Reception

A Pleasant and Efficient Reception

The basic Reception module enables reception staff to welcome visitors quickly, easily, and in a way that feels comfortable for them. Long waiting times and tedious registration processes are avoided, making the experience more pleasant for your guests. With an invitation or a self-registration ticket, reception staff can check in visitors in just a few clicks using the QR code included. The module’s interface is intuitive and can be used without training, supporting fast and secure visitor management. This saves onboarding costs and makes it easy to deploy temporary staff. Optionally, you can take a photo of the visitor via webcam during data entry. The image is stored in the visitor record and adds an extra layer of security when dealing with external guests.

Reception staff also benefit from the ability to assign additional hosts as representatives in the system alongside the original host. This useful feature offers many advantages to everyone involved in the visitor process. For reception staff, having extra contacts simplifies coordination in case the original host is unexpectedly absent and reduces stress by providing a backup plan in advance. Visitors enjoy shorter waiting times and a professional reception thanks to streamlined processes. By assigning additional hosts, you support efficient, flexible, and user-friendly visitor management in your organization.

Fast Data Entry for Registrations

Reception staff can quickly and easily enter visitor data using the intuitive interface, whether or not the visitor has been pre-registered. Whether it’s individual or group registrations, single-day or multi-day visits, editing the data takes little time. If certain visitor records need to be handled discreetly, they can be marked as “Private,” making them inaccessible to other employees. This option can be set as the default for invitations and reception, and separately for self-registration. If needed, a visitor pass can be printed immediately.

The module also offers a smart search function to easily find pre-registrations and visitor records from previous visits. The search is not limited to a specific time period and shows all visits by the selected visitor. This provides reception staff with several advantages:

• Time savings: You don’t need to manually adjust date ranges, as the desired information can be found quickly and efficiently using search criteria.
• User-friendliness: The search function improves usability by requiring fewer clicks and being more intuitive overall.
• Efficiency: Workflows are optimized because visitor information can be found more precisely and with less effort.
• Data protection: All visitor information complies with current data protection regulations and your company’s archiving policies.

The Reception module in the Self-Service interface can be used even more efficiently with the IF-73 table reader or a QR code reader.

A display immediately shows whether guests require a safety briefing, whether they are checked in or out, and whether their scheduled visit time has already passed. This applies to both individual visitors and groups. With filters and configurable information fields, reception staff receive the visitor data that is relevant to them.