Redefining the Reception Experience at BenQ Europe

Modern offices increasingly require reception experiences that are efficient, consistent, and easy to manage. A digital reception replaces manual processes with a clear, guided flow for visitors, while ensuring internal teams remain informed and in control. For BenQ Europe / Benelux, this meant implementing a digital reception solution at their headquarters that reflects their professional standards and supports daily operational needs.

About the Client

BenQ Europe / Benelux is part of a global technology company known for its focus on display solutions, professional monitors, projectors, and visual technologies used across business, education, and healthcare environments. The European headquarters is located in Eindhoven, the Netherlands, and serves as a central hub for regional operations, partners, and internal teams.

The office regularly welcomes employees, partners, couriers, and visitors, making a reliable and structured reception process essential. The reception area at the headquarters serves as the first point of contact and needed a solution that is clear, branded, and aligned with internal communication workflows.

The Challenge

Before introducing a digital reception, visitor handling relied on more traditional processes that required manual involvement from reception staff and employees. This created several challenges:

• Ensuring visitors could easily find the right action without assistance
• Notifying employees quickly and consistently when a guest arrived
• Providing clear wayfinding instructions inside the building
• Managing different visitor types, such as guests, deliveries, and calls, from a single interface

The goal was to centralize these interactions in one intuitive system, without adding complexity for visitors or staff.

The Digital Reception Solution

A dedicated digital reception was implemented at the BenQ Europe / Benelux headquarters, designed specifically for use at the main reception desk. The interface is available in English and follows a simple, guided structure.

Key Features and Characteristics

Clear visitor actions

Visitors are guided through clearly labeled options such as check-in, check-out, delivery handling, calling reception, and general instructions. This reduces uncertainty and speeds up the arrival process.

Wayfinding instructions

Built-in instructions help visitors understand where to go next after check-in, minimizing the need for direct assistance and improving overall flow within the office.

Microsoft Teams integration

The system is integrated with Microsoft Teams, enabling automatic notifications to employees when their visitor arrives. Notifications are delivered through Teams messages and email, ensuring timely and reliable communication.

Employee notifications

Employees receive immediate alerts with relevant visitor information, allowing them to respond quickly and meet guests without delays.

Branded and consistent interface

The digital reception screen reflects BenQ’s visual identity, ensuring a consistent and professional first impression for every visitor.

Results and Impact

The digital reception has improved how visitors are welcomed and managed at the Eindhoven headquarters. Visitors can now complete their arrival independently, employees are informed instantly through existing communication tools, and reception staff experience fewer interruptions.

Overall, the solution has created a more organized, predictable, and professional reception experience that supports both visitors and internal teams.

Conclusion 

The digital reception implemented for BenQ Europe / Benelux demonstrates how a well-designed visitor management solution can simplify daily operations while improving the first impression of an organization. By combining clear on-screen guidance with seamless internal notifications, the reception area becomes more efficient and easier to manage.

If you are considering a digital reception for your headquarters or office locations, now is the right time to explore how a tailored solution can support your team and enhance the visitor experience. Contact us to discuss how digital reception can be adapted to your organization’s needs.