8 reasons to switch to a digital visitor registration solution

Have you had enough of impractical, non-confidential paper registers to manage your visitors? Doubtful of their reliability to identify people on your site in an emergency?

Then it's time to consider transitioning to a digital reception solution to solve the problems inherent in paper registers (lack of confidentiality, data reliability and impractical processes for both visitor and company).

Imagine a reception area where the reliability and conformity of visitor data is no longer a concern, where the visitor experience is optimized from the moment they arrive, and where your company conveys a modern, serious image in keeping with your business. That's what these digital reception solutions can do for you.

Let's explore in more detail the concrete benefits of these visitor reception solutions, and discover how they can transform your reception area into an efficient, secure and standards-compliant space.

1. Reliability of Data Input

How does a digital solution improve the reliability of recorded information when welcoming visitors, and why is this important?

Eliminating Manual Errors

Paper records are often subject to human error: incorrect data entry, illegible handwriting, intentional or unintentional omissions... In contrast, digital solutions offer intuitive user interfaces designed to reduce the risk of inaccuracies or incomplete information.
These interfaces adapt to the visitor's language, guide them through the registration process and control the information they enter.

Reliable History for Efficient Traceability

Would you like to know when your ABC service provider last worked on your site? Or how many visitors came to your premises last month?

The traceability of visitor entries and exits is essential, even mandatory, in many situations. Digital solutions guarantee a reliable history of entries and exits, an essential feature for security reasons or in the event of an emergency.

2. Emergency Operation

How to effectively manage visitor evacuation in emergency situations?

Evacuating visitors

In an emergency, every second counts. To minimize the risks listed in your site's Document Unique d'Evaluation des Risques Professionnels (DUERP), it is imperative to put in place measures to facilitate visitor evacuation and enable effective intervention by emergency services.

Evacuation reports are generally integrated into these reception solutions, enabling an instantaneous tally of visitors present on site, and facilitating identification of those evacuated / to be evacuated. This can be a very useful tool for evacuation managers and coordinators (fire wardens, SST, SSIAP...). In fact, companies are required to carry out two evacuation drills a year to comply with the French Labor Code.

Notifying Visitors

In the event of an emergency situation, responders AND all occupants must be informed without delay. Some solutions can alert visitors to the building directly on their smartphones, giving them the instructions to follow and the nearest assembly point.

Efficient Coordination

Unlike paper registers, where access to information is limited to its physical location, these solutions enable coordinated visitor check-in from different assembly points in real time.

3. Entrance Instructions Read, Accepted and Understood

Do the welcome leaflets and posters ensure that each visitor has read, accepted and understood the entrance instructions?

Validation of Instructions by Visitors

The safety of your visitors and your company begins with understanding instructions (hygiene, safety, confidentiality...). Digital solutions offer features that make these instructions easier to understand: step-by-step guides, visuals, videos... They also ask visitors to confirm compliance with the instructions before they can register. An interactive approach that empower each visitor from the moment they arrive.

Instructions Adapted to Individual Needs

Every site is unique, and so is every visitor. Digital solutions make it possible to distribute instructions according to specific needs and visitor profiles (recurring speakers, foreign visitors speaking a different language), ensuring that each individual receives information in a relevant way. This personalization enhances the effectiveness of instructions.

Validate Understanding

Informing visitors of instructions is all well and good, but making sure they're understood is even better. Adding a fun quiz to new visitors can be a good way of validating reading, understanding instructions and ensuring safety in an interactive way.

Up-to-date Instructions at your Fingertips

Although the paper visitor welcome booklet provides visitors with information on health and safety measures, updating it on a regular basis becomes complex and costly due to the need to reprint them. A digital reception system makes it easy to update these instructions and distribute them in several languages.

Thanks to Anghello's Virtual Badge function, visitors can consult the instructions at any time during their visit. This ensures that they are always available when they need them.

4. Data Security, Compliance and Confidentiality

As a visitor, have you ever been tempted to see who came before you? Have you ever felt embarrassed to have to sign these records publicly?
Have you ever wondered how long your information is kept by the company? What if the next visitor took a photo of your signature and used it maliciously?

Confidentiality

With a digital solution, only identified and authorized people can access visitor records thus ensuring the protection of personal data, which is an obligation with confidentiality standards particularly those dictated by the RGPD (General Data Protection Regulation).

Data Security

Paper visitor registers expose companies to risks of theft, loss or unauthorized use of visitor information. While there is no such thing as zero risk, hospitality software follows security policies to ensure your data is protected, such as encryption, backup, access controls...

Compliance

Transparency and compliance regarding the use of collected visitor data is essential: collection objectives, retention period, right to be forgotten... The use of a visitor register (paper or digital) must be done in compliance with regulatory texts on data processing.

With digital solutions, features such as privacy policy validation or auto-anonymization of personal data offer a simplified, automated approach to complying with these regulatory obligations, with no additional effort.

5. Global Vision and Trend Analysis

Multi-Entrance and Multi-Site Management

Your company needs to manage reception at several entrances to your building or on several sites? You'll be able to obtain global traceability and a real-time view of all your public's entries and exits.

A Complete History

Data is a precious asset for your business. Digital solutions offer a complete history of visitor interactions (check-in times, building, employee contact, specific data...) which can be used for in-depth analysis, strategic decisions or in the event of an audit.

6. Save Time for Visitors and Staff

Would you like to optimize your receptionist's time? You don't have a dedicated receptionist, but you'd like to improve your visitors' experience and their first impression of your company? Do you receive a large number of visitors and want to streamline check-in?

Visitor Self-Registration with Zero Wait Times

With digital solutions, check-in takes just a few seconds, whether from a reception desk or, better still, from a Qr-Code scanner: no more waiting in front of a reception desk or gate, a seamless experience for visitors as soon as they arrive.

Real Time Notifications

Digital solutions automatically send notifications to employees, informing them of their visitor's arrival in real time: email, SMS, Microsoft Teams... Instant communication that streamlines the reception process.

Eliminate Repetitive Tasks for the Receptionist

The receptionist or your staff are no longer bothered by repetitive administrative tasks, saving time for more meaningful interactions and more strategic missions.

Remember me" for Repeat Visitors

This is a feature offered by some solutions, such as Anghello: users can choose the "remember me" option on their first visit, simplifying future visits. This practical feature avoids the need for visitors to re-enter their details on each visit, optimizing the reception of regular visitors.

7. Modern and Professional Corporate Image

A Positive First Impression

Appearance counts. Digital reception solutions create a positive first impression as soon as you enter: a clear, intuitive and secure check-in process that reinforces the positive perception of the company. It's the first interaction your company creates with the customer/visitor.

Customized Integration

Application interfaces can often be customized to integrate seamlessly with your corporate identity (logo, colors, languages, etc.).

Technology as a Perception of Modernity

As we all know, innovation generally attracts attention. These solutions help demonstrate the company's commitment to modernity, replacing the traditional image of paper registers with a modern, technological approach. A good way to make an impression and make the difference with your competitors during customer visits.

8. A Sound Investment

Paper registers may seem economical, but the time and overheads involved in manual management are not, archiving and retrieval of information from paper registers are not.

Some hosting solutions compete on price, offering a viable alternative for small and medium-sized businesses.

Anghello goes even further, offering a free, no-obligation offer with no hardware to install that you can set up in your company in just a few minutes.

Conclusion

Even if visitor reception is not a priority concern for companies, they are required to be able to provide a list of visitors present on their site at any time. If they use a paper register, they can hardly comply with the related regulatory obligations, particularly in terms of RGPD. Failure to implement these requirements may result in them being held liable.

The transition from paper registers to more secure digital reception solutions presents itself as an unavoidable alternative for the company. They eliminate the various risks explained, while offering more efficient, compliant and modern visitor management.

Anghello's Free offer is the perfect opportunity to modernize your visitor reception system, without any effort or investment. And if you're not yet convinced, then ask us for a demo!