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. It’s a completely branded (white-label) tablet app that automates and streamlines two of the main receptionist processes:
Let’s first take a quick look at the benefits of having a reception app. Then, we’ll briefly explain the app’s functionality.
We’ll be also making a live demo of the app during our upcoming Product Update webinar on Nov 19th, so don’t miss signing up! 😉
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.
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 and email address. Then, they have 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 visitors and pre-registered visitors go through the quick registration process by simply entering their email. 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 (through the 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, both new and returning visitors have to 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.
Members of the space can quickly and easily check-in and check-out of the building 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” are already checked-in the building.
Depending on the configuration of the system, the check-in process can subtract day passes from the member 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.
With very minimal configuration, the Reception app inherits all the theming setup for the other OfficeRnD member apps that you are using. The background of the app is customized for your brand. It will automatically pick:
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 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.
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 at firstname.lastname@example.org so we can activate it for you and help you to set it up.
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! 🙂
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