Cloud-based Visitor Management Systems for Co-working Spaces
Co-working spaces have become an important part of the Australian business landscape, as they offer entrepreneurs, start-ups, creatives and a wide range of other enterprises the opportunity to come together under the one roof. Many choose this model of working because as well as providing cost-effective facilities and being conveniently located, they also provide members with the chance to network and share ideas with others in a range of industries, professions and creative fields.
Given this innovative and often informal model of working, it’s unsurprising that Australian co-working spaces look for administrative and management tools that eschew the traditional reception desk and sign-in book but that don’t, however, impact on the levels of accountability and security they offer their members.
This is why Cloud-based Visitor Management Systems (VMS) have been adopted in many co-working spaces across the country, as they offer low-cost, professional looking, low-maintenance and flexible IT-based solutions that are more in keeping with today’s fast pace and high-security environments that co-working space operators seek to create for their members.
What does a Cloud-based VMS do?
The Cloud provides software solutions that automate your VMS in order to increase efficiency and reduce costs, while also providing high levels of accountability and security.
A Cloud-based VMS gives you a comprehensive process for registering visitors to your space that is quick, easy and efficient to use, thereby reducing costs and saving time.
An iPad located at the entrance to your space can be used for the check-in process. On arrival a visitor will be asked to type in their name, email address and the name of the person who they have come to see, and this also automatically records the time of their check in whilst simultaneously advising the host of the visitor arrival via SMS and email notifications.
Information presented to the visitor at the point of check-in can also be customised to suit your needs, or a system can be set up so that different categories of visitor are asked to provide or acknowledge different information. For instance, a contractor can be presented with an induction acknowledgement tick box, evacuation locations & procedures, WHS information and more.
The messages and screens displayed to visitors can also be customised to feature your logo, brand colours, etc., to personalise the experience even further.
Create Visitor Passes
As part of the check-in process, visitor badges can be instantly printed. You can configure your VMS so that the iPad app captures a person’s image and includes this photo on their visitor pass, as well as attaching it to the electronic record they have now created. This is a very effective security measure that requires very little time to achieve, significantly enhancing your return on investment. It also possible to create different styles of ID badges for different categories of visitor. E.g. Visitors, partners, contractors, courier etc.
Our VMS systems will automatically send notifications via a configurable number of methods including SMS, email & push notifications to the host of a meeting or conference so that they know immediately that a guest has arrived. This can be more than just a name — it might include their company name and contact details, for instance.
Members can also pre-register visitors by integrating calendars such as Outlook, iCal and Google, so that invitees are automatically added to a list of visitors who are expected, which further expedites the check-in process. This is particularly favorable when there might be specific security, access control or WHS matters to consider that might ordinarily slow down the check-in process.
A meeting host or site admin can send custom messages to all visitors or contractors (on site or otherwise) which they receive instantly. These notification might provide information such as host delay, change of a meeting room location, or Evacuation in Progress alerts.
All of this means that visitors & contractors aren’t left hanging around waiting for the person that they’re meeting to be informed of their arrival, and allows site managers to stay in touch with who’s on site at all times – fulfilling a multitude of WHS and duty of care matters simultaneously.
Other Check-in Methods
Visitors to a co-working space can also be checked in using a web-based dashboard, which can be accessed on any device and anywhere, which also means managers and administrators can access reports and analytics even when off-site. In addition, regular visitors can download mobile apps that speed up the sign-in process even more.
Other VMS functions
As well as being effective in managing your visitors, a Cloud-based VMS has a number of other benefits for the smooth operation of a co-working space.
For instance, in the case of an emergency, evacuation lists can be quickly produced, and these can be accessed via a mobile app so there is no need to waste time in an urgent situation by printing. Likewise, emergency alerts can be communicated to members and visitors via tablet, mobile and web, ensuring a quick response. The visitor ID pass with photo is especially useful in this scenario.
Using an API, other functions such as meeting room bookings and enabling guest Wi-Fi access can also be integrated into your system, making the management of spaces for members and providing internet facilities to guests a much simpler process.
Running events, like networking sessions, lectures and more informal get-togethers at a co-working space are also much easier with a VMS, as you can record attendance and gather useful information very quickly and easily using an automated sign-in, and in so doing create a useful database for the marketing of future events as well.
Ultimately, a whole range of functions can be accomplished automatically, and a VMS provides you with a comprehensive and consistent process for registering visitors to your space that is quick, easy and efficient, thereby reducing costs and saving time, but which also provides high levels of security and enables you to know precisely who is in the premises at any given time.