Best Apps for Office-Building Visitor Management

As we emerge from a pandemic, more and more of us are heading back into workplaces, including offices, for those all-important face-to-face meetings and to be successful at our jobs. However, even before Covid-19, many workplaces struggled to manage their visitor process efficiently, still relying on old-fashioned systems to check in and provide access. Before a visitor comes to the office, a good way of preparing early is to send out calendar invites, many of which can now be linked to workplace management systems. This helps to understand how many visitors are expected daily and what time they’ll be in the building. Booking an office workspace is also crucial beforehand to ensure that there are enough desks available. The Envoy app is a reliable tool to use here, helping to digitally manage the visitor booking system. 

There’s also plenty that companies can do to make the actual visitor check-in process smoother on the day. A large business may have dozens of visitors coming through their doors daily, so welcoming them with an effective check-in process will not only make it easier on your reception staff but also show that you run a successful business. Because you’ve already handled the workspace booking beforehand, your visitor will know exactly where they are working and who they are meeting. It’s a good idea to hand them a security pass so that others know who they are, and they’ll probably want to connect to your internet network. Consider setting up visitor wi-fi, giving them a temporary connection without putting strain on your employee network. 

When your visitors are present in the office, you want to make them feel productive and empowered to go wherever they need to without hand-holding. Granting your visitors certain access privileges can have its benefits, one of those being that they don’t need to ask for particular doors to be opened to get to the restroom. Using access by phone system, such as OpenPath, is a seamless process and will grant your visitor access to the doors they need to open and the spaces they need to be in, just by using their smartphone. It all ensures they have a more productive session. You also need to ensure that the visitor check-out process is just as smooth as checking in. The last thing they want at the end of a busy day, when rushing for the train or to beat the traffic, is to have a complex procedure to leave the office. A smooth process will undoubtedly give them a good impression of the place!