strategies, a visitor management system not only helps in managing the site’s capacity efficiently but also provides a positive and memorable experience for candidates, potentially impacting their overall perception of the company and their excitement to join the team.
Why should my company use a visitor management system?
Why Your Company Should Adopt a Visitor Management System
Streamlined Communication: Implementing a visitor management system can improve how your company handles guests to your workplace. Upon scheduling their visit, the system promptly sends all necessary check-in requirements directly to the visitor’s email. This not only includes essential directions to your location but can be customized to include the completion of prerequisite forms, NDAs, driver’s license scanning, or health verifications needed prior to entry.
Enhanced Safety Protocols: Moreover, a visitor management system ensures that all visitors are well-informed about the safety policies of your workplace. Detailed guidelines can be shared automatically, ensuring compliance and maintaining a secure environment for both employees and visitors. Workflows can also be set up to notify visitors while on-site of emergency events and evacuations. Digital audit logs can be used to confirm compliance to security protocols, and parameters can be set to restrict access to specific areas in the office based on a visitor’s credentials.
Convenience and Efficiency: Overall, using a visitor management system simplifies the administrative burden of managing guests from receptionists and front office teams in modern hybrid work environments. It saves time for both your front desk staff and the visitors themselves, paving the way for a smoother, more welcoming entry experience. By ensuring that visitors receive all the critical information before they arrive, your company can foster a professional image and operate more efficiently.
Brand Image: Leading visitor management systems allow users to customize the check-in experience—applying unique branding, logos, and colors and designing a check-in workflow to fit their unique requirements for questions asked, documents collected, and even the languages the check-in occurs in. Admins can adjust voice and tone and add unique personality to their check-in process for the ultimate in brand experience from the moment visitors step through the door.
Employee Productivity: As visitors and deliveries arrive and are checked in with the visitor management system, automated workflows notify employees on-site to their guests and packages with the communication method of their choice, including Microsoft Teams, Google, Slack, email, phone, or text. That ensures they can remain productive, reduce interruptions, and make the most of their in-office days in the hybrid workplace.
Adopting this technology not only enhances your operational workflow but significantly boosts the security and professionalism of your company.
Automated Reporting and Dashboards: Automated reporting and dashboards are essential features of modern visitor management systems. These tools enable administrators to track visitor activity, monitor security protocols, and generate reports in real-time. Automated reporting and dashboards provide valuable insights into visitor behavior, helping organizations identify trends, optimize their visitor management processes, and make data-driven decisions. With these features, organizations can ensure compliance with regulatory requirements and maintain accurate records of all visitor interactions. By leveraging the power of automated reporting and dashboards, businesses can enhance security, improve operational efficiency, and deliver a superior visitor experience.
Adopting this technology not only enhances your operational workflow but significantly boosts the security and professionalism of your company.
What is the definition and purpose of Visitor Management?
Visitor management refers to the systematic process of managing and tracking visitors to a business or organization. This process is designed to create a secure, efficient, and welcoming experience for visitors while ensuring the safety and security of employees, assets, and facilities. The primary purpose of visitor management is to provide a seamless and organized way to handle visitors, from their arrival to their departure, and to maintain accurate records of all visitor interactions. By implementing a robust visitor management system, organizations can enhance security, improve operational efficiency, and deliver a positive visitor experience.
What is the brief history and evolution of Visitor Management Systems?
The concept of visitor management has been around for decades, evolving significantly over the years. Initially, visitor management was handled manually using paper logbooks and clipboards, which were not only time-consuming but also prone to errors and security breaches. With the advent of digital technology, visitor management systems have become more sophisticated and efficient. Modern visitor management software automates the entire process, from check-in to check-out, providing real-time visibility and reporting. These systems are designed to enhance security, streamline operations, and improve the overall visitor experience. Today, leading visitor management systems offer a range of features, including touchless check-in, instant notifications, and integration with access control systems, making them an essential tool for any organization.