Learn more about how to provide the services that your visitor needs 

Impress your visitors by providing a fast and simple way for them check-in via a self service kiosk, while you can focus on giving them a warm greeting.

Bookings ONE

• People would like to enjoy a service quality more than services
• A streamlined visitor experience can increase your business income

Common problems encountered in visitor service 

No matter what type of business you are in, customer service is an important part of your company. If you are trying hard to improve this issue, are you facing the following problems:

•  Have you ever had a problem with improving your visitor service?   
• Do you invest a lot of resources to improve visitor service?  
• Do you buy different equipment to improve the quality of service?  
• Or even just hire a lot of staff for lobby service?     

Why are you still not improving this issue?   The truth is that you provide too many unnecessary services, which may give a negative impression and show customers you don’t understand their needs. If you want to change this situation, you must read the following about the benefits of the visitor management system. 

5 benefits of using a visitor management system to improve visitor service 

 1. Improve the speed and efficiency of visitor registration to leave a good impression on guests 

There’s a lot that reception must do, such as visitor registration, paperwork and arranging the appointment, etc… And most of the receptions have only a few people working. Sometimes if there are too many visitors coming, manpower is a problem, and the working speed will reduce and affect the work’s efficiency. Using the visitor management system (VMS) can serve the customers at the same time, providing a streamlined visitor experience to the visitors. 

The visitor management system will record the guest information, such as the purpose of the visit, and automatically fill in the information next time. Visitors can also register themselves without lining up to waste time. The system also provides the pre-registration function, then people only check whether the information is correct or not when they arrive.   

2. Safe and hygienic visitor registration without touching  

Security

Security is also an important part of an office. Setting the multi-step visitor check-in process is designed to enhance company security but also increases operating costs. Using a visitor management system can increase security without increasing staffing levels.

The visitor management system gives appropriate permissions according to the purpose of the visit and provides a floor plan to guide the guest to the destination. It avoids embarrassing situations such as visitors entering the wrong place or restricted areas.

Moreover, the system can quickly check the details of the guest according to the blacklist and prohibit someone from entering, protecting the other guests from unnecessary nuisance. The system will record guest information but never disclosed it to the public to avoid data leakage.   

Hygienic  

With different outbreaks around the world, people have become more aware of health issues, especially the 2019 coronavirus (COVID-19). Many countries and companies need visitors to show documentation of proof of COVID-19 vaccination, complicating the registration process.

Traditional front desk services involve indirect physical contact with visitors through documentation, which is very dangerous for visitors and staff. The visitor management system eliminates unnecessary physical contact and allows visitors to check-in themselves by using an electronic self-service machine or cell phone.   

Bookings ONE offers a unique visitor registration function—–Mobile Pass. The feature is easy to use, only tap on the sensor with your cell phone. Compared with the QR code, it’s more advanced and intelligent. 

Mobile pass support iOS and Android digital wallet via using iPhone NFC and Google Pay’s Smart Tap, you can easily use our booking service in your mobile device.

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3. Intelligent technology brings positive effects to a company 

An intelligent registration system can present different positive images for companies:  

• Customer-oriented: Using technology for serving customers gives people a sense of high class. A user-friendly system can also show how careful of guests the company is. If you show an image of being customer-oriented, it can leave a great brand image for customers. 

• Professionalism: Systematic visitor registration service can complete the work accurately and avoid the chance of making mistakes, which will not bring unnecessary trouble to the guests, delaying their time and damaging the impression of your company.  

• Distinctive lobby design: The typical image of a lobby is that it has a large service desk or lots of service desks. However, not all the lobbies have a large area, and sometimes there is a lack of chairs and desks for people sitting. Thus, it’s difficult to give people a comfortable feeling, otherwise, it needs to spend lots of money on the design and decoration. 

By using the visitor management system, you can reduce the size or number of service counters, and then you can re-design the vacant space, and the cost-saving can be used to buy different furniture with wireless charging devices to facilitate guests’ work. 

A visitor registration system can make your company look professional and different from traditional customer service. 

4. Check-out experience is important as a part of visitors’ experience  

One of the important issues is the need to return the visitor’s name tag upon departure, it is necessary but not friendly to the guest. The best visitor experience also includes how to convenient the leaving of visitor, not only the beginnings and the process.

Bookings ONE’s visitor management system has an excellent check-out system. If a visitor does not check out within a certain period after leaving the office, the system will automatically do so for the visitor. 

5. Offer a five-star service by reallocating resources 

Sometimes, visitors may choose to arrive early to see how the business works. As mentioned above, when the staff and resources are reallocated, then the staff can focus more on serving customers on behalf of the company, for example by providing one-on-one visitor service or standby near the customers.

You can also provide more considerate service, such as providing a Wi-Fi password or a glass of water immediately when a guest enters the building. Sometimes to chat with the guest to learn more about their needs. Moreover, your company can set up a snack bar and reading area by using the reallocated resource, then visitors can find them through the floor plan in the system. Thus, your company provides a five-star visitor service experience.    

As you can see, the benefits of using a visitor management system are numerous and can immediately improve the visitor experience for your business, so there is no need to invest resources in improving the quality of service. In addition to giving visitors a different experience, Bookings ONE’s visitor management system offers a new management experience for business system administrators.  

New management experience by using Bookings ONE visitor management system 

Bookings ONE, one of the best visitor management systems, not only facilitates visitors but also provides different functions for administrators, taking into account their needs.  

• Data Analysis: The system saves different information such as visitors’ purpose, the total number of visitors or the no-shows’ visitors, and the data shown on charts. Managers can analyze the data to understand more about the needs of the guests so that they can decide on table plans to provide different services to the guests.   
  
• Alert function: When the guest has finished checking in, the system will send a message to remind the manager that the guest has arrived, so as not to leave a negative impression by treating the guest late. In addition, when you send the invitation email to the guest, you can also set up a questionnaire in the email to ask about the visitor’s needs, to prepare for the visitors’ arrival in advance.  

• Report issue’s function: You can record what equipment or room is under maintenance in the system, and all managers can check the information through the system and solve the problem before the visitor arrives. The administrator can also remove the usage permission of the equipment or room to avoid the embarrassment of visitors not being able to use it.   
  
• Multi-channel visitor invitation: Bookings ONE’s visitor management system allows you to send invitations to guests via email, SMS or WhatsApp.  

As you can see, Bookings ONE’s visitor management system is a user-friendly system, considering the needs of both visitors and administrators. If you want to improve your visitor experience, contact us now.   

ONEs Software now has a dedicated page to introduce a series of smart office measures to help you solve problems. You may wish to go to https://ones.software/hybrid-workspace/ for further reference. 

Website: https://ones.software/ 
Email: hello@ones.software 
Tel: (+852) 5538 3410