Online Induction >> Reception Sign In Software
Published 16/03/2025

Reception Sign In System: Tips, Guide and Setup

In today's digital world, where personal data control is given back to an individual, sign in systems are quickly replacing the old sign-in books in many educational centers and businesses. They are a more efficient and effective way of ensuring that the students and staff are at school or work on time. They also create an excellent first impression for the visitors and minimize the administration time for the reception staff.

The use of sign-in books, which are often left open for anybody to look at when waiting in reception for a particular meeting, will no longer be required. Instead, new tools such as QR Code check in systems, visitor badge systems, electronic sign in systems and sign in apps are modernising workplaces.

Using our Work Sign App or QR code posters

You can setup our app on a kiosk for a digital reception experience or implement QR code posters as another hardware free approach. There's even options for turnstile or facial recognition too.

- sign in and out employees, visitors or contractors at reception (including notifications of who is on site, showing emergency content and capturing photos)
- setup QR code posters for alternative sign in points
- show a short visitor induction for visitors as part of the sign in process
- setup and integrate with other site access hardware such as turnstiles or facial recognition
- cross check compliance status such as induction completion or status of insurances or licenses
- integrate other workflows such as permit to work or risk assessments as part of the sign in process

View the App options and Examples

Overview of what you might include in a Reception Sign In System

- Easy self-sign-in process
- You can capture photos and signatures.
- Pre-registers visitors for express entry
- Prints visitors badges with a photo, QR code, or logo for quick sign-outs
- SMS/Email notifications
- Cloud-based admin grants access to visitor information anywhere at any time.

The system involves a touchscreen placed in the reception area that welcomes and prompts visitors, staff, or students to sign in to the business or premises quickly. The daily site access is made a simple process as the receptionists can administer these systems with ease.

Reception sign-in systems are connected to a printer and webcam that enable the reception staff to capture a photo of any visitor and print out an ID badge, which will also be used to sign out. In order to make the visitors' sign-in process faster, the system is pre-populated and even remembers the details of regular visitors, which saves time when signing in.

The advanced sign-in systems allow visitors, students, and staff to sign in directly, then the person they are coming to visit is automatically notified even without the receptionist's input. A cloud-based sign-in system is one sure way of ensuring compliance while knowing whoever is in the organization at a given time. These systems usually lock down the data for every individual and can only be accessed by the individual or staff that need to process the data.

Some of the benefits of a reception sign-in system:

- Identification of anybody entering the workplace
- Creates a secure workplace for all the organization's stakeholders
- Curbs the demand for a 24/7 front desk officer

The system automatically timestamps the sign-in process; therefore, no clocks are required to write down sign-in and sign-out time. It has a secure database that's usually used by the receptionists to manage, search, and also print out reports of staff and visitors. After the sign-in process, a simple notification is sent to inform the specific staff that their visitor has arrived.

Prescreening

Commonly you might prescreen employees and contractors as part of their sign in process. Questions might be health related to ensure fitness for work today through to collecting emergency contact details or asking about the nature of work to be done today (contractors may be doing a high risk task which requires a permit to work and a risk assessment).

Visitor management systems are generally vital for stemming the spread of COVID-19. When a high-risk person enters the workplace, all staff and workers are instantly alerted and the necessary measures taken accordingly.

The manual systems are not entirely safe, and the touchless systems were introduced to streamline the visitor check-ins and make them safer and touch-free. The visitors use their smartphones for check-ins instead of using the available tablet. They use a QR code scan to reduce the use of hands tapping the tablet screen minimizing the potential spread of the virus. The host will then approve or disapprove the visitor upon notification.

Keep your visitors and the organization's stakeholders safe with the contactless sign-in features from the reception in a tablet app. Reception sign-in systems weren't designed to supplant the receptionist or assist them to improve their job. Having a visitor management system at the front work area enables visitors to sign in and get their visitor identifications, and their host is consequently notified. Apart from welcoming visitors, your assistant can take care of various obligations, expanding efficiency!

Induction as part of the sign in process

Incorporating a visitor induction as part of your reception sign-in system is an essential component of creating a welcoming and secure environment for all stakeholders. By customizing the induction process to align with your organization's specific needs and requirements, you can ensure that visitors receive pertinent information tailored to their visit. You can ensure that visitors are well-informed about safety protocols, company policies, and emergency procedures. This not only promotes a sense of security and professionalism but also sets a positive tone for the visitor's interaction with your organization By guiding visitors through an orientation process upon arrival, you can effectively communicate important information such as access control procedures, confidentiality agreements, and facility guidelines. This proactive approach not only helps to mitigate potential risks but also fosters a culture of accountability and awareness among all parties involved.

Want to setup your own sign in system?

Try setting up a sign in system for your reception right here: