How Can You Streamline Your Visitor Sign In Process?

When visitors arrive at your business, you want them to feel welcome, but it is also important to remember that they are there for a purpose, so they should not be left to linger in reception for too long.

Waiting to speak to a receptionist who is dealing with other visitors and a busy phone line can mean that the sign-in process can drag on, so businesses are now turning to other methods to help streamline the visitor sign-in process.

Here, the team behind VMFree, a free visitor management team take a look at one of the most effective options to find out how it could benefit your business.

Visitor management software

One of the most effective ways of ensuring visitors are not left waiting for long is to implement visitor management software. This is usually hosted on a tablet computer that can be kept in reception and will be fully branded to match your business. It offers some terrific customisation options, allowing you to ask for any information that you need as part of the sign-in process.

This means you can go beyond capturing a name and car registration and request contact details, where the person has come from, who they are there to see, and any other information that might prove relevant.

The software enables visitors to take a photograph of themselves so that a personalised visitor badge can be printed, the relevant member of staff can be informed of their arrival, and they can be given instructions of what to do or where to go next.

This means signing in can all be done quickly and easily, ensuring the business has a safe and secure way to gather all the information they need and the visitor knows exactly what they need to do.

Avoiding unwanted visitors

From time to time there may be visitors that you do not want in your business, and this can be very difficult to deal with for reception staff. They need to know who to keep an eye out for and will then have the difficult task of asking them to leave.

With visitor management software, it is possible to create a blacklist of visitors. This means that when someone who is not authorised attempts to sign-in, the relevant people will be made aware and can then deal with the situation in the safest and most constructive way.

Pre-scheduling meetings

If you are expecting a visitor, then you can put together a bespoke sign-in form before they arrive. This might ask for different information to your normal sign-in form and can ensure that you gather all the details that will be necessary.

This can also work alongside any room booking system to ensure that there is an office or conference room available for you. When your visitor signs in they will then be told to wait in reception for someone to greet them or be given instructions of which room they need to go to.

Employee notifications

Even if a visitor is able to go through a relatively quick sign-in process, it can then take time for that receptionist to reach the relevant member of staff to let them know their visitor is waiting for them. They might be left waiting for someone to answer the phone or pass a message on which can all become frustrating.

With visitor management software, the relevant employee can receive a notification on their computer or phone to let them know that their visitor has arrived, so that they are quicker to respond.

Visitor management software is an extremely effective tool when it comes to streamlining the visitor sign-in process to ensure that staff can be more productive and visitors get the best possible experience from your business.