Your reception area is the first point of contact when clients enter your building, and it’s essential you give them the best possible impression of your business.
If you have a busy lobby, your reception staff will be busy, queues can form, and customers can be inconvenienced. Fortunately, with the advancements in technology, you can now have a virtual receptionist service that can streamline your introductory processes and provide the ultimate client experience as soon as guests walk in the door.
Let’s dive in and learn about five crucial benefits delivered by ALICE virtual receptionist service.
1. Health Screenings
Health screening can be an important step for looking after both your clients and your employees. ALICE receptionist can recognize if a visitor is wearing a face mask, and also take temperature readings. In addition, you can create custom health questionnaires for customers to complete before they enter the building.
The system can then advise your clients of any additional steps they may need to take. This is a rapid process that allows your staff to keep a safe distance from anyone who could present a risk to their health. Your visitors may also appreciate this health and safety feature, as they’ll know everyone in your office will have followed the same procedure.
2. Fast Track Check-In
Your reception staff is already busy answering phones and dealing with other tasks, which can slow down the check-in process. This can frustrate busy clients who are in a hurry to have a meeting with your employees before they carry on to their next appointment.
ALICE virtual receptionist allows you to pre-schedule guests who are visiting your business. These clients can then easily announce their arrival by scanning a QR code. Or they could key in a visitor code supplied by the system via email prior to their arrival.
Should your clients be in a rush, they can also review the induction materials in advance. This allows them to move seamlessly through your lobby and on to their meeting in a matter of minutes. ALICE can even take a photograph of your customer as they stand in front of the screen. The system will then add the image to their visitor pass to further speed up the booking-in process.
3. Employee Notifications
ALICE virtual receptionist will also alert the relevant employee when their client has completed the check-in process. This notification is sent automatically, so there is no need for another staff member to let their colleague know a visitor is waiting. Employees don’t even have to be at their desks, as ALICE receptionist can send notifications by email, text, or even via Slack.
Although this may save just a couple of minutes at a time, this can add up to thousands of hours over an extended period. Your reception staff can then use this time to get on with other work.
Should a visitor wish to talk to your employee before they meet, there is also an option to make video and audio calls directly from the touch screen. This can be an excellent option should a client unexpectedly have to leave the building as they can still make contact with your employee.
4. Visitor Documentation
Alice receptionist can verify visitors using the ID scanning feature. The system can then provide guests with all the relevant documentation required before they can enter the building.
This could be important in a situation such as needing visitors to confirm they have read your health and safety procedures. In this scenario, ALICE can automatically request they sign a form which you can then keep on record.
You can also add custom surveys for guests to complete which can identify if you need to take any special measures for their visit. For example, this could occur if you have an area of the building that has restricted access, and a visitor could be having a meeting in that location.
Their survey answers would flag up this fact and send an alert to an appropriate member of staff who can provide them with access to their meeting room. As these surveys will be stored on your ALICE receptionist system, you can design them once, but use their time and time again.
ALICE receptionist will also print off a visitor badge. This can contain relevant information such as name, organization, and check-in date and time. This will all happen quickly and remove the risk of human error during the boking-in process.
5. Interactive Features
One of the most overlooked virtual receptionist jobs is to raise your business’s customer service levels. When using ALICE receptionist, you can give your clients access to local weather and transportation information, helping them to plan their onward journey. You could also provide welcome messages, employee directories, and even maps of your building layout.
These are all tasks that could take up a huge amount of an employee’s time. However, your ALICE receptionist can impress your clients 24/7, 365 days a year, without ever getting tired.
Learn More About ALICE Virtual Receptionist Service
The ALICE virtual receptionist service can have a transformative effect on how you greet and interact with your clients. You can reassure customers by providing health screenings to everyone who enters your building and streamlining the check-in process to avoid delays.
You can also provide clients with all the information required to ensure they have an efficient and pleasant visit to your offices. The best bit is you can customize our software to meet your requirements, and trial our system to see how it can work for your business.
For more information about ALICE virtual receptionist, and to get a free quote, contact our friendly team today.