Reception automation is becoming an increasingly popular choice for organizations looking to boost productivity while keeping costs low. Reception automation provides a workplace that is both seamless and efficient from the very moment you walked through its doors. Every employee and visitor who entered throughout the day knew exactly where they needed to go, what they needed to do, and how they should do it.

Tools and technologies for reception automation are widely available. If you conduct a Google search, you will discover several lists of essential software and mobile applications that promise to help you finish more tasks and save time. You most likely have reception automation solutions in use, but are they actually serving their intended purpose? let’s dig deeper:

What is Reception Automation?

First things first! An automated reception system is an integrated platform of digital tools that facilitates and eases visitor management. Automating reception services eliminates the need for manual processes, freeing up employees to focus on more important tasks. This technology also helps streamline operations and reduce customer wait times, allowing businesses to provide better service at a fraction of the cost.

Are you wondering what tasks an automated system can accomplish? Some of our favourites are listed here!

• Visitor sign-in
• Pre-registration (before arriving on site)
• Compliance management
• Badge printing
• Form and legal document signing
• Secure Wi-Fi credentials
• Photo collection
• Host notifications when visitors arrive on site

Reception Automation tools

In order to modernise your front desk activities and guarantee optimum productivity, reception automation can be achieved by putting in place a visitor management system. A visitor management system has an inbuilt automated digital receptionist software that makes it possible for the software to do both mechanical and repetitive activities. This helps the front-desk personnel not only work more efficiently, but also makes sure that human error is eliminated and that businesses can better manage visitors.

Benefits of reception automation tool

So, what are some further details around the benefits of implementing an automated reception system? Why might you consider using one for your unique business?

• Improves visitor experience: Integrating an automated front desk into your organization can help create an impressive and seamless visitor experience. With the right tool in place, visitors can ditch the cumbersome front desk sign-in linked with traditional front desks and can rather self-register themselves immediately at digital kiosks without waiting for assistance or explaining who they are or what they are there for.
• Customized check-in process: Your office will have several segments of visitors, including employees, delivery executives, retailers, general visitors, etc. Not all of them should go through the same registration process. A robust touchless check-in app can help you in accomplishing that as it can be customized based on your visitors.
• Efficiency: Manual visitor data management is time-consuming, tedious and extremely prone to human error, which can lead to disastrous data inaccuracies. By switching to digital visitor logs, all data can be immediately collected and organized, with mandatory fields ensuring all required data is provided and entry dates captured digitally.
• Avoid hardware cost: As everything is now digital, guests can check in using their own mobile devices. This eliminates the requirement for any additional hardware expenses that are frequently needed just to get started.
• Online pre-registration: The best option to hasten guest sign-ins is to use a platform for visitor pre-registration. There is no waiting, which keeps your reception area clear and prevents guests from waiting.
• Notification: A good visitor management system immediately sends the host an email, text message, or Slack message when a visitor comes. As a result, there is more collaboration and less uncertainty, without any need for a receptionist to serve as a middleman. Additionally, it guarantees that everyone involved stays in loop.
• Simple site location management: A visitor management system will be there for you if you need to manage numerous persons in several areas. You can manage and keep an eye on compliance among your employees, visitors, and contractors.
• Organizational security: Your office security is enhanced when you know who your visitors are. The visitor management system enables your hosts to preregister their guests and enter their details. By processing their details beforehand, you can control both planned and unplanned visits.
• Emergency Management: The aid of emergency management software can help handle emergencies more effectively. This platform interfaces seamlessly well with the existing front desk software to log incidents and act swiftly when they occur.

truMe Visitor Management System

It’s evident that automating reception tasks comes with a lot of perks and benefits. Whether it’s pre-registration or badge printing, there are plenty of ways to automate your processes and keep things as efficient as possible. truMe is a visitor management system that provides the perfect solution for your workplace’s automated reception system. With its various features, it streamlines customer service and simplifies workflow automation, allowing businesses to better serve their visitors.