Automate Visitor Management with OfficeRnD Flex Reception App

The reception at every coworking or flex space is of high importance. It’s the first touch members and visitors have with your space.

The scope of responsibilities that receptionists have is enormous. Not only should they create a welcoming atmosphere and be helpful to members and visitors but they should also deal with tons of administrative work like managing deliveries, answering the phone, and more.

At OfficeRnD, we believe that you and your staff should have more time to focus on what matters – real human interaction, hospitality, creating a great customer experience. That’s why we put enormous effort into developing the ultimate apps that will automate mundane, repetitive tasks.

And here come the newest bits of our product!

We are excited to present the OfficeRnD Reception app for OfficeRnD Flex. It’s a completely branded (white-label) tablet app that automates and streamlines the main receptionist processes:

• visitor management
• member check-in
• deliveries management

Before explaining the app’s functionality in detail, let’s first take a quick look at the benefits of having a reception app.

What are the benefits of having a visitor management system?

Having a visitor management system allows you to automate a huge part of the mundane tasks at reception. This enables your staff to have more time and energy to focus on enhancing the experience for your customers. It frees room for improving communication and achieving operational efficiency.

A visitor management system also reduces waiting time and improves customer and visitor satisfaction. It helps you create a professional first impression and reinforce your branding. It’s beneficial from a security perspective, too, because it gives you visibility on who’s in your space and when.

Now, let’s dive into the functionality of the OfficeRnD Reception app.

Visitor management

The OfficeRnD Reception app enables new visitors of the space to register on-site and create a profile by entering their information through the app. The app requires the visitor’s name to proceed. Then, the visitor has to choose the person they are visiting from a pre-populated list of members.

Members of the space can also pre-register visitors either separately or during the process of booking a meeting room. The system will then create a profile for that visitor and once they arrive at the space, the registration process will be even simpler and faster.

Returning and pre-registered visitors go through the quick registration process by simply entering their name. Then, the app prompts them to confirm their host or change it. It’s a one-click registration process!

When a visitor registers at reception, the host will be notified via email or push notification (available on the premium OfficeRnD mobile app) that their visitor is expecting them.

You can create specific terms, and conditions visitors should accept before entering the building. If you update them, new and returning visitors must accept or re-accept the new terms and conditions.

Both visitors and members can use the reception app to check out upon leaving the building. If they don’t do it themselves, the app will check out everybody automatically at midnight.

Member management

Members of the space can quickly and easily check in and check out by simply entering their email address.

The system will then display their profile picture and email address and ask them to confirm – “Is That You?”. Members who click “Yes” will be checked in.

Depending on the system’s configuration, the check-in process can subtract day passes from the member’s profile.

As with visitors, members can be asked to accept terms and conditions during the check-in process if those are updated. That would happen only in cases when they haven’t accepted the new terms and conditions through the other OfficeRnD member apps first.

When leaving the space, members can easily check out. If they miss doing this, the app will automatically check them out after midnight.

Deliveries management

The OfficeRnD Reception app enables easy and convenient management of deliveries. The flow is super easy and quick.

The delivery person simply needs to tap Select Deliveries and enter the name of the receiver, and press Confirm.

Then, the receiver will be notified via email and push notification (push notifications are available on the premium OfficeRnD mobile app) that there is a delivery waiting for them.

Once the notification is sent, the delivery person gets a notification on the Reception app screen that the receiver is notified that there’s delivery available for pickup.

Touchless sign-in

Visitors can now sign in to your space without touching the tablet or interacting with the receptionist at your reception.

The Touchless sign-in feature of the OfficeRnD Reception app allows this by scanning a QR code shown on the tablet.

Once the visitor scans the QR code with their phone, a check-in screen opens on their own device, and the flow continues the same way as in the visitor registration.

This feature helps to limit the spread of germs, helps you protect your staff and customers, and allows visitors to escape queues (if any).

Theming and customization of the app

With minimal configuration, the Reception app inherits all the theming setup for the other OfficeRnD member apps you are using. The background of the app is customized for your brand. It will automatically pick:

• The image of the location you’ve selected
• If there is no location image, the background image of the Member Portal
• If there is no location or background image, it becomes a gradient of the background and primary color you’ve selected in your Member Portal theme

You will see your logo positioned on the bottom of the welcome screen. We recommend uploading a white transparent logo for the best effect.

You can also edit the Reception app with custom CSS the same way you can customize the Member Portal. This means that:

• The app will inherit any font customization you do on the Member Portal
• You are able to edit the style of the whole app (Backgrounds, buttons, etc..)
• You are able to customize the Welcome and Thank You texts

Localization and multi-location functionality

The Reception app inherits all active languages enabled for the other member apps and enables users to switch between languages.

Upon setup of the app, the Admin selects the location where the app will be used. Thus allowing the app to create tailored notifications for the hosts on where the visitors are expecting them as well as proper check in reports broken down by location.

How to get the Reception app?

The OfficeRnD Reception app is a paid add-on (see our Pricing page for more info) and is available for both iOS and Android. If you are an OfficeRnD customer and would like to get it, you first need to download the app from the Apple App Store or Google Play.

Then drop us a line so we can activate it for you and help you to set it up.

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P.S. If you are not an OfficeRnD customer, but we got you interested, feel free to book a meeting with us – we’d love to show you around! 🙂