Make your front desk more efficient with our list of the top receptionist software tools for 2023.
Reception staff are the first point of contact for people visiting your business. They are a vital part of making visitors feel welcomed and creating a good first impression. However, reception staff are often busy, having to juggle incoming visitors, telephone calls, and online queries, on top of their day-to-day office duties. These receptionist software tools can help your staff work more efficiently and boost productivity, while still providing high levels of customer service to your clients.
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Visitor management
Every visitor who enters or leaves your building should be signing in and out. That’s a lot of work:
- ID needs to be checked
- Visitor badges need to be printed
- Hosts need to be informed that their guest has arrived
This all takes time and can lead to a queue at your front desk with visitors feeling frustrated and unattended.
Investing in a digital visitor management system can improve and enhance the visitor sign-in process, making it more streamlined and efficient. This means reception staff can focus on making visitors feel welcomed rather than simply processing their information. Systems like this can also work well in unmanned reception areas, giving a secure and easy sign-in option without needing a member of staff present.
VisiPoint’s visitor management system is a one-stop solution for managing all aspects of visitor sign-in and monitoring. This is one of the top tools for any receptionist, making their job easier, improving efficiency, and providing a professional welcome experience for guests all. If you’re looking to integrate a digital visitor management system, get in touch with a member of VisiPoint’s expert team for a free consultation.
Calendar applications
Calendars are the cornerstone of a business. Without them, events would be missed, meetings would be cancelled, and rooms would be double-booked. Managing a calendar can be a lot of work though, which is why a powerful calendar application is one of the essential reception software tools. From free options like Google Calendar to subscription-based models like Microsoft Outlook Calendar, there is an option to suit everyone. Some of the key features you can utilise include, automatic email notifications for meetings and events, options to share and view colleague’s calendars, daily agenda emails, and integration with other apps.
Helpfully, the VisiPoint visitor management system allows you to create meetings via their calendar, with guests receiving an email notification and details for their calendar to ensure no meetings are missed.
Appointment scheduling tools
Allowing clients to schedule appointments automatically lifts a huge workload from your customer-facing staff. Most good scheduling tools will integrate directly with your calendar, meaning that if someone books an appointment online, it will be scheduled in your diary straight away.
With VisiPoint you can pre-register visits in advance which will create a notification for both the host and the visitor, these can then be added to their calendars. This will help your reception staff schedule and plan calendars more easily, streamlining their workload and making them more efficient.
Reports
Reporting tools allow your reception team to keep track of your staff and visitor data. For example, they’ll be able to see the number of people signed in currently and who was signed in on specific days. As well as this, more advanced features like a timesheet report, seen in the VisiPoint system, will help with any payroll duties.
Accessing reports quickly will mean that your reception team won’t have to leave other duties unattended, such as welcoming your visitors, meaning they can provide anyone arriving with a warm and positive introduction to your business.
VisiPoint can help provide you with a modern and intuitive visitor management system that can welcome your visitors and help you keep your reception organised. Contact us today!
