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 they arrive.
ALICE sends email confirmations to your guests along with a unique code they can use to pre-fill their personal information before they sign-in.
Visitors can review materials ahead of their visit using the pre-check-in. From a browser on their PC or mobile device, they can verify their personal information, sign documents, answer survey questions, watch induction videos, review office policies, and more.
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 can also have their temperature checked. If they have an elevated body temperature, they will be informed they cannot complete the visitor check-in process and will be asked to reschedule with their host.
ALICE can present a list of health and wellness questions to the visitors during the visitor sign-in process. If a user is flagged based off a response, they’ll be prevented from check-in through the self-service kiosk and asked to reschedule with their host.
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.
Face Mask Verification
ALICE will verify that visitors are wearing a face mask during the check-in processes. If they are not wearing a face mask, ALICE will inform them one is required to enter the building.
With Temperature Check, ALICE utilizes its thermal camera to scan the visitors and determine their body temperature. If the temperature exceeds the configurable acceptable temperature range, they will be informed they can not complete the check-in process due to an elevated body temperature.
ALICE can present a list of health and wellness questions to the visitors during the check-in process.
Registered visitors can Fast Track check-in by simply scanning a QR code or typing in their visitor code that was provided from the ALICE system.
Groups who are checking in together can have one individual check in the entire group using a single code.
Guests 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.
Pre Check-In Guests
Pre-scheduled guests can review materials before their visit using their PC or mobile device.
ALICE can collect a photo of the guest as they check in. The guest’s photo is included on the visitor badge when printed.
With the ID Scanning feature, ALICE is able to scan a guest’s government ID (Driver’s license). ALICE can validate the ID and use the information collected to fill in the check-in form.
With the Visitor Screening features, ALICE can screen visitors against the US Consolidated or Private screening list and prevent flagged guests from completing a self-check-in. The system will alert a designated employee that a visitor was found on the screening list.
When guests check-in, ALICE notifies employees by either a mobile text message, email, or Slack notification.
Live Video/Audio Call Notifications
When visitors use the Employee Directory, they can call an employee directly. Employees can receive 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 organizations who need to present safety information or other types of video content before visitors are allowed in the building.
Custom check-in surveys can be created, with certain answers flagging individuals and alerting staff.
Acknowledgment valid till
Both induction documents and videos can be assigned a period for which the visitor’s 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:
Visitor management is essential for organizations looking to promote safety, security, and compliance. By requiring visitors to sign in and tracking their movements while on premises with real-time location monitoring, companies can ensure the well-being of both guests and employees alike – all while meeting legal documentation guidelines as required by law.
Visitor management helps organizations make informed decisions and create a hospitable atmosphere. Through data collection and analysis, businesses are able to gain deeper insights into visitor traffic activities while providing their guests with an efficient check-in process that ensures they have a positive experience from start to finish.
Visitor management systems typically collect important pieces of information including the visitor’s name, company name, the reason for their visiting, a photo ID, and a signature. Our visitor management software can be programmed to request additional information from guests such as their email and citizenship.
Visitor identity can be verified using a government-issued photo ID such as a driver’s license or passport. Some systems may also use biometric ID verification such as fingerprints or facial recognition.
Yes, many visitor management systems can be integrated with other systems such as access control or security cameras.
The length of time visitor information is stored depends on the specific system and the regulations in the organization’s industry or location. Some systems may store information for a few days, while others may store it for years.
Yes. Visitor management systems have evolved to provide greater flexibility and convenience. With cloud-based software and systems, organizations can access their visitor system from any device with an internet connection, allowing for easy remote check-in and efficient control of visitors.