ALICE Receptionist helps organizations address Health and Safety concerns in response to the COVID-19 Coronavirus Click to learn more

As a result of COVID-19 coronavirus, businesses using ALICE Receptionist for visitor management may have concerns over direct contact with ALICE Receptionist touchscreens.

While the CDC has stated the main form of transmission of the COVID-19 virus is person to person, there does remain some information to indicate the virus can stay active on surfaces for some period of time.

We are pleased to now offer contactless methods and supplies that give ALICE Receptionist users the ability to use styluses to interact with ALICE Receptionist touchscreens while eliminating direct contact with the touchscreen.

Touch Screen Stylus
Inexpensive (disposable) touchscreen styluses are an affordable method to provide visitors a way to interact with your ALICE touchscreen without actually touching the screen. Using the single use stylus, users can click on the touchscreen buttons without direct contact. As an added benefit, the visitor can keep the stylus for personal use once they are done.

Photo of Wall Mounted ALICE screen with attached stylus cup and stylus.

We now offer disposal stylus packages and supplies for all ALICE Receptionist hardware including; Kiosk, Wall Mounted and Desktop systems.

Options available for Kiosk, Wall Mounted, and Desktop systems.

Available Stylus Packages

Contact your Alice Receptionist salesperson to place your order today!

The spread of COVID-19 has fundamentally changed how much of the world works, and businesses are trying to catch up. To make sure people stay safe and healthy, they need to implement new systems and change normal operations. People can’t simply walk into a store and wander around like they used to.

Instead, businesses need to control how many people enter their buildings at a single time. They need to keep an eye on the max occupancy of their buildings, to make sure everyone stays safe. And it can be hard to manage the number of employees, customers, clients, managers, and everyone else.

It’s up to companies to manage the number of people in the building and to make sure they are following all safety guidelines. By letting more people into your building than the max occupancy, you risk spreading COVID-19 to more people. Your company may be held responsible for putting people at risk.

Keep reading below to learn more about how important it is to follow max occupancy guidelines, and how you can keep everyone safe!

Most States Have Max Occupancy Rules

After COVID-19 began spreading through different communities, states across the U.S. began passing new laws. They began to limit how many people could enter businesses at once, and the kinds of businesses that could keep their doors open. They didn’t pass these kinds of laws to cripple businesses, but to keep people safe.

If businesses don’t follow these new policies, they may be culpable for spreading this new and dangerous virus.

Fewer People Means Less Chance to Spread COVID-19

By reducing the max occupancy in buildings, health officials made sure COVID-19 had fewer chances to spread. An infected person can spread the coronavirus to several other people, far more than if they had the flu or another common virus. This is because of a few simple reasons.

First, viruses are innately contagious. They spread to other people through people, and a person can get sick by getting too close to someone with a virus. Secondly, there is no immunity built up to prevent COVID-19.

The virus is too new for people to fight the virus off as they have for the flu. By reducing the number of people allowed to gather in one area, the virus spreads slower and fewer people are put at risk.

Reducing Max Occupancy Makes Social Distancing Easier

Another key component of preventing the spread of COVID-19 is social distancing. It’s a simple concept — social distancing is just about maintaining at least 6 feet between people.

And businesses need to make sure that people have the room they need to stay apart. The best way to make sure that everyone has enough room to stay safe is by enforcing stricter rules and limiting the max occupancy.

Do Your Part — Stay Apart!

As a business, you have a responsibility to make sure that everyone stays healthy while they work with you. Most of the time, this means making sure your building is clean and that you follow basic guidelines from officials. However, times have changed and you need to play a more active role in keeping people safe.

Make sure to have social distancing guidelines posted throughout your building, to help people keep themselves safe. There should be ways for people to tell when they’re six feet apart from someone, such as with tape on the ground. You should also hang up informational posters explaining the new expectations.

With Max Occupancy Rules, You Have More Control

The new normal can be scary, and the changes can seem like a lot to wrap your head around. For most business owners, it can seem like they have a lot of new responsibility they didn’t sign up for when they started the business. However, there are some good things to come out of the pandemic.

For example, businesses have the opportunity to get more control over their buildings. New technologies like digital receptionists can automatically control who has access to your building. They can be programmed to only allow a certain number of people in a single time, so you’re always following guidelines from health officials.

They can also tell people about new programs you have in place due to COVID-19, and keep track of the people in your building. With them, you will have immediate access to information about the people in your business, while they’re in it. And that can be invaluable for both recording who does business with you and for your security.

New Power Means New Responsibilities

While businesses are now responsible for controlling the number of people in their buildings at once, they shouldn’t take their new power too far. It can be easy to get accused of making discriminatory policies when you start controlling who has access to your building and who doesn’t.

Make sure that everyone has the same chance to access your business, regardless of who they are. You may need to put in a little effort to accommodate people with disabilities or people who may not be able to do some things for personal reasons.

It’s up to you to accommodate everyone, even if you need to work a little harder to do it! Luckily there are technologies, like visitor management systems, to help you include others while keeping them safe.

It Takes Everyone to Slow the Spread of COVID-19

The spread of COVID-19 is a global crisis, and it takes effort from everyone to slow it down. The average person now needs to wear masks and be conscious of how close they are to people. And business owners need to make some new steps, too.

They need to stay conscious of the max occupancy of their buildings and encourage people to maintain social distancing. It’s not easy, but it’s a vital part of staying safe and making sure communities emerge into the other side of the pandemic safely. We can help you help your community stay healthy.

Contact us, and we’ll show you how our virtual receptionist technology may be the perfect solution for your business! It will help your customers stay safe, and help you stay compliant with guidelines from health officials.

Managing an office complex, or anywhere else with reception can be exhausting work. Some of the real challenges of the job come with simply keeping track of everyone in your property at any one time.

This includes checking people in, checking people out, and everything in-between. But have you ever considered that this crucial part of the job could be much easier?

We promise it can be if you look at investing in a visitor management system.

How you ask? Well, here at Alice Receptionist we’ve outlined what exactly a visitor management system is, as well as 5 major ways it can benefit your business.

Visitor Management System: What Is It?

There’s nothing all that complicated about what a visitor management system is, despite how intimidating it sounds. 

A visitor management system is a system designed to augment or even replace a receptionist position in your lobby. They’re a completely automated digital interfaces used for checking in guests, providing clear instructions, signage, and even maps for your visitors. They can print badges, stream training videos, and even notify employees when a guest has arrived for their visit.

These systems are considerably more accurate and reliable than outdated methods like guest books, and also often come with additional features. If you need to know more, please see our previous blog post.

Below are 5 ways in which investing in one could help your business.

1. Increased Efficiency for Everyone

The first and most obvious benefit to visitor management systems is increasing your efficiency. You’ll no longer have to have huge books and pen and paper methods to collate your data.

Instead, everything can be inputted instantly into the system, which can reliably track and save this information. Not only is it much easier to follow, but its also so much safer. 

Further measures can be taken to increase efficiency even more. Pre-scheduling information could be sent to visitors before they arrive, which can streamline the entire check-in process. 

This can be exceptionally helpful for conferences or large meetings, as everyone attending can check in upon arrival with a unique code and be logged into the system quickly.

2. Heightened Security for Employees and Guests

Not only is a visitor management system more efficient and safer at keeping your data, but it also works to make your building safer and more secure overall.

Think about it; you operate a pen and paper check-in system and are trying to find out whether an individual is in the building. You have to manually look through your huge book to find this potentially dangerous person, wasting employee time and putting people at risk.

With a software based system, guests can be located quickly and easily. Everyone can be logged into the same reliable system, and their information can be found much faster. 

The system also keeps confidential information much safer and can prevent breaches in guest data which could otherwise have seriously harmed your business.

3. Modernized Reception and Branding

A visitor management system can also help make your office or building appear modernized to visitors. A fully automated reception system is a real surprise for guests and can positively impact their first impressions of your company.

Science shows people make judgments 12 seconds after seeing you; this is the same for when they see your building. If you “wow” them with a streamlined, automated check-in, they’ll take that experience with them throughout their time in your building and beyond. 

Think about how this system could also be customized to show off your brand if you own a high-tech office or hotel. This can help to both modernize and advertise your company to those who most need to be impressed, your visitors.

4. Better For The Environment: a Paperless System

A visitor management system allows for a fully paperless reception. This makes it a considerably more environmentally friendly option than a regular reception.

Paper waste is one of the worst things for the environment today. Adopting a visitor management system can help you to create an automated visitor badge system that saves on paper. Not only that, but the system being entirely online means that no paper is wasted there either!

It can be a real positive initiative for your business in its efforts to protect the environment. It can also positively affect guest satisfaction as a result, as they will likely be impressed by your efforts and feel like they are helping to positively contribute.

5. Reduction in Costs and Waiting Times

Thanks to host notifications and elaborate system management, a visitor management system can reduce the waiting times of any reception. This is vital for buildings that experience a huge footfall in visitors every day but remains important for smaller businesses too.

This is because not only does it reduce guest waiting time, it reduces the time spent by your employees on checking guests in and monitoring guest movements. This means they can spend their working time on other important tasks.

Ultimately, this is how a thorough visitor management system can save your business money. Your customer service staff will no longer have to handle reception duties, meaning their time is better spent on the overall operation of your business. 

Your guests don’t have to wait as long, so you don’t lose as many potential customers due to waiting times. Thanks to these facts, implementing a visitor management system may be one of the most cost-effective decisions you make.

Where Might I Find a Visitor Management System?

If you’re looking for a comprehensive visitor management system, Alice Receptionist has you covered. Our innovative receptionist and management system provides a professional experience for guests as well as a more secure environment for employees.

If you’d like to find out more about how an Alice Receptionist system can transform your building, please contact us directly. Or, you can request a quote directly on our website today.

How easy is it for you to track how many visitors you have at your company each day? Does it involve digging through a log or sign-in sheet? Do you have a database of guests that allows you to track when they arrived and departed, down to the minute?

If any of these questions don’t have satisfactory answers, it’s time to take a look at a digital visitor management system for your workplace.

Visitor management systems are designed to augment or even replace a receptionist position in your lobby. They’re a completely automated digital interfaces used for checking in guests, providing clear instructions, signage, and even maps for your visitors. They can print badges, stream training videos, and even notify employees when a guest has arrived for their visit.

While the following list of benefits isn’t exhaustive, it highlights some of the amazing ways a VMS can help your company.

office lobby
How Can a Visitor Management System Help You?

1. They boost office efficiency

Have you ever walked into an unfamiliar building and wasted a bunch of time trying to figure out what to do, where to go, and who to talk to? It doesn’t exactly inspire confidence.

Conversely, a visitor management system eliminates second-guessing and wasted time. When your visitors walk in, they are greeted by a receptionist on a screen, and they know exactly what to do. With an intuitive user interface, visitor management systems provide clear, easy to follow instructions about a company’s layout, who the visitor should talk to, and any other steps that may be necessary.

When visitors waste less time wandering around your facility, asking several employees where they are supposed to be, your employees waste less time trying to handle a situation for which they may not be well prepared.

Apart from saving time, visitor management systems offer an impressive ROI. The cost of a digital VMS is far lower than providing a full salary year over year. By some estimates, you can achieve 100% ROI, at a tenth the cost of a full-time employee, in under 60 days.

2. They keep your facility secure 

Many companies today have unattended lobbies, unlocked doors, and wide-open floor plans. There’s no telling who might decide to walk in at any given time, and there’s nothing to stop them.

Visitor management systems increase the security of your company in a number of ways.

3. They make an impression

Visitor management does more than just track a list of names. It provides your visitors with an experience.

A visitor management system starts educating your visitors about your company the moment they walk through the door. Using your branding on a visitor management system immediately immerses visitors in your company identity and gives them a clearer picture of who you are.

Visitors can find their way around with a map, check in for a meeting, drop off a package, scan their ID for identity verification, watch necessary training videos, and more. By setting your visitors at ease right off the bat, you’ll leave them with a strong impression about the way your company is managed.

Get Started with a Visitor Management System

Using a powerful, productive digital visitor management system has many benefits for your organization. It boosts your productivity, helps keep you and your visitors safe, and gives your visitors a great first impression.

To learn more about how a digital visitor management system can help your company, be sure to send us a message!

Customers matter. You might have the most skilled staff on your team. You might even have a highly sought-after location. Without a steady stream of customers, though, your business can’t reach greater heights or extend into new avenues.

Does your company employ a part-time receptionist? Does your staff take turns handling the front desk? If your business is struggling to handle walk-in customers, you’re likely looking for a solution to capture those customers and increase your bottom line. So, what can you do? You can set up a virtual receptionist for your business.

Virtual Receptionist
What Is a Virtual Receptionist?

A virtual receptionist, unlike a remote or off-site receptionist, is not an employee. It is a receptionist system that uses recorded video personalities and built-in functionality to interact with customers and handle everything from check-in to employee notifications and document signing.

What Are the Benefits?

There are numerous benefits to a virtual receptionist and visitor management system. While some of the benefits focus on customer relations, others focus on overall customer perception.

1. Immediate Visitor Greeting

Even with a dedicated receptionist handling the front desk, there will be times in which customers do not receive an immediate greeting or inquiry about their needs. While a moment or two of waiting is understandable, anything longer might develop into frustration.

Frustrated customers may share their negative experiences online, or they may take their business elsewhere. You can avoid these situations by directing customers to a virtual receptionist system. No waiting means a better experience for all.

2. Streamlined Interactions

Another benefit is a streamlined interaction. This means that customers receive the same experience regardless of the time of day or the activity level in the office lobby. The first step is customer detection, followed by a greeting and on-screen directions.

Busy receptionists juggle many tasks, and sometimes they are unable to address all customer inquiries. This leaves some customer experiences cut short. A virtual receptionist can step in when a receptionist cannot. This way, all customers receive equal attention and a complete experience.

3. Information-Driven Screen

More and more customers like full information upfront, allowing them to make their own decisions and self-direct on what they need. Just like with self-checkout machines at a supermarket, a virtual receptionist system puts the customer in control. When the customer sees information presented on-screen, they can quickly check in for a meeting, contact an employee, or see a map of the office layout.

4. Tech-Oriented Experience

Lastly, having a virtual receptionist system in place sets your company up as a tech-forward business. Many people already interact with smart technology on a regular basis. When they see similar technology in your office, they will be familiar with the protocol and will feel comfortable interacting with the system.

Being tech-oriented will impress visitors as well as existing and potential customers. A positive experience will help to further your brand and your company reach.

The Takeaway

If you’re ready to streamline your customer service, look no further than ALICE. The ALICE Receptionist virtual receptionist system has the functionality and customization your business needs to ensure a better experience for all your customers.

How to Reduce Coronavirus (COVID-19) Exposure in the Workplace using Visitor Screening Software

With the current worldwide coronavirus (COVID-19) outbreak, businesses are implementing policies and procedures to ensure employee safety and reduce the risk of an in-office infection that could affect both employees’ health and business continuity.  In addition to policies in place for employees, companies are putting into place policies that dictate how visitors to an office building are processed in an effort to reduce the risk of infection from non-employee individuals.

Due to the nature of the coronavirus being transferred by personal contact, reducing unnecessary personal contact with others has become one of the key measures governments and health agencies around the world are recommending to reduce the spread of the virus.

Global spread of COVID-19

For businesses that have customers, vendors and guests visit their buildings, personal contact with visitors is increasingly becoming a serious concern they are starting to address.

How can a virtual receptionist or visitor management solution help address these concerns?

Visitor management and virtual receptionist solutions came onto the market less than a decade ago, but are increasingly being deployed by businesses around the globe to manage visitors to their buildings. These automated solutions add many benefits for businesses including; greeting guests, displaying building maps and other information, connecting guest in the lobby to employees at their desk with audio and video calls, as well as checking-in and screening visitors. So how can a system like this help a business establish policies for visitors that will help address coronavirus related issues? Below are two important steps businesses can take.

Screening Questions

Customers, vendors, and visitors who arrive at a building can be asked a set of screening questions to help identify individuals who employees should avoid personal contact with. Some of the screening questions we are seeing business ask include:

These are only a few examples; it will be important for businesses to update their list of questions as more information and the risk related to the coronavirus change over time.

If a visitor answers “yes” to any of the screening questions they should be informed that they will need to reschedule a visit for a future date. This will help reduce the risk of a non-employee introducing the staff of an office building to the virus.

Avoidance of unnecessary personal contact

Not all, but some virtual receptionist or visitor management solutions are able to fully manage visitors to a building without needed to have an employee stationed at a receptionist or front desk in the lobby. By eliminating the need to have a staff member exposed to visitors as they enter the lobby of a building, companies are already better positioned to protect their employees. A virtual receptionist solution can present guests with a list of company employees whom they can call from the lobby. This gives the employee the ability to speak and with some solutions, see the visitor in the lobby without needing to go out personally and speak with them.

remote employee

Remote employee communicating with visitor without direct contact

ALICE Receptionist

Here at ALICE Receptionist, we spend a lot of time thinking about how to improve the workplace environment for employees, help businesses implement visitor standards and policies, as well as provide an elevated experience for visitors to our clients’ buildings.

ALICE Hardware

ALICE Hardware Options

Individuals who are interested in learning more about ALICE Receptionist and the benefits it offers businesses can visit us at our website to request more information.

No matter what line of work you’re in, effective lobby management is an important part of business success.

Company receptionists who greet and track visitors can often become overwhelmed with other tasks. Simple lobby directory signs can bring other challenges, such as issues with visitor and vendor access.

An effective solution to your lobby management challenges is to install a visitor badge system that handles visitor management, interactive directories, and backup reception duties. Here are five ways a visitor badge and management system can help your business succeed.

1. Increases Office Security

Many businesses want to know who is in the office and what part of the company they have access to. This is important not only for security purposes but also for health, safety, and liability concerns.

Setting up a visitor management system lets you track every visitor who comes through your door and refer to the log later if needed. And if you have a locked door leading off the lobby, you’ll have one more layer of protection between the public and your employees and company documents.

2. Improves Emergency Responses 

Another benefit of a visitor badge system is streamlined emergency responses.

3. Prints Easy-to-Identify Visitor Badges

If your company receptionist normally handles visitor check-in and check-out, you know there are many challenges with generic stick-on badges. Not only do these badges not fully identify visitors, but they may lack company logos and a visible date. Plus they don’t always look professional.

Visitor management systems enter identifying information from visitors, such as full name, phone number, and organization. Typically, these systems can scan a driver’s license or other photo ID and take an instant photo of the visitor for badge purposes. This information remains in the system, with pertinent details printed on the badge as well.

4. It Helps Track Contractor Time

If your company does business with contractors and other vendors, you likely receive bills for vendor services. Knowing how long the contract work took is critical to ensuring appropriate billing.

By setting up visitor management, you can require all contractors to check in upon arrival and check out upon completion of the work. This tracking system will mean an accurate account of hours worked. You’ll know if the contractor bill reflects surplus time, so you can reach out accordingly.

5. It Lowers Operation Costs

Finally, installing a visitor badge system reduces the demand for more staff. You won’t need to hire additional front desk assistance because the visitor management system will already be in place, ready to help out. You’ll also cut back on the need for printer paper, log books, and other office supplies, further reducing your overhead costs.

Get Started with ALICE

How can you reap these benefits? Turn to ALICE, the solution for your visitor management needs. ALICE Receptionist lets your company screen visitors, connect visitors to employees, print instant badges, keep track of visitors and contractors, and improve your office security. Reach out to us today if you want to see how we can help your business.