Scheduling a guest
To schedule a guest, simply send a calendar invite from MS Outlook or Google Calendar and .cc the ALICE Receptionist email account. You can also upload an entire list of guests using the .csv import feature. When using the .csv import, groups can also be defined in order to enable a group check-in once the group arrives.
ALICE sends email confirmations to your guests along with a unique code they can use to pre-fill their personal information before they check-in.
Guest List Import
Import a bulk list of guests for check-in at a future date. You can also specify which guest belongs to a group to enable group check-in. Guests who are scheduled will receive a system generated invite email from the ALICE system which includes a check-in code for Fast Track check-in when they arrive.
ALICE collects information including Name, Organization and Contact number for each guest.
ALICE can scan guest drivers licenses to collect and verify the identity of the guest.
ALICE allows companies to define custom fields to collect information from guests as part of the check-in process. Fields such as Citizenship, Email Address, and Phone Number are a few common examples.
ALICE prints self-adhesive visitors badges for each guest.
ALICE provides on-demand reporting on guest activity data.
Registered visitors can Fast Track check-in by simply scanning a QR code or typing in their visitor code, provided from the ALICE system.
Groups who are checking in together can use a group code to have one individual check-in for the entire group.
Guest who have been pre-scheduled can Fast Track check-in using the appointment code generated by ALICE and delivered to them via email before their visit.
ALICE can collect a photo of the guest as they check-in. The guest photo is included on the visitor badge when printed.
With the ID Scanning feature, ALICE is able to scan a guest’s government ID (lrivers license). ALICE can validate the ID and use the information collected to fill in the check-in form.
With the Visitor Screening feature, ALICE can screen visitors against the US Consolidated Screening list and prevent them from completing a self-check in while alerting a designated employee that a visitor was found on the consolidated screening list.
When guests check in, ALICE notifies employees by either a mobile text message or email.
Live Video/Audio Call Notifications
When visitors use the Employee Directory, they can call an employee. Employees can receive a video calls on their PC or a phone call to their desk or mobile phone.
Induction documents can be any .PDF form that your organization may need visitors to review during the check-in process. If desired, a signature can be required.
Induction videos are useful for organization who need to present safety information or other types of video content before visitors is allowed in the building.
Acknowledgment valid till
Both induction documents and videos can be assigned a period for which the visitors acknowledgment is valid. If set, Alice will not present the induction document or video to the returning visitor again until the valid date has expired. Acknowledgment valid periods can be set for weeks, months and years.
When a guests completes the check in process, ALICE will print a visitor badge with adhesive backing. The visitor badge can include information such as:
ALICE covers all the key aspects of visitor and lobby management that companies are looking for.
Visitor Management Software For Every Business
ALICE Receptionist specializes in transforming your current office lobby management and visitor registration system with an easy to operate, virtual visitor receptionist.
Improve Your Lobby Management
How you manage visitors and the sign-in system for your office is an important decision, especially when you have hundreds of clients and customers coming through your doors. First impressions can make a huge difference in how a customer views or interacts with your business. It is crucial to ensure that information is communicated without delay providing a seamless initial interaction.
That’s where ALICE Receptionist comes in. We provide a lobby management and visitor receptionist software platform that helps you easily register every person who walks through your doors. Upon entry, the visitor check-in process can help manage most of the repetitive aspects of the client/customer interactions improving communication and enhancing the customer experience with assured consistency.
Simplify your processes and gain confidence that your front office visitor interactions run smoothly with a visitor receptionist system from ALICE Receptionist.
Today, most lobby management software systems are small and attached in some fashion as an afterthought to a fixture in your current lobby set up. There are options with iPads and laptop computers that let your office manager check people in and out available on the market today, but unfortunately, those options are difficult to use and can get overlooked. We usually find this equipment often becoming unused or forgotten.
ALICE Receptionist is unique in the lobby management space by offering various highly visible devices such as floor standing kiosks and large screens that are easy to access and use for your team and, more importantly, the customers visiting your office. This offering makes the check-in technology easy to spot and interact with so visitors can freely engage with your business in an easy and intuitive format.
In addition to high-visibility devices, we incorporated video and audio communications between the ALICE kiosk and your team as a vital component to the visitor management process. Instead of just focusing on the automation of a check-in process, ALICE ensures things are running smoothly by keeping the human element ingrained in your lobby management. See our demo here (link) for a quick overview showing how our video solution taps your current employee team directly to improve customer communication!
Solutions For Every Aspect Of Lobby Management
Several different components make an effective lobby management system, and we have identified key elements to help ensure your visitor management system manages the essentials every day.
With ALICE, your visitor management system has the following capabilities:
No matter which of these functions stand out to you the most, we’ve got you covered. At ALICE Receptionist, we also know how complex navigating the world of lobby management can be, which is why we’ve created a system that lets you provide interactive information guests can fully interact with.
Common uses include:
No other visitor management company is as connected when it comes to communication protocols. The ALICE Cloud service can provide communications, or we offer Enterprise ready integrations to communicate with your current providers seamlessly.
Whichever of these needs aligns with your offerings, know that we’ve got you covered with conveniently managing your lobby.
The ALICE Receptionist Process
Step One: Get In Touch With Our Team If you’re ready to transform your visitor check-in system, start by reaching out to our team. (link) We are available by phone, email, or contact form, giving you plenty of different options when it comes to getting in touch. No matter which method works best for you, we’ll be ready to help get you going!
When you first reach out, we’ll speak with you about exactly what you’re looking for and what your business does. This conversation lets us get a clearer picture of which services and packages might work best for your team. We’ll also allow you to ask us any questions you might have about our service, clearing up any items of importance, and preparing you for your new system!
Step Two: Receive A FREE Quote For Services
No one wants to dive straight into a contract without understanding the costs and benefits. That’s why we put together a 100% free, no-obligation quote for our services. After your first conversation with us, we’ll sit down and look at our data and start creating a quote for your business.
We know that every office is a little different, so we customize each package. That way, you don’t get charged for services you don’t need, and additionally, you don’t miss out on any potential opportunities!
Step Three: Setup & Implementation
Once you’ve signed your agreement, we jump right into action! We’ll put together your technology package and ship it out to your office. Every piece of equipment is shipped out as quickly as possible, ensuring you can get your new software up and running quickly. When the technology arrives, our team will get in touch with you to help you get everything organized and put together!
Usually, at this time, we receive questions about set up fees and potential training costs. We are pleased to inform you that at no additional expense to you, we assign a dedicated support agent who will remotely guide you through the set-up process and answer any questions you may have as you get everything working correctly. This resource will also be available to provide product training and help troubleshoot any issues that arise, ensuring you’ve been set up for success!
Step Four: System Launch
Now that we’ve set up your technology and it’s ready to go, it is time to get to work!
Once live, our support team is available to guide you through any questions and ensure that things are operating smoothly. Armed with tips and tricks and a collection of best practices we’ve assembled from clients over the years, you’ll find a great resource of information and assistance in your ongoing support team.
Know that you’ve got the ALICE Receptionist team on your side ready to help you with any aspect of your new lobby management set up.
We’re Your First Choice For Virtual Lobby Management Software
We’ve been serving clients in the USA and worldwide for years, helping them effectively manage visitors and keeping their front office running smoothly. When you decide to work with our team, rest assured that you have the full support of one of the top virtual assistant solutions in the nation.
Change The Way You Manage Your Visitors
Start running your lobby more efficiently, effectively, and productively. Reach out to the team at ALICE Receptionist to learn more today.
Step into the future with a virtual receptionist.
Contact our sales team today: 888-914-8921
Contact our sales team today:
ALICE Receptionist’s motion-activated system welcomes your guests with friendly, intuitive messages and easy to use touch controls.
Step into the future with a virtual receptionist. ALICE features advanced communications options for connecting visitors with your team, whether they are at their desk or on the road.
Managing your lobby has never been easier than with ALICE Receptionist. ALICE provides powerful, easy to use visitor registration and visitor induction screens.
From remote visual verification to registration, ID validation, database screening, and visitor reports, ALICE offers many options for verifying visitors during the check-in process.
ALICE provides the ability for interactive information. Since the ALICE screens are touchscreens, visitors and guests can fully interact with a multitude of content. Common uses include include interactive maps, web pages and forms.
No other visitor management company is as connected when it comes to communication protocols.
Whether at the office or on the road, ALICE provides multiple ways to connect visitors with employees, making visitor management a breeze.