The Role of Lobby Tracking Software in Enhancing Workplace Efficiency

Are you thinking of improving your workspace safety and security? Do you want to welcome your guests professionally, and collect relevant information to take your business to the next level? Then lobby tracking software is all you need.

The software has several advantages over the traditional, manual check-in system. This virtual receptionist system provides companies with all the things that they need to fulfill their reception needs, maintain workspace security, and improve the customer experience.

It is no wonder that this software is becoming very popular among corporate companies that want to improve productivity and simplify business processes.

If you still think that you have not understood much about virtual receptionists, then keep reading our blog to learn further about this lobby track visitor management software and how to choose the perfect one for your company.

Lobby Tracking Software and Its Importance  

Lobby tracking software in general is nothing but a simple visitor monitoring system that works with tools specifically made to follow your organization’s visitor management rules and regulations.

It’s an electronic sign-in system that automates the managing, tracking, and reporting of everyone who enters your office and thus provides a fast and efficient reception for a satisfying customer experience.

This reception software facilitates the welcoming, registration, monitoring, and guidance of guests throughout your business premises, while also offering a variety of additional advantages that your organization can leverage.

Many guests come to workplace for some or the other reason. The conventional method of welcoming them, like logging their details, monitoring their movements and processing their requests and doing all these while maintaining safety and security is a costly affair. Moreover, there’s a lack of privacy and the inability to generate data to improve business processes.  

And that’s where modern digital receptionists like lobby tracking software come into picture. Using this software, you can welcome guests, enforce your visitor management policies, and take your customers’ experience to the next level.  

Lobby track visitor management software has been more effective and efficient. If you are still wondering what more importance this virtual receptionist management system can have, then here are the following things that it can do for your organization:

• It can welcome visitors entering your worksite professionally and create a good impression about your organization.

• Track visitor’s movement in your worksite and limit access to the facilities to designated person within your workspace and keep it safe.

• Welcome visitors anytime since it can work 24/7 and 365 days.

• It can notify hosts and team members about the guest’s arrival and check-in completion.  

• It can improve your workspace security by providing real-time information on who is currently on-site and by logging visitors’ data.

• Reduce operational costs by removing the guard or receptionist.

• It can integrate with your office’s security systems and other important office management technologies.  

• Gather relevant data to improve your business processes and elevate your customer’s experience.

What are the Features of the Best Lobby Tracking  

There are many Lobby Tracking Software available in the market. While all of these capture important information, check visitors and inform about the guests arrival, each of them offer different functions and features. So, therefore, before you consider a visitor sign-in app, make sure it meets your organization’s needs and features like:

1. Easy to Use 

Since not all people entering your office are tech-savy, your office needs a visitor registration app that every visitor visiting your office can easily use.  

Choose a lobby tracking management system that is clear, responsive, and intuitive and which would allow visitors, even first-time visitors to navigate the sign-in process like a pro.

2. Alert Notifications 

Employees in general prefer different types of alert notifications like phone calls, SMS, emails, etc., for reception alerts. Since you would prefer reaching your employees via smartphones, you should choose a visitor logging system that offers various options and unlimited text messages to notify each employee about their guest’s arrival.

3. Preregistration System & Repeat Visitor Reconization 

You want the guest sign-in process to be done as fast as possible. Look for a visitor monitoring system that can preregister expected guests ahead of their arrival.  

The next thing it must do is once a guest arrives at your premises, the system should store their details to recognize them when they visit again, most commonly by generating a QR code for such visitors. This means they don’t have to start again from scratch each time they come to your office.

4. Photo Capturing System 

Choose a lobby tracking visitor management software that captures guest images during check-in and stores them. These images can be helpful for recognizing and greeting visitors or when someone tries to enter your company with forged credentials.

5. Visitor Badges 

Printing guest’s photos on visitor badges will help all your office employees to know who your visitors are when they check-in. This helps to ensure the safety and security of your workspace.

6. ID Scanning and Watchlist Features 

The ID scanning feature in a visitor logging system can make visitor verification and identification effortless by accurately capturing visitors’ information from a government issued ID card. This feature improves threat visibility and protection. Further, it allows us to create a watch list for specific types of visitors and share their data with government security agencies.

Why Lobby Management Matters?  

For many businesses, a lobby is more than a waiting area — it’s the inviting hall that represents the first contact between customers and the service they are seeking. When that space is busy and the people lined up can’t be said to be smiling, it’s less than inviting for customers. 

Effective lobby management depends on several things: 

• The floor plan and size of the lobby 

• The number of employees working to serve customers 

• How quickly employees serve customers expertly 

• The services that people coming into the lobby require 

These components also influence the productivity of your operation and the customer experience, just as important. If someone at the initial stage of the customer journey enters your lobby, every customer might be there for different reasons and the more you cater to those or help customers following the customer journey stage, the better the customer experience. 

Not everyone who walks into a bank necessarily needs a teller, for example. Some folks may wish to go to open an account, others to get prequalified for a loan, others to gain access to a safety deposit box, etc. Without a proper lobby management, customers may end up waiting without the need to, and they become frustrated as their reasons for being there remains unaddressed.

Your queuing and scheduling strategies need to consider more than the physical properties of the lobby, where customers await service. Effective lobby management systems must also take into account the manner in which customers are served.

Conclusion – Choosing the Right Lobby Software is Key to Workplace Efficiency 

Lobby tracking software is crucial to any business or organization that wishes to greet guests professionally, make a positive first impression, enhance security and build analytics that can improve the customer experience. 

This lobby track visitor management software automates the process when it comes to receiving, managing, and monitoring visitors entering the premises of an organization. However, choosing the right software is crucial to enhance productivity, facilitate productive visitor reception and other excellent benefits for your company.