Welcoming visitors is a key step for any organisation. It lays the foundation for a memorable experience that can greatly influence their impression of the company. To make their visit easier, it is important to simplify your visitors’ access digitally, through two fundamental steps: visitor pre-registration and visitor check-in.

Your visitors’ experience begins before the visit

Welcoming and managing visitors smoothly and securely is essential to the efficiency and image of your reception. Prepare visits by your guests and groups of visitors in advance by introducing pre-registration. This will make reception run more smoothly and save time when they arrive.

Visitor pre-registration: what does it involve?

Pre-registration is the key step of registering visitors before the visit. It is a quick and simple step that gives them a unique welcome. The host enters their details beforehand, such as the visitor’s surname, first name, email address and phone number. The aim of pre-registration is to reduce waiting times at the entrance and keep traffic flowing smoothly on your site.

Pre-registration is therefore a crucial step in the welcome process if you want to receive your visitors simply and efficiently. Delivering this service digitally makes it all the more relevant and will take your reception to the next level.

Pre-registration: a tailored visitor experience

Once the details have been entered, visitors receive an email notification with information about the visit. This includes the purpose of the visit, the address and, where applicable, safety instructions, documents to sign and an entry QR code. They simply scan the QR code on arrival to check in to the organisation via the tablet. In a few clicks, the receptionist, or the visitor using self check-in, can print the access badge. This serious, professional approach will increase the satisfaction of your clients and visitors.

A successful visitor experience thanks to effective processes

Once you have taken care of pre-registering your visitors, it is time to prepare your reception teams for your clients’ arrival on site.

Manage your teams when welcoming visitors

Thanks to the data collected at registration, you will know the day’s visits in advance and your clients’ status, whether VIP or not, and you will be able to anticipate any additional requests. This data is brought together in a virtual dashboard summarising the check-in of all upcoming visits, so you can identify the workload, organise yourself better and mobilise the reception staff you need, if necessary.

You will therefore be in control of your visitors’ journey through your organisation, both before and during the visit. Your teams will be able to guide them better and so leave visitors with a positive impression.

Digitise your welcome policy and visitor check-in

Digitalisation is an integral part of your welcome policy and offers organisations several advantages. It enables:

  • Simpler, automated check-in at reception: organisations are more efficient and productive, waiting times are reduced and visitors are satisfied.
  • A smoother visitor experience within the organisation: there is no longer any need to station someone at the entrance, thanks to self-service visitor check-in kiosks and QR code scanning on tablets.
  • Centralised management of visitor data: visitor information is centralised in the cloud, which makes it easier to store, to measure how well clients are being received and to share information between employees.
  • Securing your sites: you control access to your organisation by knowing in real time who is on site and who is not. Installing a video intercom system will strengthen security on your premises, allowing your reception staff to identify visitors as they arrive.
  • GDPR compliance: your visitors’ personal data is secured in the cloud and only you have access to it. Instead of being listed in a paper register for all to see, access to this sensitive information is better controlled.

Tools: the key to a professional welcome

At a time when digital technology is booming and organisations care about the image they project to visitors, paper is no longer the answer, given the emergence of digital tools that make company welcome policies easier. These tools are workplace digitalisation software, also known as visitor management systems.

A visitor management system is a tool designed to automate the pre-registration and check-in of visitors, as well as their access to the organisation. It collects visitor data and adapts to and integrates easily with your working environment, enhancing your brand image.

An all-in-one visitor check-in and welcome system

Among the many visitor management systems available, Hamilton Visitor stands out for its comprehensive features. This digital portal includes key features such as visitor pre-registration and check-in, which make welcoming visitors smoother while controlling access to the site in real time. This flexible system offers multiple features that can be combined with other systems such as Outlook and many other third-party IT systems, and provides useful, practical options such as booking taxis and tracking mail and parcels at reception. Beyond its features, Visitor delivers a real visitor experience for a high-quality welcome.

For a complete and effective optimisation of your working environment, Hamilton Visitor software is suitable for every sector: from defence and armaments to healthcare, food and drink, hospitality, and banking and insurance, visitor management has never been so simple.

With Visitor, make your welcome smoother and modernise your image by digitising reception across your organisation. Feel free to contact our experts and let’s build your reception of the future together.