Make Your Reception Work for You

Visitor management system designed for effortless check-ins, heightened security, and full compliance.

Built for workplaces, facilities, plant floors, labs, campuses, and more.

Visitor Registration System Standing Kiosk - Digital Reception

 

How does the Digital Reception work?

Digital
        Reception overview image

Digital Reception can be built according to your company's needs and fit almost any situation. Here's an example of how professional Digital Reception works:

Appointment Creation: Create an appointment in the Outlook/Gmail calendar and invite your visitors by entering their email addresses. Include the Digital Reception email among the invitees. 

Visitor Notification: The Digital Reception will automatically send your invitee an email with a unique QR code and PIN (code).

Check-in process: The Digital Reception welcomes visitors and asks them to check in by pressing the check-in button or scanning the QR code if the scanner is available.

Check-in Confirmation: The visitor has been checked in! You will be notified immediately by the chosen method, such as email, SMS, or telephone call, of your visitor's arrival.

Give it a go yourself ↓

Why choose the Digital Reception?

Why do you need a visitor management system at all?

Reduce Your Reception Costs

Automating all reception tasks significantly reduces operational costs. Using our Shared Receptionist feature, we decentralize reception while keeping the human touch.

The Digital Reception is Available Around the Clock

With a digital reception, your business is accessible 24/7, ensuring no visitor is left unattended. This round-the-clock availability enhances customer experience and eliminates the limitations of traditional working hours.

Always Know Who's on the Premises

Access a real-time overview of who is in the building, improving security and ensure a smooth process in case of emergency. Digital logs last as long as needed. 

Tailor-Made Solutions: We tailor the system to fit your organization's needs, whether a unique check-in process or integration with your existing infrastructure, software, or specific process.

Supporting Facts

Save more than 96.5% of check-in time

Our digital reception system drastically reduces the time needed for visitor check-ins, making the process almost instantaneous.

Save up to 40,000 annually

Our system minimizes the need for manual reception tasks, helping you achieve significant cost savings and improving your bottom line.

Tailor your Digital Reception

By now, you should have a better understanding of our standard functionalities. However, the custom visitor management system can be tailored to your company or organization to align perfectly with your working processes. Let's get in touch to discuss all the possibilities.

Professional Support

During your digital journey, we will completely unburden you! We will solve any problems that arise and answer all of your questions along the way. We will  assist you in getting the most out of the visitor check-in software.

Privacy & Security

Privacy is essential! We implement standards to safeguard the process of digitalizing your visitor registration. The GDPR and other regulations ensure that all app functions and data are secure. Store your data as agreed with us, all encrypted and safe.

Hardware for Visitor Management System

We provide standard hardware solutions that are out of the box; you can ask for a brochure. However, we collaborate with top hardware providers to offer options that fit your entrance needs. Whether you need sleek kiosks, durable touchscreens, or custom configurations, we ensure seamless integration with our visitor management solutions, giving you the perfect combination of hardware and software for your business. Or use your tablet setup.

 

 

Features

Professional Features

  • Effortless Check-in: Utilize QR codes, PIN codes, or manual entry for a smooth visitor check-in experience
  • Convenient Food and Parcel Delivery: Simplify delivery requests and track them directly from the reception screen
  • Direct Reception Calls: Instantly connect with reception or designated personnel via the on-screen interface
  • Calendar Integration: Seamlessly integrate with calendar systems for efficient meeting scheduling and management
  • Automated Notifications: Receive email and other alerts for meetings, arrivals, and other events
  • Employee Check-in/Check-out: Streamline employee attendance with easy check-in and check-out options
  • On-Screen Document Signing: Enable visitors to sign documents directly at the reception
  • Document Acceptance: Securely accept and manage documents through the reception system
  • Badge Printing: Print visitor badges on demand

Check out the Professional Digital Reception plan here:


 

Enterprise Features and Integrations

  • Custom Check-in/Check-out: Tailor check-in and check-out processes to meet specific client requirements
  • Automatic Checkout: Automatically check visitors out after a set period
  • Third-Party Integrations: Connect with external systems for extended functionality
  • Card Dispensing: Dispense access cards directly from the reception
  • Secure Building Overview: Provide a secure overview of individuals in the building with PIN access
  • Door and Gate Integrations: Integrate with door and gate systems for complete access control
  • Digital Signage Welcome: Display welcome messages on digital signage
  • Wayfinding and Floor Maps: Integrate wayfinding and floor maps to guide visitors
  • Automatic Call on Check-in: Automatically initiate a call to the host upon visitor check-in

Have a feature in mind? Reach out to make it happen.

What Clients Say About Us

"Digital Reception has completely transformed our client's visitor and employee management process. We can serve clients like never before with client custom wishes, bespoke processes, and interactive additions. Our visitors often comment on how modern and professional our receptions look now."

Jitse Boer

Account Manager, AV & ICT Company

"We've been using Digital Reception for six months, and it's been a game-changer. The seamless calendar integration and on-demand badge printing have made managing visitor and employee check-ins a breeze. Our staff and visitors appreciate the intuitive design and quick check-in process."

Danijel Arsenkovic

Danijel Arsenković

Project Coordinator, Mobile & Web Portal

"Switching to digital reception was one of our best decisions. It has significantly reduced our reception workload and enhanced our building's security. The custom check-in/out procedures and secure document management have been tailored perfectly to our needs. Highly recommend!"

Lucas Berkvens

Lucas Berkvens

Infrastructure Manager, Daiwa House Modular Europe

 

 

Pricing Plans

Digital Reception offers pricing plans to suit your company's needs. Choose from Standard, Professional, or Enterprise plans.

 

General Questions

 

What is a visitor management system?

A visitor management system (VMS) is a technology solution designed to track, manage, and streamline the process of welcoming and processing visitors to a facility. These systems have become increasingly popular in various settings, including corporate offices, schools, healthcare facilities, and government buildings. They serve as a modern, efficient alternative to traditional paper-based sign-in methods.

 
Key Features of a Visitor Management System like Digital Reception

  • Digital Check-In: Visitors can sign in using a digital interface, often a tablet or kiosk, eliminating the need for paper logbooks.
  • Visitor Badges: Many systems can print temporary badges for visitors, enhancing security and identification.
  • Host Notification: The system automatically notifies employees when their guests arrive.
  • Pre-registration: Allows hosts to pre-register expected visitors, speeding up the check-in process.
  • Security Screening: Can perform instant background checks or watchlist screening.
  • Digital Document Signing: Visitors can electronically sign necessary documents, such as NDAs or safety waivers.
  • Visitor Photo Capture: Takes photos of visitors for enhanced security and identification.
  • Reporting and Analytics: Provides insights into visitor traffic patterns and usage statistics.
How does a visitor management system benefit my business?

A visitor management system offers numerous benefits, including :

1. Enhanced Security

  • Visitor Screening: Automatically screen visitors against watchlists or conduct basic background checks.
  • Digital Records: Maintain a detailed, searchable log of all visitors, improving accountability.
  • ID Verification: Capture and verify visitor identification, reducing the risk of unauthorized access.
  • Emergency Management: Quickly account for all visitors in the building during emergencies.

2. Improved Efficiency

  • Streamlined Check-in: Reduce wait times with fast, self-service check-in processes.
  • Automated Notifications: Instantly alert employees when their visitors arrive.
  • Pre-registration: Allow employees to pre-register visitors, further speeding up check-in.
  • Reduced Administrative Burden: Minimize manual data entry and paperwork for your reception staff.

3. Enhanced Professionalism

  • Modern First Impression: Greet visitors with a sleek, tech-savvy check-in process.
  • Consistent Experience: Ensure all visitors receive the same professional welcome across all your locations.
  • Customized Branding: Reinforce your brand with customized welcome screens and visitor badges.

4. Improved Compliance

  • Data Protection: Securely store visitor data in compliance with regulations like GDPR.
  • Digital Agreement Signing: Easily manage and store signed NDAs or safety waivers.
  • Audit Trails: Maintain detailed records for auditing purposes.

5. Valuable Insights

  • Visitor Analytics: Gain insights into visitor traffic patterns, peak times, and frequent visitors.
  • Resource Optimization: Use data to optimize staffing and resources based on visitor trends.
  • Reporting: Generate comprehensive reports on visitor activities for management review.

6. Cost Savings

  • Reduced Staffing Needs: Automate reception tasks, potentially reducing the need for full-time reception staff or completly removing the receptionist role.
  • Paper Reduction: Eliminate the need for paper logbooks and physical documents.
  • Improved Productivity: Free up employee time spent on manual check-in processes.

7. Enhanced Visitor Experience

  • Faster Check-in: Provide a quick, hassle-free entry process for your visitors.
  • Self-Service Options: Allow visitors to check themselves in at their own pace.
  • Multilingual Support: Offer check-in options in multiple languages to accommodate diverse visitors.

8. Improved Employee Experience

  • Timely Notifications: Ensure employees are promptly notified when their visitors arrive.
  • Easy Hosting: Simplify the process of hosting visitors for your employees.
  • Professional Image: Boost employee pride with a modern, efficient workplace.

9. Scalability and Flexibility

  • Multi-location Management: Easily manage visitors across multiple office locations.
  • Integration Capabilities: Integrate with other systems like access control or calendar applications.
  • Customizable Workflows: Adapt the system to your specific business processes and requirements.

10. Health and Safety

  • Contactless Check-in: Reduce physical contact during the check-in process.
  • Health Screening: Incorporate health questionnaires or temperature checks if required.
  • Capacity Management: Monitor and control the number of people in your facility.

 

What types of businesses can benefit from a visitor management system?

Visitor management systems (VMS) offer advantages to a wide range of organizations across various industries. Here's an overview of the types of businesses that can significantly benefit from implementing a VMS:

1. Corporate Offices

  • Benefits: Enhances professional image, improves security, streamlines visitor check-in process.
  • Use case: Managing client meetings, interviews, and contractor visits.

2. Healthcare Facilities

  • Benefits: Ensures patient privacy, manages patient flow, enhances security.
  • Use case: Tracking visitors in hospitals, clinics, and long-term care facilities.

3. Educational Institutions

  • Benefits: Improves campus safety, manages parent and guest visits, tracks student tardiness.
  • Use case: Managing visitors in K-12 schools, colleges, and universities.

4. Government Buildings

  • Benefits: Enhances security, manages citizen services, improves record-keeping.
  • Use case: Processing visitors in city halls, courthouses, and administrative offices.

5. Manufacturing and Industrial Facilities

  • Benefits: Improves site safety, manages contractor access, ensures compliance with regulations.
  • Use case: Tracking visitors and temporary workers in factories and plants.

6. Co-working Spaces

  • Benefits: Manages member and guest access, improves space utilization.
  • Use case: Tracking daily visitors and managing shared resources.

7. Hotels and Hospitality

  • Benefits: Enhances guest experience, improves security, manages event attendees.
  • Use case: Check-in for conferences, managing visitor access to amenities.

8. Residential Buildings and Gated Communities

  • Benefits: Improves resident security, manages guest access, tracks package deliveries.
  • Use case: Processing visitors and service providers in apartment complexes or gated communities.

9. Banks and Financial Institutions

  • Benefits: Enhances security, manages client meetings, ensures regulatory compliance.
  • Use case: Tracking visitors in branches and corporate offices.

10. Technology Companies

  • Benefits: Protects intellectual property, manages NDA signing, improves security.
  • Use case: Processing visitors in R&D facilities and corporate campuses.

11. Retail Headquarters

  • Benefits: Manages vendor meetings, improves security, tracks sample deliveries.
  • Use case: Processing visitors in corporate offices and distribution centers.

12. Sports and Entertainment Venues

  • Benefits: Manages large crowds, improves security, enhances fan experience.
  • Use case: Processing VIP guests, managing media access, tracking event staff.

13. Museums and Cultural Institutions

  • Benefits: Enhances visitor experience, manages group tours, improves security.
  • Use case: Processing visitors, managing memberships, tracking special exhibits access.

14. Legal Firms

  • Benefits: Ensures client confidentiality, manages meeting schedules, improves professional image.
  • Use case: Processing client visits, managing depositions and interviews.

15. Transportation Hubs

  • Benefits: Improves security, manages passenger flow, enhances traveler experience.
  • Use case: Processing visitors in airports, train stations, and ports.

Key Takeaways

  1. Versatility: Visitor management systems are adaptable to a wide range of industries and business types.
  2. Security Enhancement: Across all sectors, VMS significantly improves security and access control.
  3. Efficiency: Regardless of the industry, VMS streamlines the visitor check-in process and reduces administrative burden.
  4. Compliance: Many industries benefit from the improved record-keeping and compliance features of VMS.
  5. Customer Experience: From healthcare to hospitality, VMS can enhance the visitor or customer experience.

By implementing a visitor management system, businesses across these diverse sectors can improve security, efficiency, and professionalism in managing their visitors and guests.

 

Features and Integrations Questions

 

What features are included in each pricing plan?
Our pricing plans offer different features to suit various needs. The Free plan includes basic check-in functionality, while the Professional plan adds features like document signing, custom branding, and integrations. The Enterprise plan offers fully customized solutions tailored to your specific requirements.
Can I integrate Digital Reception with my existing systems?
Yes, Digital Reception can integrate with various systems, including calendar applications, access control systems, and more. The Enterprise plan offers the most extensive integration options using Webhooks or API access, it is seamless integration into any system.
What kind of hardware do I need to use Digital Reception?
We offer standard hardware solutions, but you can also use your own tablet or device. We can provide recommendations and ensure seamless integration with our software.
 

Security and Privacy Questions

 

How does Digital Reception ensure the security of my data?
Digital Reception employs robust security measures, including data encryption, secure storage, and compliance with GDPR and other data privacy regulations.
Is Digital Reception GDPR compliant?
Yes, Digital Reception is fully GDPR compliant, ensuring the protection of visitor and employee data.
What measures are in place to protect visitor privacy?
We collect only necessary visitor information and implement strict access controls to safeguard their privacy. Our data retention policies align with regulatory requirements.

 

Pricing and Support Questions

 

What is the cost of the Professional and Enterprise plans?
The Professional plan is €999 per year. The Enterprise plan is custom-priced based on your specific needs. Please get in touch with us for a quote. Check the pricing page for other details.
What kind of support do you offer?
We offer email and telephone support for all plans. The Enterprise plan includes dedicated account management and priority support.
Is there a free trial available?
Yes, we offer a Free plan with basic features to get you started.
More questions?
Checkout our FAQ page.

 

 

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