What is a digital reception?

The digital reception is an ingenious combination of innovative and user-friendly software and hardware. This allows companies to automate their reception. The system eliminates the repetitive tasks of receptionists. It enables smooth access control, automates visitor registration and receives and stores incoming mail, parcels and deliveries. It is a secure and cost-effective solution for efficient access control, visitor management and mailroom management.

1. Smart access control system

Temporary staff, permanent employees, visitors and suppliers come and go. But who gets access to which rooms, and when?

Greeting and guidance

A smart access control system greets and guides everyone entering the building with automatic voice instructions and gives them access to the company. An invitation email with a QR code enables visitors and suppliers to be given limited temporary access.

one key access

The system offers a one key access experience: one key opens all the doors and activates all the smart devices to which the user has access, such as printers.

heightened level of security

The management software makes it possible to set and adjust access rights and time restrictions. Thus, only authorised persons gain access to, for example, the legal, financial or HR department. This ensures a heightened level of security.

2. Visitor management system

A digital reception also receives and registers visitors and employees. Using a visitor management system, this is done very efficiently & digitally. There are 2 types of visitor management solutions, but 1 clear winner.

Software as a Service (SaaS) solutions are intended to support the receptionist in their daily tasks. These solutions partly digitise reception but have various drawbacks. They do not work independently: a receptionist must always be present with a tablet or iPad in order to use the software. And they come with additional costs: the cost of the system + the cost of the receptionist using the system.

HaaS solution works 100% independently and automates the entire process of visitor registration. The system consists of several components such as a smart doorbell, badge printer, alcohol gel dispenser and QR code readers to open the doors. Because there is no need for a receptionist any longer, a company with a HaaS system saves a lot of money. And reception becomes a lot more professional. A fully-fledged digital reception therefore always offers a HaaS solution.

3. Mailroom management system

A digital reception also includes a mailroom management system: a smart parcel locker system that manages all incoming mail, deliveries and parcels. With a standalone solution, companies can streamline their mailroom management and closely monitor incoming and outgoing parcels. A smart doorbell shows couriers the way to deliver mail. The recipient automatically receives a message that mail has arrived for them. If they forget to pick up their package, they get a reminder.

More about mailroom management

Privacy protection

Because parcels are kept in a locked parcel box, personal information on the labels, such as telephone numbers and e-mail addresses, remains protected from curious passers-by. The recipients can collect their parcels directly – in other words, privacy-proofed – without intermediaries. If employees receive a parcel, they get a notification with a personal QR code. They scan this code in the smart parcel locker system, which releases the parcel. Simple as that.

Benefits

  • Cost savings because a receptionist is no longer required
  • Time savings for employees because a smart parcel locker system scans every delivery, signs for receipt and notifies the recipient
  • Privacy because all deliveries end up in a separate parcel box, protected from prying eyes
  • Professional image

Why is the digital reception revolutionary?

In the past, companies relied on a pen and paper to register visitors. This was often done by the same receptionist who at the same time had to receive, sign for and store all the mail and parcels, as well as inform recipients of their consignment. Time consuming, and contrary to data protection principles as well.

The digital reception puts an end to this old-fashioned practice. It works autonomously, without the helping hand of (reception) staff. It professionalises reception for companies, governments and organisations, makes working environments more secure and reduces operational costs.

This gives reception staff more time for more complex tasks, such as fleet management or supporting other colleagues. With a digital reception, a completely unstaffed and automated reception is even possible.

  • Is available 24/7
  • Improves visitor experience
  • Optimises internal provision

What can a digital reception mean for your workplace?

Greater efficiency

No front desk employee required to receive and store mail and parcels

Learn why

More safety

Safe and privacy-proof storage of mail and parcels

Learn why

Cost savings

A digital reception can save your company up to 90,000 euros

Learn why