Webinar Recap: Transforming Guest Experience with OfficeRnD Visitor Hub

The guest experience is a real part of the modern workplace, whether in coworking spaces or corporate offices.

In our webinar “Treat Your Guests as VIPs with OfficeRnD Visitor Hub,” we covered how operators and workplace teams can use visitor management technology to create secure, personalized check-ins.

OfficeRnD Visitor Hub is a visitor and delivery management solution that automates check-ins, notifies hosts, and records visitor data for OfficeRnD Flex and OfficeRnD Workplace.

Here’s a recap of the key points, plus the full list of audience questions and answers from the session.

Why does visitor management matter for first impressions?

First impressions in the workplace matter. Whether you’re greeting a new client, a potential partner, or a casual visitor, that first interaction sets the tone for the relationship.

Manual visitor management relies on logbooks and spreadsheets. That’s slow and error-prone, especially when the front desk gets busy.

During the webinar, Miro Miroslavov, CEO and co-founder of OfficeRnD, walked through the Visitor Hub and how it removes that manual work.

With a focus on automation, the Visitor Hub was built to simplify guest check-ins, customize branding, and ensure secure data collection.

Built over four years, Visitor Hub has grown with the needs of coworking spaces and corporate offices, and Miro noted it powers over 3,000 buildings worldwide.

Miro also pointed to how well it adapts across different environments, from a single reception desk to multi-location operations.

How Norrsken House Barcelona uses Visitor Hub

One of the more useful segments was a case study from Histeven Peruggi, House Operations Manager at Norrsken House Barcelona.

Norrsken, a European non-profit with busy coworking spaces, was managing around 1,000 daily visitors, many of them not pre-registered.

After adopting the OfficeRnD Visitor Hub, Norrsken cut down its visitor process fast.

The new system reduced registration times to a mere 10 seconds, significantly improving both security and efficiency.

That let staff handle high visitor volumes and gave them usable data for tailoring guest experiences and generating leads.

With Visitor Hub, Norrsken updated its visitor policies, customized workflows, and improved day-to-day operations while treating each visitor as a valued guest.

Which Visitor Hub features improve the guest experience?

The webinar covered several features of the OfficeRnD Visitor Hub that shape the guest experience:

• Fast check-ins: For Norrsken, visitor check-ins went from a slow manual task to a 10-second interaction.
• Customization: Add your branding, colors, logos, and personalized messages so every guest arrives to a space that looks like yours.
• Security and compliance: Collect the guest information you need, including document signatures and opt-ins, so you stay compliant and keep the space secure.
• Corporate integration: Connect Visitor Hub to your other tools, including CRMs via API. Collect opt-ins, follow up on visits, and track potential leads.

How do you treat guests like VIPs? Personalization

Most of the discussion came back to personalization. A VIP experience doesn’t start at the door. It starts with the preparation before the guest arrives.

From instant check-ins to branded kiosks, OfficeRnD Visitor Hub lets you customize every touchpoint so guests feel expected and welcome.

That improves satisfaction and makes it more likely a one-time visitor becomes a long-term client or member.

What’s on the Visitor Hub roadmap?

Momchil Blaskov, Product Manager at OfficeRnD, outlined the roadmap discussed during the webinar:

• Visitor photo capture: For added security and a smoother check-in.
• Badge printing: Useful for large corporate offices.
• Deeper CRM integrations: To make follow-up and lead generation easier.
• Access control integration: Granting building access tied to the length of each guest’s visit.

Some of these have since shipped or moved into active development. Check the Visitor Hub help center for the current feature list.

Webinar questions (plus answers)

The audience asked a lot of good questions. Here they are with the answers given.

Do you have to re-download the OfficeRnD app to see the update?

You have to download the Visitor Hub app. You can do so here and here.

Can members be notified over SMS when a guest arrives to see them?

Yes, SMS notifications are available as an add-on.

Does the visitor to the event need to be a registered member to check in for the event?

No, it can be an external visitor or someone who isn’t a registered member.

We manage a community coworking space and an event space. We have the general community and registered members walking into our space daily. So, I am wondering if guests to the events need to be registered with the app to capture their data.

They can be either preregistered or not. In both cases, when they come to the app they can register, and you can record them in the Visitor Log and export them.

What sort of external queries or API accessibility will be available with Visitor Hub and the data within? Will the API documentation be updated to a 2.0 version with this new functionality?

We’re reviewing the new API needs (more details are very helpful to us). We’re developing version 2.0 of our public API and will take your feedback into account.

Does the SMS notification require your members to have their phone saved?

Yes, we need the member’s phone number to send the SMS.

Can the visitor data be integrated with Salesforce?

It isn’t a native integration at the moment, but it can be done via the API.

For large events, is there a way to pre-register people?

Yes, you can import all attendees in bulk. Here is the help article.

Does the service offer post-event feedback from guests (especially unregistered guests)? We typically ask for feedback on improvements and what other programs they’d like to see. It’s also a chance to engage and convert unregistered guests.

Not at the moment. It’s something we’re exploring.

Is there a way to export visitors so I can see who visited in the past?

Yes, you can export all visitors. Go to the Visitor Log and click Export.

Will there be a way to customize the timeframe for the Visitor Log? Can we search past visitor logs rather than just those registered for the coming month?

This is available now. Go to the Visitor Log, find the Arrival Time column, click the 3 dots, and filter. It’s unlimited in the past or future.

We’re a locked facility. Can the visitor app provide building access to guests of events/reservations?

Not at the moment.

I updated the visitor form on the admin page but it’s not pushing through to the app. Any tips?

Download the new Visitor Hub app to get the latest changes. You can find the links here and here.

Will you be sharing the price breakdown on all of the elements?

Check with our Customer Success team for details. Contact them at [email protected].

Can we schedule a demo? What are the next steps to see more?

Yes, please schedule a demo here.

We have office rentals, coworking, and business event rental space. Is this for visitors to the space to use as coworking, visitors to our various office tenants, visitors for outside business events, visitors to our own events, or all of the above?

Yes, with custom flows, buttons, and fields, you can use it for all sorts of visitors. Here are more details.

If visitors are pre-registered and there is already secure access integrated, can the visitor be sent a time-limited digital key?

Not at the moment. It’s something we’re looking into.

We just migrated to Brivo Access. We have an iPad mounted outside facing the street for guests to check in. Members are expected to let them in, but we’re looking for ease of access and to provide door credentials to invited guests. Any thoughts?

This isn’t possible at the moment. It’s something we’re looking into.

We love the badge printing idea. What will the printing process be, and what compatible hardware is necessary?

You’ll need a Brother badge printer, model Brother QL-820nwb.

Will Visitor Hub have real-time integration with HubSpot?

This is something we’re looking into.

Can I export visitor logs from the past? When I go to Visitor Log > Export, I’m only able to export today’s visitors. I don’t see where I can adjust the date range.

This is available now. Go to the Visitor Log, find the Arrival Time column, click the 3 dots, and filter. It’s unlimited in the past or future.

Will badges include B&W or a color replica of the visitor’s photo on the badge?

Badges print in B&W, with or without the visitor’s photo based on what you prefer.

Will there be a feature that assists with not having to manually select the conference room assigned to each tablet every few days? When we select the conference room, it populates for a few days. Is this because it times out?

We’ll share this with our team and review the tablet-to-room assignment behavior.

Any platforms that you’re planning specific integrations with? (HubSpot, Salesforce, etc.)

This is something we’re looking into.

We are using Salto for access to the coworking space and meeting room. Does the Visitor Hub allow the guest to access our Salto access gate or door?

Not at the moment. It’s something we’re looking into.

In the near future, do you intend to ease the process of registering external visitors that aren’t linked to a meeting room? Presently, a user has to go through “Account” and then find the “Visitors” tab, which isn’t the most user-friendly option.

We’ll share this with our Design team and discuss improvements in this area.

How much is this add-on, or is it included with OfficeRnD Flex?

It’s a separate add-on. For pricing details, contact [email protected].

Great to hear about the delivery system. How can that work with something like Piloto or SphereMail? Do you plan on implementing a complete mail management system?

Not for the time being. It isn’t on our short-term plans.

What additional equipment is required? A tablet at our entry points?

Yes, you’ll need a tablet and a stand. Here is an article with all the details.

If a visitor is coming into our office, can I add several members so they receive the SMS or email together?

Not at the moment. It’s something we’re potentially looking into.

Do you use Twilio as the SMS provider? If so, can we use our phone number?

We use Amazon. Here are the details of how the SMS notifications work.

Is the OfficeRnD Visitor Hub app available for mobile devices?

It’s available on tablets. Here are the recommendations.

Are there plans to have this software in other languages besides English?

Yes, you can add multiple languages. Here are the details.

Turning visitors into VIPs

The OfficeRnD Visitor Hub changes how you welcome a guest.

With fast, digital check-ins, personalization, and built-in security, you can make guests feel valued from the moment they arrive.

From coworking spaces hosting hundreds of members daily to corporate offices handling high-security clients, Visitor Hub gives your team the tools to make every guest’s visit efficient and memorable.