What Is a Digital Reception System?
Digital reception systems are digital solutions designed to streamline the visitor management process. These systems, installed at reception desks, enable visitors to contact the person in charge via chat, email, apps, or telephone from a terminal.
Additionally, digital reception systems automate visitor logging, traditionally done on paper, thereby eliminating inefficiencies at the reception desk. With the rise of efforts to combat infectious diseases, an increasing number of companies, from large corporations to small and medium-sized enterprises, are adopting these systems to go unmanned in reception areas and improve operational efficiency.
Uses of Digital Reception Systems
Digital reception systems automate various receptionist tasks, such as handling visitors and managing calls. There is a range of systems available, from basic digital reception functionalities to more comprehensive systems integrated with meeting room management, reservation functions, and scheduling tools. The choice of system depends on the specific needs of the reception area.
Features of Digital Reception Systems
These systems are designed to streamline visitor reception. Integrating with business chat, email, and applications, they can significantly reduce the time spent on phone calls, making them ideal for companies aiming to cut labor costs and boost operational efficiency.
1. Receptionist Function
By using touch panels to transfer calls to business chat, telephone, or email, or by issuing entrance passes, reception workload is reduced. This also reduces the need for multiple receptionists. The system enhances a company’s image as a digital transformation promoter by reducing internal phone calls and sending notifications through email or business chat.
2. QR Code Reception (Touchless Reception) Function
Visitors can check in by simply presenting a pre-issued, dedicated QR code at the reception desk. This touchless reception feature, which requires prior registration, is popular for its security and risk management benefits.
3. Visitor Record Function
This feature records visitors’ details, such as company name, name, visit purpose, arrival time, and duration, and outputs this data as a report. By automating and accurately recording this information, the need for paper visitor logs is eliminated. This function is also favored for its contributions to operational efficiency, security measures, and paperless operations, as it reduces the cost of managing visitor lists.