APPLICATIONS

Digital reception assistant: upgrade your front desk experience

A modern digital reception app made to save time, enable workplace compliance, and position your lobby for a great first impression.

 

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digital reception
digital reception

Trusted by organizations worldwide

 

Trusted by organizations worldwide
 
Bitdefender
Bitdefender
Robalino
Cerved
Saipem
Dedalus
Asee
Jigsaw
Focus
Columbia University




















How does a digital reception app work?

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Visitor check-in

Visitors use a digital kiosk or tablet to register their visit, entering details like name and meeting purpose, and may receive a visitor badge.

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Host notification

The digital reception system instantly alerts the host about their visitor's arrival via email, text, or internal messaging.

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Management and reporting

Visitor data is logged for security and analysis, supporting reports on traffic and ensuring authorized access.

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Manage visitor traffic

A digital visitor sign-in form can be completed 3 times faster than the traditional hand-filed sheet. Don’t keep your guests huddling at the reception: manage influxes of people with a straightforward visitor registration system.

Manage visitor traffic

A digital visitor sign-in form can be completed 3 times faster than the traditional hand-filed sheet. Don’t keep your guests huddling at the reception: manage influxes of people with a straightforward visitor registration system.

Digital Reception
spacer
manage visitor traffic
visitor management

Keep your workplace safe and compliant

Upgrade the visitor registration process with a short compliance questionnaire which allows you to capture information necessary to stay in line with health, privacy, or security regulations.

Keep your workplace safe and compliant

Upgrade the visitor registration process with a short compliance questionnaire which allows you to capture information necessary to stay in line with health, privacy, or security regulations.

Digital Reception
work-compliant
workplace safety and compliance

Provide a hassle-free check-in experience

Facilitate the daily employee check in routine with digital reception software. They can confirm their presence at the office in a blink, by simply scanning a unique QR code.

Provide a hassle-free check-in experience

Facilitate the daily employee check in routine with digital reception software. They can confirm their presence at the office in a blink, by simply scanning a unique QR code.

Digital Reception
hassle-free
visitor check in

Book desks and rooms straight from the reception

Offer your employees the flexibility to book desks or meeting rooms directly from the lobby area.

Book desks and rooms straight from the reception

Offer your employees the flexibility to book desks or meeting rooms directly from the lobby area.

Digital Reception
map 1300x507
welcome to our office
desk booking from reception

Your branding-friendly configurable interface

Looks aren’t everything, but they are important. Knowing that, we made the YAROOMS digital reception system's UI easily configurable so you can welcome visitors with a touch of your brand.

Your branding-friendly configurable interface

Looks aren’t everything, but they are important. Knowing that, we made the YAROOMS digital reception system's UI easily configurable so you can welcome visitors with a touch of your brand.

Digital Reception
branding
bitdefender visitor management
cerved visitor management

Clients that use this solution

Insights to get you started

Choosing the right digital reception system is no small feat. We collected a
couple of insightful resources to help you identify your needs and navigate
the sea of options. Continue your research:

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lobby kiosk device

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Digital reception: FAQ

Answering the most popular questions about modern digital reception applications.

What is a digital reception?

Digital reception refers to using technology to manage and streamline welcoming and registering visitors at an organization or facility. This modern approach replaces traditional receptionist duties and manual sign-in methods with automated systems, typically involving digital kiosks, tablets, or software applications. Visitors can check in by entering their details into the system, which notifies the relevant personnel of their arrival. Digital reception systems enhance security by keeping a digital log of all visitors, supporting compliance with data protection regulations, and improving the overall visitor experience by reducing wait times and streamlining the registration process. These systems are adaptable to various settings, including corporate offices, educational institutions, healthcare facilities, and public buildings, offering a more efficient, secure, and professional front-office solution.

What is a digital reception system?

A digital reception system is a modern solution designed to automate and streamline the visitor management process at organizations and facilities. Replacing traditional, manual sign-in books with digital kiosks or tablets, visitors can self-register their arrival, capturing essential information such as their name, affiliation, and the purpose of their visit. This technology not only enhances the efficiency of the check-in process but also significantly improves security and data management. It provides real-time notifications to hosts about their guest's arrival, facilitates better resource allocation, and generates detailed reports for analysis and compliance purposes. With its ability to manage visitor data effectively, a digital reception system offers a more professional, secure, and welcoming front office experience.

What are the benefits of digital reception systems?

Digital reception systems offer many benefits that streamline visitor management and enhance an organization's overall efficiency and security. Here are some key advantages:

  1. Improved Visitor Experience: Digital reception systems provide a fast, intuitive check-in process, reducing wait times and making a positive first impression on visitors.
  2. Enhanced Security: By digitally logging every visitor, these systems ensure better control over who enters and exits the facility, supporting enhanced security measures and easier tracking in an emergency.
  3. Data Accuracy and Privacy: Automated data entry reduces the likelihood of errors and ensures visitor information is captured accurately. Moreover, digital systems adhere to privacy regulations more effectively, safeguarding sensitive information.
  4. Efficiency and Productivity: Automating the reception process frees staff members to focus on more critical tasks, increasing overall productivity. It also streamlines visitor notification and management, reducing interruptions.
  5. Compliance and Reporting: Digital reception systems facilitate compliance with legal requirements by securely storing visitor data. They also provide detailed reports on visitor traffic, which can be invaluable for planning and resource allocation.
  6. Scalability: These systems can quickly adapt to growing visitor numbers or changing business needs, making them a long-term solution for organizations of any size.
  7. Cost-Effectiveness: Over time, digital reception systems can be more cost-effective than traditional reception services by reducing the need for dedicated reception staff and improving organizational efficiencies.
  8. Customization and Branding: Many digital reception systems offer customization options, allowing organizations to tailor the visitor experience to reflect their brand identity and values.
By leveraging these benefits, organizations can enhance their security and efficiency and provide a modern, welcoming environment for all visitors.

What is a lobby kiosk?

A lobby kiosk is a smart touch screen kiosk usually placed in the reception area. It brings together the desk booking and meeting room booking software, visitor screening and employee check-in functionalities for a smooth workplace experience.

How do I choose a digital reception app?

Choosing the right digital reception app involves considering several key factors to ensure it meets your organization's specific needs.

Start by assessing the app's ease of use and interface design; it should be intuitive for visitors of all tech proficiencies.

Security features are crucial, so look for apps that offer data encryption and compliance with privacy regulations.

Integration capabilities are critical; the app should seamlessly connect with your existing systems, such as email, calendars, and internal communication tools, to facilitate smooth notifications and scheduling.

Scalability is another consideration, ensuring the app can grow with your organization and handle increasing visitor volumes.

Lastly, evaluate the app's customer support and training resources to guarantee you have the assistance needed for a smooth implementation and ongoing operation.

By carefully examining these aspects, you can select a digital reception app that effectively enhances your visitor management process.

Why is visitor management important?

A visitor management system is important for a number of reasons. This includes the ability to schedule employees' time, monitor location and communication between staff members, ensure that visitors are properly credentialed or otherwise authorized before allowing them access into restricted areas, and more. For many organizations, visitor management is a key factor of running their facilities efficiently which can ultimately lead to an increase of productivity from employees.