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Make Great First Impressions with Visitor Management Software

From curb appeal to a job interview—heck even a first date—there’s value in the first impression. Yes, they do say, “Don’t judge a book by its cover.” But first impressions aren’t necessarily based solely on aesthetics.

First impressions are really about the overall initial interaction. No matter how breathtakingly a lobby may be designed, a rough arrival starts things off on the wrong foot. You only get one chance to ace the first in-person interaction, so let’s make it count.

Read on to find out what a streamlined arrival process looks like when it’s powered by the right visitor management software.

A Snapshot of the Streamlined Arrival Process

Visitor management systems facilitate smooth arrivals whether the visitor is expected or unexpected. For the former, like job candidates and vendors, the person at your company who’s hosting the meeting can pre-register their guests. Then send a calendar invite filled with everything the guest needs to know about their upcoming visit.

For the latter, you can present visitor type options on the iPad screen as they begin the check-in process. This way, you’ll prompt them with the right questions and notify the appropriate people. Common visitor types include deliveries, service providers, catering, and job candidates.

After the visitor selects the option that corresponds with the nature of their visit, they’re presented with questions and/or relevant forms (like NDAs). Once signed, you can choose to save the forms to Box or Dropbox — where you can keep them for your records and speed up the check-in process the next time the guest visits your office.

If your company requires badges for visitors, you can integrate your visitor management software with a badge printer. The visitor snaps a quick selfie and a customized badge with their name, photo, and other details that you decide prints automatically.

Companies that use Aruba ClearPass can enhance the guest experience one step further by providing WiFi access information upon check-in. Integrating your visitor management system with Aruba ClearPass delivers secure, automated WiFi access to those visiting your office.

Once the visitor completes checking in, a notification is sent to the host via SMS, email, or chat. At this point, they can go greet their guest and get started on the right foot.

Unfortunately, not all visitors are necessarily welcome. That’s when a watchlist of these potential security threats integrated into your visitor management system becomes critical. With it, you can discreetly perform security checks. Should someone check-in that matches a predetermined list of contacts, an email alert is sent to the address you’ve designated. If your company already has a security platform, you can integrate with it your visitor management software using webhooks.

The Features that Facilitate a Smooth Check-In

While the arrival process seems effortless for guests and their hosts, there’s a lot going on behind the scenes inside the visitor management system. The process above takes mere moments, but there are more than a dozen features that make it possible:

  • Visitor Types
  • Record Filters
  • Custom NDAs
  • Badge Printing
  • Background Images
  • Company Logo
  • SMS and Email Notifications
  • Chat Plugins (Slack and HipChat)
  • Storage Plugins (Box and Dropbox)
  • ClearPass Integration
  • Webhooks
  • Calendar System Integration
  • Cloud-Based Dashboard

Finding a visitor management solution that meets all of those requirements may sound like a tall order, but we have the solution for you right here. It’s the Teem Reception Display and it’s the perfect way to ensure you’re making the right first impression with your lobby. Try it for free for 15 days and see the transformation for yourself!

Workplace Experience Index, /workplace-experience-index/ ||