Along with hybrid and flexible working, flexible workspaces (the concept of shared offices) have become an even more popular alternative to traditional office setups. Shared spaces promote collaboration while saving on costs and reducing environmental impact. But they also bring unique challenges — like managing visitors across multiple businesses with a single reception desk.
Here’s how to set up an efficient visitor management system for a shared office environment that makes guests feel welcome, keeps all businesses secure, and allows your reception team to breathe a little easier.
1. Start with the Right Visitor Management Software
The first step in setting up an effective visitor management system (VMS) is choosing the right software. A solid VMS should:
- Handle Multi-Tenant Needs: Look for software designed forespaces with multiple tenants, like EVA Check-in, Envoy or Proxy click, where you can assign each business its own branded check-in experience.
- Streamline Reception Operations: Ideally, the system will allow visitors to check in independently, reducing the load on reception staff.
- Provide Security and Compliance: Ensure the system logs visitor data securely and complies with ISO27001 security standards, GDPR or any other relevant privacy regulations.
When selecting a VMS, make sure it can be tailored to each business in the building without sacrificing speed or creating bottlenecks at the reception area.
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2. Design a Seamless Check-In Experience
Visitors’ first experience with your space will set the tone for the rest of their visit. To make it seamless:
- Automate Pre-Arrival Tasks: Some VMS platforms, like EVA Check-in, allow visitors to self-register before they arrive. This allows them to get instructions for their visit and complete any prerequisites like safety orientations or NDAs before arrival. Alternatively, businesses can pre-register guests on their behalf. This saves time and minimises confusion on arrival.
- Set Up Self-Service Kiosks: Self-check-in kiosks i.e. a tablet at the front desk, allows visitors to enter their information, select the business they’re visiting, and get directions, all without waiting in line. Customise the tablet welcome screen to show branding for each business. For busy receptions, consider multi tablets or QR code posters.
- Use QR Codes: If a visitor is pre-registered, issue them a digital QR code pass that can be scanned on arrival to speed up their visit. For pre-registered guests, scanning their code can immediately notify their host of their arrival.
3. Enable Instant Notifications for Hosts
In a multi-business environment, timely communication is crucial. A good VMS should notify the appropriate person as soon as their guest checks in. Many systems can be configured to send text messages, emails, or push notifications to hosts when their visitor arrives. If you’re using Microsoft Teams, Slack, or other office communication platforms, choose a VMS that integrates with these tools for seamless notification.
4. Optionally, Print Badges
For security-conscious spaces, printed badges help identify visitors more clearly. The badge can include the visitor’s photo. These days, many people don’t print badges for environmental reasons and instead use reusable visitor lanyards.
5. Make Sign-Out Just as Simple
The visitor’s journey doesn’t end when their meeting does. Make sign-out easy with sign-out options on the kiosk, via the app and front desk staff. This helps reception track visitor movement in real time and provides an accurate log of who’s in the building for emergency purposes.
6. More than Sign in
Once you’ve set up your system, consider if your VMS can be used for other related purposes like:
- Providing an update on what is happening in the office today.
- Helping you with emergency features like running evacuations (and test drills).
- Providing safety forms like incident or near miss forms.
- Servicing requests such as catering requests or hot desk/equipment assistance.
7. Consider the Frequent Visitor
VMS systems aren’t just for visitors – they can be used for staff and contractors too. Frequent visitors like these need a VMS that can offer a more streamlined experience –typically via a dedicated mobile app with features like geofence check-in and out (a geofence is a virtual perimeter around the office).
8. Ensure Privacy and Data Security
With multiple businesses sharing the same system, it’s essential to safeguard visitor data. Work with each business to define what data should be collected and make sure your VMS complies with local regulations. Choose software with robust data encryption, customisable privacy policies, and clear data retention schedules.
9. Get Feedback from Reception and Tenants
The most advanced system is only as good as the experience it provides. Regularly check-in with your reception team, tenants, and even visitors to get feedback on the system’s effectiveness and any pain points they encounter. Adjust and improve the user experience, from kiosk design to questions asked and notification preferences.
Why EVA Check-in Stands Out
When it comes to multi-tenant office spaces, EVA Check-in offers some standout features that make managing visitors easier. With EVA, you can combine multiple sources of staff listings, which means each business can maintain its own directory while still supporting cross-business host selection. This is a game-changer for shared spaces, allowing visitors to find their intended host quickly, no matter which company they’re visiting.
EVA Check-in also supports tailored visitor types for each business, allowing you to categorise and manage guests based on their purpose, from clients to contractors or vendors, and assign check-in questions accordingly. Reporting is separated by visitor type, ensuring each tenant has clear, distinct data on their visitors without overlap – ideal for those concerned with data accuracy and privacy.
And for that professional first impression, EVA Check-in’s kiosk app customisation lets you display a custom image on the welcome screen featuring multiple company logos, uniting the office’s businesses in a single, welcoming interface. This gives the reception area a cohesive, branded look, highlighting the unique mix of companies in your space.
With EVA Check-in, creating an efficient, seamless visitor experience for a shared office has never been easier.
Conclusion
In shared workspaces, a well-designed visitor management system can make all the difference. From seamless check-ins to effective evacuation management, the right VMS streamlines reception, provides a professional experience, and keeps everyone in the building safe and secure. Follow these steps, and you’ll create a smooth, organised visitor experience that leaves a positive impression on clients, guests, and tenants alike.
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