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SmartLobby: An Integrated Visitor Management system

SmartLobby’s visitor management system is a technology-based solution that enhances the visitor experience and reception management. It is a valuable tool for businesses looking to automate their visitor management process. To maximize workplace productivity and reliability, your visitor management system should be able to integrate with other systems in the office building. The automated visitor management software is a safe and secure way to monitor and manage your guests and customers, ensuring that they have a positive experience. Until guests and meeting hosts arrive at reception, the SmartLobby integrated visitor management software provides security and reception staff with information about visitors, so that they can be greeted individually and guided to the appropriate location.

SmartLobby Visitor management system combines these core modules to make up an integrated visitor management system:

Visitor Management Software: This would be the technology behind all operations, ensuring everything works effectively. The system has built to customize the check-In process for various visitor types like guests, contractors, and deliveries. Smartlobby visitor management software can streamline the sign-in process for visitors and contractors that they can quickly self-check-in and out from their mobile at the kiosk. So, it improves the workflow and can generate a better customer experience.

Database: SmartLobby provides a  cloud-based database infrastructure, where all the visitor records and information logs are safely stored. The actual benefit of Smartlobby is that your businesses can generate real-time data reporting by using the information stored on our cloud-based servers.

Visitor Management Hardware: SmartLobby Visitor management is available on the iPad, android tablets, and as a standalone kiosk. SmartLobby provides integration with most Brother label printers. The adoption of Smartlobby will transform the entire reception workplace in a way that visitors can get quick access to the facility by using a badge or Id card that contains all necessary information like personal details, a reason to visit, and the time of their entry and exit. This ultimately speeds up the visitor check-in process and limits the number of typos and errors.

How it works:

Integration of visitor self-registration at your office front desk

Visitors are able to use a tablet to sign in individually at reception. Visitors enter their personal information, such as name and email, address, and the name of the host they are meeting, on a SmartLobby’s self-registration screen for tablets. They could optionally sign an  NDA, Privacy Policy agreement, or any other legal document. The visitor gets a QR code printed on his badge at the end of the registration process, or they receive it on email for fast sign-in or sign-out.

Automated guest arrival notification

The host is notified as soon as the guests arrive. The host receives a notification on their mobile as SMS, email, Slack, or MS Teams as soon as the visitor scans the pass at the checkpoint, reminding them of the building’s entrance ahead of time.

Benefits of integrated visitor management

• There are many advantages of combining these systems and streamlining the entire entry and sign-in process.
• With SmartLobby, visitors and staff can sign-in easily.
• As procedures are streamlined and standardized, the organization will run more effectively, which means receptionists will spend less time handling access requests, and employees and guests will spend less time signing in.
• The days of wasting hours pulling visitor’s log-in sheets are over; the SmartLobby visitor management system provides real-time data. This not only saves your receptionists time, but it also helps them focus on other tasks that matter the most to your business concentrate on more tasks.

How to Successfully Introduce Digital Visitor Management System in Your Business

Keeping track of all your visitors can be a time-consuming process that piles into your staff’s workload. Moreover, it can also inconvenience your visitors. Make the process easier and more convenient for both sides by shifting to a digital visitor management process.

According to Reportlinker, the demands for such a system will reach $2 billion by 2026. More and more businesses are starting to see the various digital visitor management system benefits. It eliminates manual labor and speeds up the entire process. Likewise, it gives you better control over who goes in and out of your office.

With that, here’s how you can successfully introduce a digital visitor management system to your business.

1.    Find the right software

The first step is to find the right software for your business. But in this digital age, you might get overwhelmed by the countless options out there. Without proper planning and research, you might end up with software that does not suit your staff’s workflows.

You must first determine your business needs. For example, what types of visitors do you usually have? What are your building’s policies regarding visitors? Do you have your own reception area and staff to accommodate them? 

These are just some of the questions you need to answer. By answering these, you get an idea of what kind of software you need. You can check out this list of visitor management software examples to find which one might suit you best.

2.    Provide training for your staff

The success of your implementation doesn’t rest solely on the software itself. Your staff must also do their part in making sure that it goes smoothly. Unfortunately, not everyone in your workforce can be tech-savvy. Some might need some assistance in learning how to navigate the new system.

You can hold training sessions with your staff regarding how the new system works. This is especially important for those who operate your lobby desk. You can also take this opportunity to explain to them the purpose behind its implementation and how it can create a hassle-free office environment for both employees and visitors. 

Highlight important features such as self-check ins/outs, QR code scanning, instant ID printing, and centralized database. This way, your employees can see how it can benefit them as well.

3.    Guide visitors with the new process

You will also need to guide your visitors throughout your digital visitor management process. But unlike your staff, they won’t have time to attend training sessions with you. You will need a different method in familiarizing them with your newest system.

For example, you can assign a contact person who can guide your visitors throughout the entire process. Or if you are planning to go full contactless with the whole process, you can choose a software that offers assistive features in the form of pop-up messages or voice-assistance. You can also take advantage of its automation functions such as ID badge printing, host notification, and QR code scanning.

4.    Ensure accessibility

Before installing a software, you must make sure that you can fully access its functions and features. This means having the right hardware to run it. Otherwise, you might have a hard time incorporating it into your current digital ecosystem.

To make sure that the software is fully accessible, you should consider getting a cloud visitor management system. For one, having a cloud-based system means you can access it on any type of device—from laptops, smartphones, and tablets. With it, you can create a centralized admin dashboard where you and authorized staff can manage accounts and visitor data in real-time.

5.    Integrate with your current systems

Like all businesses, you might have an entire system of other software solutions. Introducing a new one in your current digital ecosystem can impact your workflows. Thus, it is best to consider your visitor management system’s compatibility with the rest of your business software.

Take this, for example. If you currently have a reputation management software, you can integrate it into your visitor management system. This way, your visitors can leave their feedback or impressions of your business right after checking out. You can also connect it to an analytics software so that you can gain insights from the visitor data gathered by the system. And if you have sales or lead generation software, you can also use this data to increase your sales. 

Through integrations, you’re not only enhancing your visitor management system features but aligning it with the rest of your workflows.

Hassle-free process for visitors and staff

Thanks to the digital age, visitor management drastically evolved. You can do away with paper sign-ins and reduce the manpower needed to accommodate visitors. With the right software, you can fully automate the entire process while also saving up on cost and reducing your staff’s workload.

So go ahead and try investing in a digital visitor management system. To start, you can check out SmartLobby. This might just be what you need to create a hassle-free process for your visitors and staff.

Industries can benefit from the opting visitor management system

The SmartLobby visitor management system can help your businesses in several ways, inclusive of ensuring the safety of the workplace, streamlining the visitor check-in process, and creating a good impression on guests of your business. It is also becoming increasingly important for industries to maintain security measures besides managing reception operations. From the educational sector to hospitals and corporate office buildings, every industry recognizes the advantages of optimizing the visitor check-in process. SmartLobby visitor management software can help you enhance your security standards along with improving front-desk operations.

Industries must install visitor management software:

Education sector:

Schools and universities must upgrade the visitor control systems because it helps receptionists to ensure the safety of students and teachers by monitoring visitors. SmartLobby offers a smart visitor tracking system that allows you to print ID badges for students and staff that can quickly recognize them and prevent unauthorized entering.

Healthcare Industry:

Hospitals, clinics, and medical practice institutes are visited regularly by patients, their families, and friends, and working staff and medical supplies from vendors. The hospital receptions are likely the busiest and stressful areas that entailing a greater level of management oversight. It can be really a challenging task to monitor and keep track of every visitor. An automated visitor monitoring system like SmartLobby resolves these issues and enables you to make sure of all visitors must be checked in, they must issue ID badges with clear check-in and check-out time print.

Corporate offices:

Generally, various kind of people such as employees, guests, contractors, and suppliers who access your reception area and office building every day. Every visitor and guest should have a clear entrance procedure to access simply to avoid congestion. SmartLobby visitor management system can relieve the congestion at your front desk by pre-registration and QR-code screening entry and that enables your office facility to enhance security, functionality, and better customer experience.

Hospitality:

The reception areas of hotels and restaurants are always extremely busy and have a continuous flow of visitors, guests, and businesspeople. SmartLobby’s visitor management system can streamline the check-in process for visitors and contractors that they can quickly self-check-in and out from their mobile at the kiosk. So, it improves the workflow and can generate a better customer experience.

5 essential visitor management features that SmartLobby offers to speed up the visitor check-in.

The current market’s visitor management systems are equipped with modern features to speed up the visitor check-in process. SmartLobby has come up with essential visitor management features to help your business.

Visitors pre-registration:  The pre-register feature allows your visitors, customers, and contractors to be pre-book for their visit before arriving at the office. This to reduce the check-in time and queue at your reception.

Streamline check-in workflow: SmartLobby is a modern visitor management system that is built to customize the check-In process for various visitor types like guests, contractors, and deliveries. Information gathering procedures are changed since the GDPR act was introduced and SmartLobby is fully compliant with the new GDPR requirements. For instance, a delivery person may be required to providing name, contact info, company information, and delivery reference details. etc. as part of the check-in process. Whereas guests are requested to share host details and photo capture to finish their registration process.

Legal forms signing: Visitors to sign documents such as NDA or fire and safety policies and other legal forms are incorporated into the check-in process and this feature allows businesses to improve data security and reduce the personnel at the front desk.

Visitor’s badge customization:  SmartLobby’s visitor management system allows to customize ID to be printed instantly for the check-in process.

Host Notification: SmartLobby automatically sends notifications to the host via email or SMS to inform the host about visitor arrival.

Paper based visitor management system Vs Digital visitor management system

The evolution of visitor management has transformed to a greater extent from paper sign-in to digital log-in systems. Traditional sign-in procedures must be maintained by a person or receptionist and need to run the visitor log records. Receptionists need to inform the visitor to provide basic information such as the reason for the visit and arrival and leaving time. Though it is an effective way, storing that data and preventing it from getting stolen would not be an easier task. When it comes to the digital visitor management system, managing visitor’s information is much safer, faster, and more manageable than ever before. and it allows organizations to collect data from visitors within no time.

The adoption of Smartlobby will transform the entire reception workplace in a way that visitors can get quick access to the facility by using a badge or Id card that contains all necessary information like personal details, a reason to visit, and the time of their entry and exit. This ultimately speeds up the visitor check-in process and limits the number of typos and errors. The actual benefit of Smartlobby is that your businesses can generate real-time data reporting by using the information stored on our cloud-based servers.

With the help of the Smartlobby visitor management system, visit history is kept in the system meaning that a returning visitor is quickly identified and does not need to spend time re-entering his details. These digitally managed visitor control systems like Smartlobby are becoming adopted extensively all over the world due to their simplicity and ease of use. By speaking of cutting down the managerial costs, this new system will ease up the burden on businesses by reducing staff at kiosk and reception desk.