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    5 Features to Modernise Your Reception with Visitor Management in 2021

    5-digital-featuresYour reception area plays a significant role in setting the right tone when greeting and signing in clients and visitors securely. Not only does a modern Visitor Management solution look more aesthetically pleasing but with consistent future-proof development, it is also infinitely more productive and efficient in the modern digital world we live in. 

    How to Create a Modern, Professional Reception Desk With an Automated Visitor Management System

    There is a stark visual and practical difference between a traditional guest log and a modern Digital Visitor Management solution. Throughout the continuation of COVID-19, businesses cannot afford to come off as out-dated and ill-prepared when reopening post-COVID. 

    With the pandemic continuing to control how and when businesses reopen, there has never been a better case for modernising your front desk and implementing the necessary technology to assure your clients, visitors, and employees know your business is doing all it can to protect its health and safety. 


    Traditional Visitor Management Methods Revolutionised 

    In the past, visitor management has been nothing more than pen and paper with guests signing their names manually on paper logs. This outdated method was inconvenient and unsafe as the visitor's name can be illegible or fake. The information on the paper log that is supposed to be confidential is left open to the public. 

    As a result, users have turned to digital Visitor Management Systems, which are much more accurate and provide additional information that a logbook cannot provide, like the visitor photo, address, gender and reason for visit. 

    5 of the main digital features that have been proven modernise global organisations now and in the future at your reception include:


    1. Digital Visitor Invitations and Pre-Registration of all Guests 

    Registering visitors is now fully optimised and sped up with the updated contactless check-in processes now available with Visitor Pre-Registration. When a visitor has been pre-registered, they receive an email invitation, providing them with full details on their upcoming scheduled visit. The visitor invitation includes office location, hostname, and details on how to successfully check-in on arrival.


    Pre-registering visitors effectively reduces their check-in time from a 1-2 minute process down to a couple of seconds. The more pre-registration compliance you get, the more you will know about the different matrix and key performance indicators you will have around your visitor management program. 

    With a pre-registration functionality, visitor invites and QR codes are provided before the visitor's arrival on-site. This allows visitors to check-in safely, securely and quickly on arrival and receive a custom visitor badge with their details and photo. Each QR code is uniquely coded to provide access based on individual visitor profile, providing access within pre-defined zones for a pre-determined time frame. 

    TDS Visitor Invite

    With all the required details for the visit provided, the visitor and the host will feel more prepared for their meeting while feeling secure in the information provided and received. With these initial interactions, a visitor be sure to create a great first impression of a workplace long before entry!


    2. Pre-Screening Functionality Prior to Every Visit

    Visitor Pre-Screening functionality allows hosts to send a list of questions to visitors, which they are required to answer prior to accepting their visit.


    Sample questions:

    • Have you had contact with anyone with Covid-19 in the last 14 days?
    • Have you had a cough, fever or difficulty breathing in the last 14 days?
    • Have you been outside of the country in the last 14 days?

    Hosts and relevant staff will be notified via the visitor dashboard when a pre-screening questionnaire has been completed. Once answers have been submitted, hosts can either "Accept" or "Decline" visitors depending on their answers, and immediately update on their answers, and immediately update them in real-time via a push notification. 


    3. Fully Contactless Check-In Capabilities Enhancing Overall Site Security 

    With the pandemic in mind, enhancements have been made to multiple TDS Visitor workflows to provide global organisations with a revised and effective workflow process for our visitor management solution, whether the visitor is pre-registered and issued an invitation or a walk-in visit to your facility. By doing this, we are ensuring that the check-in process remains a contactless one.


    In order to minimise risk and limit touching surfaces, our fully contactless check-in process combines the standard TDS Kiosk, a mobile check-in platform and geolocation technology. Users can avail of contactless check-in by scanning the QR code located on the kiosk in the lobby on their arrival. This will then prompt them to complete the check-in process on their personal device.


    4. Simplifying Digital Check-In Processes with Facial Recognition Technology 

    Facial Recognition makes it easy for organisations to add image or video analysis to the check-in process for visitors, contractors and guests arriving on-site. If a visitor has previously checked-in on-site and authorised the Visitor Management Kiosk to capture a photo of their face, their facial features are instantly recognised, allowing the visitor to bypass multiple check-in workflow screens and displays unique visit details on-screen. From here the visitor will complete the remainder of the Visitor Check-In Workflow, confirming visit details, signing NDA’s and printing out their visitor badge.

    digital recognition

    For first-time visitors, they have an opportunity to pre-upload a photo as part of their email invitation or connect their LinkedIn profile to provide the Visitor Management Kiosk with the data required for recognition, allowing the visitor to bypass multiple check-in workflow screens and displays unique visit details on-screen. Additionally, for unscheduled on-site visitors, the photo capture process inside the Visitor Management Kiosk is simple and time-effective and can be completed in a flash.


    5. Pre-Signing Digital Forms & NDA's to Future-Proof Your Business

    Modernising your reception not only means implementing new and exciting check-in workflows, but also keeping up to date with the most secure features that will protect and future-proof your solution. NDA’s, legal forms and other form signing requirements have been integrated into check-in workflows for visitors to sign before being granted site access. This feature is primarily used by organisations that want to improve data security and reduce the manual labour involved in the check-in process.

    Traditionally a Visitor Management system would ask visitors and personnel to sign NDA's and agree to the companies terms and conditions at the kiosk on arrival. However, as things have changed with the modernisation of the reception area, visitors can now easily pre-sign all these forms from their mobile prior to arrival. 

    In addition to data capturing changes caused by GDPR, the new European legislation has also heavily affected how European organisations protect their data and implement data-breach preventing processes. For front-of-house, traditional visitor recording and file storing methods have been digitally evolved and adopted by large enterprises as data-breach mitigating solutions.


    A Modern and Digital Reception for All Personnel, Not Just Visitors

    Implementing all of these enhanced features at your businesses reception area shows your visitors and personnel that your business is a modern, efficient business doing all you can to prevent the spread of COVID-19 in your workplace. 

    If your office is outdated and weighed down with a manual process, your business could be sending the wrong impression to visitors and stopping itself from being viewed in a digitally sophisticated manner. 

    unrivalled support-1

    With the current pandemic and the overall digital transformation in workplaces in recent years, there is now an increased focus on the functionality of the reception area in all global organisations. This transformation to workplaces is effectively helping organisations improve internal and external processes and the front-of-house is just one of the areas a modern and uniquely branded Visitor Management solution impacts. 

    TDS Visitor for All Personnel, Not Just Visitors

    With the current pandemic and the overall digital transformation in workplaces in recent years, there is now an increased focus on the functionality of the reception area in all global organisations. This transformation to workplaces is effectively helping organisations improve internal and external processes and the front-of-house is just one of the areas a modern and uniquely branded Visitor Management solution impacts. 

    Screen Shot 2020-11-06 at 14.06.06

    As countries and companies will begin to return to work throughout the next few months, TDS Visitor check-in kiosks will now be fully adaptable to take account of all members of personnel entering and exiting your site if required, including employees, contractors, guests, etc, and not just visitors. When entering and exiting the site, each person will be screened with several questions relating to their health and movement over the previous weeks.


    Enhance Your Workplace in 2021 With a Digital Visitor Management System!

    TDS' main mission of 2021 is to assist global organisations' return to work safely and to prepare for a workplace post-pandemic. With TDS Visitor SE2, your visitor management system will have all new pandemic-proof features to help users return to work with confidence. This combined with the TDS Safeguard solution is providing companies around the world with a safe and secure solution etc. 

    Learn more about all of these visitor management trends and predictions by clicking the link here below to book a free demo with one of our visitor management product specialists. Make sure before the new year strikes, that your company has a plan in place to protect, and assets.

    Schedule Demo


    Kim Carroll
    Kim Carroll
    Marketing at Time Data Security, a leading provider of innovative security and visitor management software.

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