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What Exactly Is a Virtual Receptionist?

First impressions matter when you’re dealing with clients, customers, and even potential employees. Many people will have their first interaction with your business or organization in your front office lobby. You’re going to want to make sure that your first impression counts! 

If you really want to manage your front office like a modern professional, you need to consider getting a virtual receptionist

Virtual Receptionist: Defined 

In its most basic form, a virtual receptionist can do most of your typical front office tasks. However, instead of doing things in-person, these tasks can be automated, handled by someone working remotely or a combination of both. 

A virtual receptionist helps visitors get in contact with their host, schedule appointments, and provide basic information like operating hours, office maps or events.. Some businesses use virtual receptionists alongside their usual front office staff. Others may choose to rely on their virtual receptionist programs altogether, and some try a combination of both. 

The Benefits of Virtual Receptionists

When you’re looking for a visitor management software for your business, you’re going to want something that can count as a comprehensive visitor management solution

Imagine having something that could act as a virtual receptionist, a keeper of company knowledge, and a visitor management program. If you’re having trouble picturing that, let us tell you what an actual virtual receptionist could do to help around the office.  

Provide Customized Greetings 

A friendly hello can be enough to welcome visitors, but if you want to make an excellent first impression, you’re going to want to go the extra mile. 

What if you have a group of visitors that primarily speak French? Does an employee or manager want to greet a client that will be visiting the office when they’re away on vacation?

Imagine traveling far for a business trip and being greeted in your native language or getting a kind welcome message from the CEO. That extra bit of personalization makes all the difference, and the right program can give everyone who visits that experience. 

ALICE allows you to record an array of customized greetings, and its visual detection abilities ensure that people get greeted as soon as they walk in. 

Added Health Safety

As we all return to the office, people will have their concerns about personal health and safety. You may space desks far apart, have ample hand sanitizer, and encourage people to wear masks, but you might also be thinking about what else you could do.

ALICE can give you, your employees, and visitors the peace of mind you need. Our temperature checking feature can screen people for potential fevers as soon as they enter your office. ALICE can even scan people’s faces to make sure they’re wearing a mask.

On top of that, you can choose to display any health and safety policies so visitors can see them before they meet with their host. That, coupled with temperature checking and face-scanning features, make this a truly comprehensive system for people interested in protecting their staff and visitors.

 Improve Security 

When you operate out of a physical location, it is a priority to keep your employees and visitors safe. 

ALICE is part front office worker and part security guard. The system can efficiently check-in visitors,  help with processing groups,  perform driver’s license checks and issue visitor badges. 

You’ll have a running log of everyone that steps foot into the office, along with crucial identifying information. 

Useful Display Screens

There’s bound to be some downtime while visitors are waiting to connect with the people they’ve come to see. Instead of making them resort to looking at their phones, why not give them some important information to improve their visit?

ALICE can show guests a map of your building so they’ll know where they can get a snack or use the bathroom. They can access the company directory if they’re trying to get in touch with someone fast, or view a company calendars to see scheduled events. Show off your latest case study and product redesign by letting them interact with your website. 

A virtual receptionist system can vastly improve your front office displays. Instead of looking at a static screen, visitors can use your virtual receptionist to interact with the content they find helpful. 

Engaging Displays 

Some people reading this may wonder what advantages a virtual receptionist has when they already have a laptop or iPad that they use for front office work.

These solutions may be helpful, but they can also be limiting for people that don’t know how to interact with the tech. They can also easily be overlooked by people that are in a hurry. 

One of the best benefits of ALICE is how noticeable and unmistakable it is. Each device is highly visible and easy to interact with. There won’t be any question over whether or not people should interact with kiosks or equipment. And motion-based greetings draw users to the system.

Find a Truly Comprehensive Visitor Management Solution 

When you’re looking for a virtual receptionist, don’t just settle for something that can do the bare minimum. Find a program that can re-invent your approach to lobby management and give you the tools you need to improve your front desk experience.

Are you ready to talk about potential solutions for your company? Be sure to contact us today to talk about the best way to handle your unique visitor management needs. 


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