The impression a visitor has of your business starts well before you walk out to meet them at the reception; it often starts when they walk through the door and sign in to your site. How your reception area looks, how they are greeted, and the sign-in process they undertake can contribute to building their relationship with you and your business before you even get to shake their hand.
Sine’s digital visitor management system helps you provide your visitors, suppliers, contractors, staff, and anyone else that comes to see you, with that positive first impression. This can help ensure they are welcomed with finesse, warmth, efficiency, and safety in mind. One of the key elements of this welcome is the sign-in form you use, which is digital, on a sleek iPad, and can be customized by you to suit both your business, your visitor's needs, and the sector you operate in.
Whether your workplace uses a sign-in book or has taken your visitor management to the next level with a digital visitor check-in system, having visitors sign in and out of your site can present various benefits to your business:
There are various features to consider when implementing an electronic visitor sign-in system in your workplace. No two businesses are the same, each having unique requirements and protocols around managing visitors, contractors, and staff. As such, your digital visitor sign-in system must leave room for flexibility that can be tailored to your workplace requirements and specific visitor expectations. This may include check-in form capabilities, where your site can have unique entry forms that require visitors to read, understand, and complete before entering your site, such as general site information or health and safety policies.
There are several important questions to ask when creating a check-in form for your business:
With these questions in mind, here are some tips and solutions to making your sign-in process easy to use and relevant to your various visitor types coming to your physical locations.
Here are our top five tips on creating the perfect visitor check-in form for your business:
It is important to make your check-in form as simple and as direct as possible. Time is precious and your visitors do not want to feel as though they are wasting theirs by providing unnecessary information. Be succinct with the information you request, which can assist in creating seamless and memorable visitor flows overall for your site.
Avoid confusion when it comes to the information you require from your visitors. Clearly labeled fields are an absolute must and organization is key. Make sure your form flows, with related fields located next to each other in a logical sequence. Sine allows you to use different fields to capture your visitor information efficiently . These types of fields include the below and can be set to required or optional. Fields can also be set to be pre-filled the next time the visitor returns or required to be completed each time. Field types may include:
Make sure that your visitors have access to the information they require. Include content relevant to your visitors including conditions of entry they may need to be aware of and acknowledge - such as an on-site evacuation diagram, on-site COVID-19 protective measures, or any other pieces of information that your visitors may need to know.
Remember site safety is key and your check-in form should address various aspects of your site safety policies. Try to keep these documents and statements short, to the point, and easy to understand.
With visitor sign-in software like Sine, your visitors can select the type of visitor they are, i.e., a contractor, courier, or staff. By categorizing your visitors, you can then ask them specific questions that are relevant only to their visitor type, such as, "what is your contractor number?" or whether they require access to a restricted area. This can be very valuable, and allows you to display these customized intake questions relevant to the visitor type within one check-in system.
Users can also be prompted to complete a check-out form upon leaving your site. You can use the check-out form to remind visitors to return keys, report any health and safety matters which may have occurred during their visit, or any other information that you may require.
