Automate Visitor Management with OfficeRnD Flex Reception App

The reception at every coworking or flex space matters. It’s the first touch members and visitors have with your space, and it sets the tone for everything that follows.

Receptionists carry a lot. They create a welcoming atmosphere and help members and visitors, and they also handle a pile of administrative work: logging deliveries, answering the phone, chasing down hosts, keeping the sign-in sheet current.

At OfficeRnD, we think you and your staff should spend that time on what matters. Real human interaction, hospitality, creating a great customer experience. So we built the tools to take the repetitive front-desk tasks off your plate.

OfficeRnD Visitor Hub is the visitor and delivery management product for OfficeRnD Flex. It’s a branded (white-label) tablet app plus admin tools that automate the main reception processes:

• visitor management
• member check-in
• deliveries management

Visitor Hub replaced the older OfficeRnD Flex Reception App, which was retired in November 2024. If you were using the old Reception App, Visitor Hub is where those flows live now, with more customization and tighter security.

Before the app details, a quick look at why a visitor management system earns its keep at a coworking space.

What is a visitor management system for coworking spaces?

A visitor management system is software that automates how guests check in and out of your space: pre-registration, sign-in on a tablet or phone, host notifications, and a searchable log of who came and went. It replaces the paper sign-in sheet with a digital process.

For a coworking space, that flow gets busy fast. Hundreds of people from dozens of different companies can pass through a single location in a week, more than a manual sign-in book can keep up with.

What are the benefits of a visitor management system?

A visitor management system automates a large part of the manual work at reception. That gives your staff more time and energy to spend on the member experience. It frees up room for better communication and smoother operations.

It also cuts waiting time and improves how visitors feel about your space. It helps you make a professional first impression and carry your branding through the front door. And it helps with security, because you get a clear record of who’s in your space and when, which matters for fire drills, headcounts, and compliance reporting.

Here’s how OfficeRnD Visitor Hub handles each part.

Visitor management

New visitors register on-site through the Visitor app. They tap Check In, choose Visitor, and enter their details: full name, email, and who they’re visiting. Depending on your settings, the host field takes the first few letters or the full name.

Members can also pre-register visitors, either on their own or while booking a meeting room. That creates a profile ahead of time, so check-in on arrival is faster.

Pre-registered and returning visitors go through a quick flow: they tap Check In, enter their name, and confirm. After the first visit, the app saves their confirmation details, so returning guests don’t re-enter everything each time.

When a visitor checks in, the host is notified by email and by push notification in the OfficeRnD mobile app. SMS notifications to hosts are also available as a paid add-on.

You can require visitors to read and accept documents before they enter, such as an NDA or terms and conditions. If you update a document, visitors are prompted to accept the new version.

Both visitors and members can check out on the way out. If they forget, the app checks everyone out automatically at midnight.

You can also build custom flows for different visitor types, such as contractors or vendors, and add custom fields to collect exactly the information you need. Every check-in lands in a visitor log you can export for follow-ups or compliance.

Member management

Members check in and check out by entering their email address on the tablet.

The app shows their profile picture and email and asks them to confirm it’s them. A tap confirms the check-in.

Depending on your configuration, check-in can deduct a day pass from the member’s balance automatically.

As with visitors, members can be asked to accept updated terms and conditions during check-in, but only if they haven’t already accepted them through another OfficeRnD member app.

On the way out, members check out with a tap. Miss it, and the app checks them out after midnight.

Deliveries management

Visitor Hub handles deliveries with a short flow.

The delivery person taps the delivery option, enters the recipient’s name, and confirms.

The recipient is then notified by email and by push notification in the OfficeRnD mobile app that a package is waiting.

Once the notification goes out, the delivery person sees a confirmation on the tablet that the recipient has been alerted. Every delivery is recorded in a log, so nothing gets lost between the front desk and the member’s desk.

Touchless sign-in with QR codes

Visitors can sign in without touching the tablet or waiting for a receptionist.

The tablet shows a QR code. A visitor scans it with their phone, and the check-in screen opens on their own device. From there the flow matches the standard visitor registration.

This keeps queues down at busy times and gives visitors a self-service option that runs on their own phone.

Theming and customization

With minimal setup, the Visitor app inherits the theming from your other OfficeRnD member apps. The background is customized for your brand. It picks, in order:

• the image of the location you’ve selected
• if there’s no location image, the background image of the Member Portal
• if there’s no location or background image, a gradient of the background and primary color from your Member Portal theme

Your logo sits at the bottom of the welcome screen. A white transparent logo looks best.

You can edit the app with custom CSS the same way you customize the Member Portal. That means:

• the app inherits any font customization from the Member Portal
• you can edit the style of the whole app (backgrounds, buttons, and more)
• you can customize the welcome and thank-you text

You can also customize invitation emails, so the branding holds from the invite through to check-out.

Localization and multi-location functionality

The Visitor app inherits every active language enabled for your other member apps and lets users switch between them.

During setup, the admin links the tablet to a location. That’s what lets the app send hosts location-specific notifications about where their visitors are waiting, and it breaks check-in reports down by location. Run several sites, and each one keeps its own visitor log while you report across all of them from one place.

How do I get OfficeRnD Visitor Hub?

Visitor Hub is a paid add-on to OfficeRnD Flex. The tablet app runs on iPadOS (13.4 or newer) and Android (6.0 or newer). If you’re an OfficeRnD Flex customer, drop us a line and we’ll activate it and help you set it up. You can see the full feature set on the Visitor Hub product page.

OfficeRnD Visitor Hub is a branded, white-label solution that automates visitor and delivery management for your coworking space.

Frequently asked questions

What happened to the OfficeRnD Flex Reception App?

It was retired in November 2024 and replaced by OfficeRnD Visitor Hub. Visitor Hub covers the same visitor, member, and delivery flows with more customization and better security.

Is Visitor Hub included with OfficeRnD Flex?

No. It’s a paid add-on to OfficeRnD Flex. Reach out and we’ll set it up for your account.

Which devices does the Visitor app run on?

The tablet app works on iPadOS 13.4 or newer and Android 6.0 or newer.

How are hosts notified when a visitor arrives?

By email and by push notification in the OfficeRnD mobile app. SMS notifications to hosts are available as a paid add-on.

Can visitors check in without touching the tablet?

Yes. They scan a QR code on the tablet, and the check-in opens on their own phone.

Can I collect NDAs or terms and conditions at check-in?

Yes. You can require visitors to read and accept documents like an NDA or terms and conditions before they enter, and prompt them to re-accept when you update a document.

Does it work across multiple locations?

Yes. Each tablet links to a location, notifications and reports are location-specific, and you get unified reporting across all your sites.

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P.S. Not an OfficeRnD customer yet but interested? Book a demo and we’ll show you around. 🙂