A better reception – thanks to IT

An automatic reception speeds up the guest registration process and increases the property’s security. Checking-in at the reception can be streamlined by the implementation of a self-check-in system. “A visitor registers their arrival on a log-in screen. At the same time the host receives a notification by text message or e-mail and the visitor is directed straight to them,” says Adam Penkala, the vice-president of Velis IT Systems and the originator of the Signu Guest Book, an automatic reception service system. Guests can receive an invitation for a meeting by e-mail that includes a QR code they can scan at the reception. In this way they do not have to register manually on the log-in screen. The invitation also includes useful tips, such as an access map to the office, the Wi-Fi password or information about cafés and restaurants near the building. In many cases the electronic reception can help to speed up regulation requirements, which are an inseparable element of the functioning of the building. At the registration stage, guests can familiarise themselves with the regulations and agree to them. This system also improves the security of the property. After logging in at the registration, a label with a bar code is printed that can be scanned by the guest on entering and exiting the building, which in case of an emergency with just one click can be used to formulate an evacuation plan for the people inside the building at that time. Furthermore, tenants can constantly monitor who is present in their office. “The managers of production plants who need to follow health and safety regulations strictly are now increasingly often opting for electronic receptions. Before entering the building each guest has to be trained in health and safety and has to be informed about the equipment they need to have while inside, which is very time consuming. Instruction films displayed in the course of logging-in could speed up this process. After watching these, the guest then answers a few questions to check their understanding of the instructions. Such a system not only saves time but is also an alternative to traditional and not very popular training sessions,” adds Adam Penkala.