Coworking space, as we know, are becoming increasingly popular in the post-pandemic world. Considering the many benefits that come along with coworking, it’s not surprising it’s quickly becoming a norm rather than a trend. It not only caters to the need of massive demand for flexible workspaces but allows the person to work in peace by providing all amenities at a very nominal expenditure.

Managing a shared workspace is not completely free of challenges. You have so many responsibilities. And it won’t come as a surprise if coworking spaces descend into chaos as it is not an organic entity, to begin with. There are so many different companies and individuals working from the same workspace, sharing the same resources, generally within a confined time period. Obviously, unpredictable demand, unidentified users, and variable needs can adversely affect productivity and organization.

However, coworking spaces in Noida, Gurgaon, Bangalore, Mumbai, and basically any big city, anywhere in the world are actually quite well-run, efficient, and productive.   The secret to coworking’s success-and the difference between chaos and order-is office automation. Co-working spaces achieve office automation primarily by using a bunch of cloud-based solutions e.g. truMe. Coworking space operators can manage their businesses more efficiently with the use of the right software.

One such system is a Visitor Management System. Workspace managers can automate the reception area of a coworking space with visitor management software. The use of such a system incredibly enhances the visitor experience and brings multiple benefits to users. In this blog, we summed up what you need to know about Visitor Management System at a coworking space.

Why do we need VMS at co-working spaces?

In a coworking space, there will always be a large group of people coming in for various purposes. They can be professionals coming to meet employees or guests, family members, and delivery boys. There comes a point when keeping track of visitors’ data becomes difficult. You spend hours exporting and importing data between systems only to find out that you need to re-do each sheet because there was a mistake.

What if managing visitors was different? Easier? More efficient?

To create an efficient, pleasant, and productive reception area, you must install Visitor Management Software for coworking spaces. The system gives a great entry experience to visitors, checking them in quickly and efficiently, capturing key visitor information for the co-working space, and notifying hosts when visitors arrive.

Benefits of using VMS at coworking spaces:

1. Easy contactless sign-in

VMS allows guests to register without disturbing nearby people. Visitors can self-register immediately at a visitor display without waiting for assistance or explaining who they are or what they are there for. This makes them feel welcome at your coworking center and makes them appreciate your advanced technology and premium hospitality.

By doing so, you also create a positive image of your brand in their minds and might even be able to attract new clients.

2. Tailored notification

When a guest arrives, a decent visitor management system automatically notifies the host by email, text, or Slack. In this way, the host can personally greet each guest. It also allows the worker to approve or disapprove the entry of any visitor on the premises.

3. 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.

4. EasyAccess control

Having easy control over visitor access is one of the most important benefits of visitor access management systems. The credentials of visitors (pin codes, palm veins, fingerprints, RFID cards, QR codes, whatever) can be used to restrict access and permit entry only to scheduled and selected areas.

5. Real-time status of visitor

Visitor dashboards display current visitor status. The system provides real-time information about visitors in the building, including visitor passes, preregistered visitors, new visitors, rejected passes, and expired passes. It is essential to have this information in order to enhance the security of coworking spaces.

6. Charges for visits easily

There are some co-working spaces that allow a limited number of visitors and restrict their time inside. For instance, members may invite up to five guests per day, who can stay in the coworking space for up to two hours without paying additional fees. Visitors’ check-in and check-out times are automatically logged by the visitor management system, making it easy to add due amounts to members’ monthly bills.

7. Protects customer privacy

VMS is undoubtedly more secure than paper logs. Visitors cannot view the information of other visitors without their permission.

So, you must adapt to VMS technology if you are in the coworking industry in order to give your clients and their visitors a hassle-free and great entry experience while safeguarding the premises. truMe’s touchless visitor management has a seamless, user-friendly interface with good reporting features to cater to all your needs. It serves the twin purpose of enhanced security and visitors’ delight.

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