Home What’s new Front desk automation – welcome your guests effortlessly Front desk automation – welcome your guests effortlessly 22.10.2024 Blog Jaa: Emmi Kurru Marketing Manager at Systam A lobby is not just a space you enter when coming into a building. It plays a key role in security, organizing visits, welcoming guests, and creating a great first impression. But is it possible to create an efficient and safe front desk without dedicated staff? What is front desk automation? Front desk automation involves digitalizing and automating lobby functions and services to enhance efficiency while reducing the need for constant human oversight. In a traditional front desk setup, the sign-in and sign-outs, arrival notifications, guidance, inductions, and access control require significant time and effort from staff. Additionally, securing visiting records necessitates strict and standardized processes. By automating these functions, employees can focus solely on inviting guests and participating in meetings. Automated reception for unstaffed front desks Many organizations don’t have the resources to employ front desk staff, and some locations experience 24/7 continuous visitor traffic or lack a dedicated front desk area. In these cases, a fully automated front desk – operated by a digital visitor management system and a self-service kiosk – becomes the ideal solution. While an automated front desk may not handle all the tasks typically assigned to lobby staff, it can effectively manage the entire visitor path, including multilingual reception and secure data storage. The system sends messages to visitors with navigation and arrival instructions, provides self-service sign-in and –outs, prints visitor badges, guides guests to the right meeting space, and notifies hosts of arrivals. An automated front desk ensures an excellent visitor experience through clear and fast operations. Front desk functions can also be integrated into the building’s existing systems, making the visitor process even smoother for both staff and guests. Streamlining the work of front desk staff Many organizations prefer to maintain a staffed front desk – for understandable reasons. However, a large portion of tasks related to visitor management are still handled manually, even though automation could enhance efficiency while retaining a personal touch. Automation can simplify the work of front desk staff by managing messages and notifications and providing self-service kiosks for smooth sign-in and sign-out. This allows staff to dedicate their time to more productive activities. Daily work becomes easier with a browser-based online tool that manages visits to different locations centrally and handles the personal data of hosts and visitors securely. The tool provides a quick overview of past and upcoming visits, simplifies the creation and organization of visits, and offers data for operational improvements. Don’t compromise on security Security is a critical element in automated front desk solutions. Each invited visitor receives a unique QR code for secure sign-in. Non-invited guests can sign in using their name by providing the correct host’s name. The self-service kiosk can be positioned in an area where access is only granted with a pre-arrival message or visitor badge QR code. Smart visitor access control can also facilitate movements within other areas, as the code allows guests to independently access locked doors, elevators, and gates leading to their meeting spaces. Real-time information about who is present on the premises enhances security. This information is accessible through the online tool. In the event of a crisis, emergency notifications can be sent instantly, ensuring that the right people receive instructions and updates about the situation. Manage reliabilities with safety inductions Safety inductions are crucial for ensuring the safety of both staff and visitors, especially in industrial environments. They provide important information about potential safety risks and guide visitors on proper conduct. However, simply handing out papers or attaching instructions to emails cannot substitute for a thorough induction process. Understanding the material must be verified through a test. During sign-in, the system can automatically confirm that the safety training is valid. If completion isn’t valid, the material can be reviewed on-site using the self-service kiosk. Ensuring that all parties fulfill their responsibilities. Take a step towards an automated front desk The monthly costs associated with an automated lobby are significantly lower than those of a traditional staffed front desk. Automating these functions not only streamlines operations and saves costs but also enhances the overall visitor experience and security while enabling data-driven management. But how can you implement front desk automation effectively, and what factors should you consider throughout the process? How do you select the right provider or service to meet your objectives? Download our free guide to find the next concrete steps to automating your front desk! Read also See all news Blog Networking for the first time at Kuntamarkkinat 01/10/2024 Blog Visitor management and safety inductions as part of safety strategy 26/08/2024 Greetings from the team Meet Markus – Account Manager 01/08/2024 Blog NIS2 directive sets new security standards for visitor management 28/05/2024
