ALICE Receptionist helps organizations address Health and Safety concerns in response to the COVID-19 Coronavirus Click to learn more
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58 percent of the global population spends one-third of their adult life at work. Further, the American population has a life expectancy of 78 years. This means that most American employees spend at least 26 years of their life in the workplace.

Employees need to feel safe in the workplace. Businesses that don’t have reliable visitor management systems could expose their team to unintended risks. You need to consider reliable visitor management systems to help you keep track of the traffic into your business.  

Here’s what to consider when choosing a visitor management system. 

1. Speed Is of the Essence 

Granted, you want to be thorough when admitting visitors. Nonetheless, you also want to ensure that the process is seamless. 

Speed is a significant factor when selecting between multiple visitor management systems. It would help if you considered a visitor management software that will streamline the tracking of guests instead of slowing the process down.  

You don’t want to end up with a system that complicates the admission of guests. Some of the essential considerations should be a system that allows visitors to be pre-scheduled before they arrive. Working with a system that simplifies the entire check-in process can speed up the visitor log-in process and appease your guests. 

2. Consider Scalability

Your organization won’t be the same in size in the next five years. As your business expands, so will be the number of visitors frequenting your premise. You’ll need to consider the ability to carry out large-scale admissions in the future.  

Safety and security should be top of your list when thinking about the future. Even so, you also need to consider scalability.

Your visitor management system should be robust enough to grow in line with your business. You don’t want to end up having to change the VMS provider over time due to limitations in scalability. Businesses that are keen on future growth should consider scalability as a must-have feature when choosing a management system for guests.

3. Ease of Use 

User-friendliness should be a deal-breaker when considering a visitor management system. Your VMS should be easy to use to ensure full-utilization. You don’t want to spend valuable time trying to figure out how to navigate the system. 

Whether it’s the pre-booking of visitors’ interface or the self-check kiosk, you need to consider a VMS that provides easy navigation for you and your visitors. 

You might need to take your staff through essential user guides training before implementing the system. However, a reliable VMS shouldn’t also be overly technical. Avoid acquiring visitor management systems that slow down the processing of visitor information due to highly technical applications.

4. Focus on Affordability 

While you don’t want to compromise on quality, you also wouldn’t want to pay through the nose for a VSM. One of your main focuses when selecting a VMS should be on the cost of the system vis-à-vis the value it introduces to your organization’s management visitors.  You should consider a visitor management system that is cost-effective.

Affordability includes factors such as the cost of staffing and any other long-term cost needed to keep the system in operation.  It would help to consider the cost of installation and the running cost for the system prior to committing.

These additional costs should matter, and the potential service provider should be candid on any other hidden cost. Our pricing at Alice Receptionist is pocket friendly. We also don’t have any hidden charges when processing a quote. 

5. Does it give you the option to run either on the cloud or an on-premises configuration?

Technology is evolving at an alarming rate. By 2025, there’ll be an estimated 175 Zettabytes of digital data on earth. The biggest chunk of this data will be in virtual cloud storage.

Many businesses are taking advantage of the benefits a cloud-based system offers. Other businesses prefer to have data and applications reside on their private network. This can be a corporate policy, for security purposes or any number of reasons. Most Visitor Management Systems require you to choose one or the other. ALICE Receptionist allows the customer to choose either a cloud or local configuration, giving businesses the flexibility to choose a configuration that matches their needs.

6. Customizability Is a Deal Breaker  

With a visitor management system, there’s never such a thing as a “one size fits all model.” This is considering that businesses vary with the type and timing of visitors they manage. 

Are you looking for a visitor management software that’s reliable? 

Customizability should be essential when choosing a reliable VMS. A customizable system allows you to tailor-make your approach to visitors, depending on your organization’s unique needs. A unique visitor management system should be easy to update in line with the changing visitor trends. 

Customization also helps you incorporate other features such as special greetings when visitors arrive at your building.. Ensure that your potential VMS provider is open to further customization of the system. At Alice Receptionist, we allow you to customize your VSM with greetings and other features of choice to suit your needs.

Choose Your Visitor Management Systems Wisely  

Not all visitor management systems can meet all your expectations. However, your organization’s welfare, including your employees’ safety, depends on choosing a VSM that ensures comprehensive screening and tracking of every new individual visiting your premises.

It would help to consider each of these six factors before selecting a visitor management systems provider of choice. In the wake of Covid-19 a virtual receptionist will make all the difference.

At Alice Receptionist, you’ll get a virtual receptionist and a safe and secure visitor management protocol for your business.

Contact us today for comprehensive visitor management solutions.   

 

In the era of the coronavirus, businesses will need to rethink how exactly they interface with the general public, suppliers, and even their own employees.

A traditional receptionist role might not be compatible with current social distancing requirements. Continuing to greet guests with face to face interactions,  might be putting your employees and guest at unnecessary risk.

This is where an effective lobby management system can come in. This system works to ensure that most types of interactions can be done safely and remotely. 

There are many benefits and automatic responses that can be handled by an intelligent lobby management system. All of which help your business comply with regulations and social distancing rules.

Read on to find out exactly what this receptionist software system can add to your business. It’s much more than the average meet and greet!

The Registering of Visitors and Vendors

This is one of the main responsibilities of a traditional receptionist. To ensure that all vendors and visitors are appropriately logged and shown exactly where they need to go. It’s also important that the system can notify the employee they are visiting.

With a virtual receptionist, this process is all streamlined and achieved in a remote manner. Using a three-step method of detecting, greeting, and connecting a virtual receptionist is able to welcome any guest or vendor to the site and offer a point of contact for them.

You can personalize the virtual receptionist by choosing from 5 different English personalities. There are also 7 avatars in non-English personalities including Spanish and Japanese. 

You are also able to record your own personality for your business if you want an even more personalized touch.

Once the process of greeting is achieved, the visitor is able to select various options.  These include calling employees, self-check-in, fast-track check-in, ID scanning, and even printing of guest badges.

These are all customizable options that you can optimize for your business needs. A process which, if done manually, would be difficult to achieve while maintaining social distancing. 

All the check-in of guests and vendors data is information that can be extrapolated. This information can help your team understand trends and data about your visitors.

Employee Notifications

With manual reception methods, a receptionist would need to telephone the various employees the guest needs to see. This can be an unnecessary and lengthy process, which keeps the guest or vendor waiting.

With a virtual receptionist, the system can call the employee to establish communications between the guest and the employee. When the guest completes a self-check-in on the system, the system sends notifications to the employee phone or email to alert them of the guest’s arrival.

It saves time and energy of trying to get ahold of a certain employee, who might have stepped away from their desk or be on a break. 

The ALICE system also gives the option for guests or vendors to video call using the employee directory. The employee can then pick up this call on either their mobile phone or PC.

With the need for face to face interactions less prominent these days because of COVID-19, this can be a good substitute. 

It allows for communications to take place between visitors and employees without the need for direct contact.

Reviewal of Induction Documents 

Some places of work may need additional documentation for visitors or vendors to review and sign during the visitor registration process. 

This is especially the case with businesses that operate machinery or have components of health and safety that need to be adhered to.

Using the virtual receptionist program, visitors can review videos or documents of health and safety policies and procedures. They can also sign using their finger on the touchscreen to acknowledge that all the rules and regulations have been reviewed.

This is another benefit of the ALICE system. It can help limit the physical handling of items by your staff.

Coronavirus can be present on paper for up to four days after contact. A receptionist who is having to deal with these physical documents will be at risk, as well as the vendors and guests they come into contact with.

Digital signatures and acknowledgment of the documents can have a set time limit of days, weeks, months, or even years.

This is ideal for regular visitors that have reviewed the documents and are up to date with all the necessary information. Ensuring that they won’t have to complete the same process every time they visit. 

Interactive Information for Visitors

The ALICE system not only handles visitor management, but it can display helpful information that visitors can interact with.

Visitors can view induction videos that otherwise might have been relayed by a member of staff. This again reduces contact between employees and guests and complies with social distancing.

It can also display maps of the building, which before might have been in a paper format. This ensures that guests know the layout of the building and the emergency exits, without them having to come into contact with a physical map.

The same goes for interactive slideshows. If your business has certain promotional items, you can display them on the virtual receptionist screen.

Reducing physical paper handouts is not only better for the environment but can reduce cost for the business. Digital information is also easier to frequently update, which is important during a time when health and safety guidance is changing frequently.

Lobby Management Systems and COVID-19: Where Can I Find Out More?

We hope this article has given you a comprehensive guide on how a lobby management system can benefit your company in the climate of COVID-19. 

It is integral that this transitional period for your company is smooth and risk-free as possible. It is crucial that you get it right when it comes to managing your visitors and vendors in a business space and customer-facing environment.

Make sure that you are following the rules and regulations with social distancing and minimizing the risks involved. This is why a lobby management system might just be the answer for your business.

Why not contact us directly to find out 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.