Visitor Management System
Softweb's Front Desk Assistant is an efficient visitor check-in and management system that can be customized for your company or organization. Imagine the resources saved by allowing the customer or contractor to use an automated system to announce the purpose of their visit. The host to the visit can be alerted directly, reducing stress, communication issues and time with office personnel. Valuable data will be collected from visitors including name, phone numbers, e-mail addresses.
Managers will be able to track the frequency of visitors, the purpose for their visits, wait times, complaints and more with our easy reporting system. Office staff can reduce customer confrontations with our visitor complaint filing system which will send the electronic complaint directly to the complaint or management office, allowing unsatisfied customers and situations to be dealt with efficiently with minimal personal contact.
Security and visitor tracking and customer confidentiality will be increased with our visitor badge system, increasing safety for employees and visitors while decreasing liability issues for the company. Our visitor badge system can be printed directly at the kiosk station or be monitored by office staff at the front desk to ensure security procedures.
Softweb's Front Desk Assistant offers additional add on features such as correspondence tracking and customized screens to suit your company's needs. Our staff will work directly with you to ensure that we create the best application for your environment and budget.
Context, Solution, Results
Traditionally speaking visitors have been using a sheet of paper to “check-in,” the so called visitor log-book. This process has several issues such as trying to decipher handwriting, lack of confidentiality, inefficiency, and minimal traceability.
The SWC automated visitor management system can accurately and quickly capture the guest's data, pictures, signatures, compare against security check list, print customized badges, pre-register, notify host, create custom reports and more.
Our front desk kiosk can increase efficiency at the front desk, streamline the check-in process for customers, contractors, and others, provide an audit trail, manage visitor wait time, improve security and add visitor agreements upon check-in.
Visitor Welcome Screen
As your guests and customers arrive at the office they will be greeted with an easy to use kiosk system. The kiosk typically consists of a touchscreen monitor or tablet designed with your company's logo and welcoming information.
- ♦ Simple to use
- ♦ Custom designed
- ♦ Less interruptions
- ♦ Efficient processing
Offer your customers the ease of checking in with minimal disruption for office staff
- ♦ Easy touchscreen application
or keyboard and mouse setup
- ♦ Innovative technology
- ♦ Collect valuable data
- ♦ Provide management with quick reports
The goal of the Front Desk Assistant is to create a pleasant customer service experience and reduce time constraints on office staff by efficiently processing visitors and organizing them into departments or categories, all while the company collects valuable data. A valuable resource for a minimal investment.
Collect basic information using a simple touch screen keyboard. Standard information gathered includes:
- ♦ Name
- ♦ Phone Number
- ♦ E-Mail Address
Additional information, such as organization, municipality or location, gender, age group and more, can be collected if the customer desires. Collecting data enables your organization the resources to learn and the opportunity to improve your customer service.
Alert the reception office immediately as to who the customer is there to see. Send an additional alert directly to the employee that their apointment has arrived and checked in.
- ♦ Collect data on appointment times
and visitor wait times
- ♦ Allow visitors to type in employee name
or select name from a dropdown menu
- ♦ Discourage non-work related visits
Reducing wait times can drastically improve customer relations and provides management with an accurate report of who visitors are there to see and who is managing their appoint times efficiently.
Visitors can file a complaint directly at the welcoming kiosk.
- ♦ Reduce personal confrontations
- ♦ Efficiently forward complaints to proper department
- ♦ Keep accurate records of complaints
This process allows the customer to file the complaint directly to the kiosk which may reduce personal confrontations with office staff. The system then directs complaints to the proper department providing an efficient means to monitor, resolve and track complaints in the hopes of increasing customer satisfaction.
Automatically print a guest badge when the visitors check-in at the Kiosk.
- ♦ Increase security for minimal cost
- ♦ Quick access to the visitor's name allow
encourages a more personable experience
- ♦ Reduces liability on company
The badge can print automatically at the kiosk or at the front desk to be issued by the receptionist. Badges can be customized to match your brand. Requiring all visitors to obtain a badge could enhance security for employees and other visitors, reducing company liability. Requiring visitors to wear a badge also allows employees to address the visitor by name, making their experience more personable and friendly.
Keep a record of incoming correspondence.
- ♦ Keeps a digital record of all correspondence
- ♦ Reduces communication issues
- ♦ Allows messenger to mark additional notes
to aid the message receiver
The correspondence tracking system, allows the receptionist to enter information on all incoming correspondence by clicking on the correspondence button. We feel that tracking correspondence creates a sense of accountability to ensure the messages are relayed in an efficient manner.