Pre-registration and registration: key stages in welcoming visitors
Welcoming visitors is a key step for any company. It forms the basis of a memorable experience that can greatly influence their impression of the company. So, to facilitate their visit, it' s important to simplify access for your visitors, digitally, through two fundamental steps: pre-registration and visitor registration.
Your visitor's experience begins before the visit
Welcoming and managing visitors smoothly and securely is essential for the efficiency and image of your reception. Pre-register your guests and visitor groups in advance. This will optimize the flow of visitors and save time when they arrive.
Visitor pre-registration: what does it involve?
Pre-registration is the key step in registering visitors prior to their visit. It's a quick and easy step that ensures a unique welcome. The host will need to fill in the visitor's details beforehand, such as surname, first name, email address and telephone number. The aim of pre-registration is to reduce waiting time at the entrance and to improve traffic flow on your site.
Pre-registration is therefore a crucial step in the welcome process, if you want to receive your visitors simply and efficiently. The digital aspect of this service brings a new level of relevance to your reception process.
Pre-registration: a tailor-made visit experience
Once the information has been entered, visitors will receive an e-mail notification of the details of their visit. This includes the purpose of the visit, the address, any safety instructions, documents to be signed and the entry QR code. Simply scan this QR code on arrival, and you'll be able to check in via the tablet. In just a few clicks, the receptionist or self-registered visitor can print out the access badge. This serious, professional appearance will enhance the satisfaction of your customers and visitors.
A successful visitor experience thanks to high-performance processes
Once you've taken care of the pre-registration of your visitors, it's time to prepare your reception teams for the arrival of your customers on site.
Manage your teams when welcoming visitors
Thanks to the data collected at check-in, you'll know in advance the day's visits and the status of your customers, whether VIP or not, and you'll be able to anticipate any additional requests. This data will be grouped together in a virtual dashboard summarizing the recording of all upcoming visits, enabling you to identify the workload, organize yourself better, and mobilize the necessary reception teams, if necessary.
This way, you'll be in control of your visitors' journey through your company, both before and during their visit. Your teams will be able to guide them more effectively, and leave your visitors with a positive impression.
Digitalize your reception and visitor registration policy
Digitizing your hospitality policy is an integral part of the process, and has several advantages for companies. It enables :
- Simplifying and automating check-in at reception: businesses are more efficient and productive, waiting times are reduced, and visitors are satisfied.
- Smoother visitor experience within the company: no need to put someone at the entrance, thanks to self-service access to reception kiosks and QR code scanning on tablets.
- Centralized management of visitor data: visitor information is centralized in the cloud, making it easier to store, measure customer reception performance and share information between employees.
- Secure your sites: you can control access to your company by knowing in real time who is and who isn't present. Installing a videophone system will reinforce security on your premises, so your receptionists can identify visitors as they arrive.
- RGPD compliance: your visitors' personal data is secured on the cloud, to which only you have access. So instead of listing them in a paper register for all to see, you can better control access to this sensitive information.
Tools for a professional welcome
In an age when digital technology is booming and companies are concerned about the image they project to visitors, paper is no longer the order of the day, given the emergence of digital tools to facilitate corporate hospitality policies. These tools are software programs for digitizing the working environment, also known as visitor management systems.
A Visitor Management System is a tool designed to automate the process of pre-registering and registering visitors, as well as their access to the company. It collects customer data, adapts and integrates easily into your working environment, enhancing your brand image.
All-in-one visitor registration and reception system
Among the multitude of visitor management systems available, Hamilton Visitor stands out for its comprehensive functionality. In fact, this digital portal boasts key elements such as pre-registration and visitor registration, making it easy to receive visitors, while controlling access to the site in real time. This flexible, feature-rich system can be combined with other systems such as Outlook, and many other third-party IT systems, and offers useful and practical options such as cab booking or tracking of mail and parcels at the reception desk. Visitor offers a visitor experience that goes beyond functionalities to ensure a quality welcome.
For total optimization and efficiency of your working environment, Hamilton Visitor software is suitable for all sectors: from defense and armaments to healthcare, food processing, hospitality, banking and insurance, visitor management has never been easier.
With Visitor, streamline your welcome and modernize your image by digitizing your company's reception area. Don't hesitate to contact our experts, and let's work together to build your reception of the future.