9 Use Cases for Coworking Success: OfficeRnD’s Visitor Hub in Action

Efficiency . . . Experience . . Security . . .

All paramount for running a successful business in the progressive landscape that is coworking. But how do they each shape up when it comes to managing visitors?

Coworking space operators are up against managing members, visitors, delivery personnel, and event attendees all while ensuring seamless member experiences and keeping everyone safe.

Historically, this has been known to pose a logistical challenge for coworking managers and reception staff, that is until OfficeRnD Visitor Hub entered the chat.

If you’re new to the concept of Visitor Hub, it is a cutting-edge platform within OfficeRnD designed to simplify visitor management, enhance security, and create meaningful engagement opportunities for coworking spaces.

Sounds too good to be true? Well, let us walk you through some of the top use cases and decide for yourself how helpful it really is.

#1 Streamlined Operations for Time and Cost Efficiency

Manual visitor management is not only time-intensive but also prone to errors. This also tends to be less cost-effective for the business as it takes longer to complete tasks and jeopardizes member satisfaction.

Without a streamlined system that can automate the undertaking at the front desk, several variables are at risk.

Luckily, Visitor Hub automates check-ins, collects essential information, and provides real-time updates to staff.

By doing so, it minimizes administrative overhead and allows your team to focus on creating a welcoming community for members and guests.

Now, coworking space managers can allocate their time to engaging with members instead of manually tracking visitor logs. Automated check-ins mean fewer delays and improved operational efficiency. Say goodbye to bottlenecks and frustrated patrons once and for all.

Feature Highlights:

• Welcome Registered Visitors in Advance: Check in pre-registered visitors
• Visitor Check-In and Check-Out: Keep track of arrivals and departures with the Visitor Log
• Update and Delete Visitor Details: Quickly update visitor information or delete records as needed to keep the database up-to-date
• Import Visitors: Save time and reduce manual entry by importing visitor data for large events, visitor groups, etc.
• Export Visitors: Easily export historical visitor data to support reporting, compliance, and marketing

#2 Simplify Deliveries: Hassle-Free Package Management

Coworking spaces often juggle deliveries for multiple members. While it seems fairly straightforward, it can actually be quite complex and take up a lot of time.

Without automation, trying to track down and notify recipients can feel like a wild goose chase.

Visitor Hub streamlines the delivery process by tracking packages and automatically notifying members when their deliveries arrive.

This ensures timely receipts and organized retrieval. With integrated delivery notifications, members can collect their packages at their convenience, reducing clutter at reception and cutting down on lost packages.

Feature Highlights:

• Delivery Button on Tablet App: Quickly log new deliveries with a dedicated “delivery” button
• Delivery Notifications: Automatically notify recipients of their deliveries via their preferred communications method (email, text, app notification, etc.)

How cool is that? Now, let’s take a look at another feature that is quite useful.

#3 Seamless Visitor Hosting

Pre-registering visitors is a huge advantage at check-in, however, the process of getting there can be quite cumbersome without an efficient operating system.

It often adds an extra layer of tension for hosts. To add to their woes, delayed notifications about their visitors’ arrivals can lead to dissatisfaction on both parties.

Now, you can facilitate smooth scheduling, provide customizable visitor forms, and send automated reminders for a polished guest experience all through Visitor Hub. Reception teams can impress visitors with a streamlined process that includes pre-registration, reducing wait times, guaranteeing security, and enhancing the overall visit experience.

Feature Highlights:

• Visitor Registration: Pre-register all visitors for a streamlined check-in experience
• Continuous Visitor Management: Update, review, and delete visitor information as needed
• Host Notifications: Automate visitor arrival notifications for hosts through their preferred communication method

#4 Enhanced Security and Compliance

Manual data collection poses a threat to both accuracy and security. It’s so easy for a receptionist to type something incorrectly while retrieving visitor information, especially during busy times.

You also never know who could be listening in on these conversations. Additionally, on-the-spot document signing can cause delays in the flow of check-in, causing frustration to staff and other patrons.

Security is non-negotiable in coworking spaces, but we also have to factor in member experience.

Visitor Hub ensures that only authorized individuals access the space by verifying visitor details, providing digital badges, and maintaining an auditable log of all entries. The automation of it all supports the experience piece.

By using digital visitor badges and access logs, coworking operators can meet compliance requirements while fostering a secure environment for members and ensuring a smooth process.

Feature Highlights:

• Custom Flows and Buttons: Tailor the check-in process by customizing questions and data fields
• Custom Fields: Collect important details like phone numbers and ID numbers to gather accurate information and ensure compliance and security
• Document Signing: Allow visitors to sign necessary documents digitally prior to check-in
• Badge Printing: Improve security and visitor identification with photos on name badges
• Export Data for Compliance: Provide real-time visibility of present members, visitors, and employees

# 5 Contractor and Vendor Management

Coworking spaces often deal with external contractors and vendors for maintenance and supplies.

Managing these types of visitors can be time-consuming, especially with a manual process. Coworking spaces are at risk for delays and operations, potential compliance issues, and gaps in their security without a streamlined management system.

With Visitor Hub, hosts and managers can enable automated flows, ensuring seamless check-ins and minimizing the risk of errors. With your custom fields, you’ll be able to collect and track key information, all while reducing pesty bottlenecks at reception.

Feature Highlights:

• Bulk Import for Quick Registration: Eliminate manual entry and upload vendor and contractor lists in bulk
• Custom Flows for Vendors/Contractors: Guide vendors and contractors through a tailored check-in process with a dedicated button
• Custom Fields for Data Collection: Add custom fields to collect necessary information and remove the host field entirely if it is not needed
• QR Code Check-In for Fast Entry: Reduce wait times and provide a QR code for visitors to scan to check in
• Export Data for Reporting: Simplify post-visit follow-ups or compliance checks by exporting visitor data

#6 Events Management

Events are vital for community building, but managing attendees can be chaotic. When faced with high attendee volume, manually checking guests in and tracking attendance can lead to inefficiencies, long wait times and potential errors.

Now, you can simplify event check-ins with pre-registration and QR codes, ensuring smooth entry processes and real-time attendance tracking. Take that added pressure off of your staff and equip them with the Visior Hub for a seamless operation.

Feature Highlights:

• Bulk Import for Quick Registration: Import bulk lists to eliminate time consuming manual entry
• Custom Flows for Events: Guide attendees through a tailored event check-in process with a designated button
• Custom Fields for Data Collection: Collect information necessary for events, like dietary restrictions
• QR Code Check-In for Fast Entry: Event attendees can check in via a QR code
• Export Attendees: Simplify post-event reporting and follow-ups by exporting attendee lists

#7 Generating Leads and Engaging Visitors

Visitors are more than just guests; they’re potential members. Coworking space operators are typically denied the opportunity to engage with visitors at length when they’re tied up with manual processes – a downfall for those visitors who have likely made connections with staff in other coworking spaces.

There’s nothing better than turning a visitor into a member, but the lack of relationship-building can hinder this occurrence.

Collect visitor data for follow-ups, nurture relationships, and convert leads into members while building upon those relationships with guests.

Visitor Hub enables a prospective member touring your space to seamlessly register for updates or day passes, giving your sales and reception teams the time and opportunity to engage with them beyond asking their name.

Feature Highlights:

• Visitor Check-In with Custom Fields: Set up data fields that will help in follow-up procedures
• Documents Feature for Data Security: Protect privacy and maintain compliance by securely storing visitor information
• Visitor Data Export: Easily export visitor information to aid in further analysis or lead nurturing efforts

#8 Tour Bookings

As with all other types of visitors, managing tour groups manually is tedious and takes up valuable resources.

Tours provide an influx of visitors and it is absolutely essential to keep track of these guests for safety and security reasons.

With manual processes, you’re taking a risk that something might fall through the cracks when your space is at max capacity and at its most vulnerable.

A visitor can book a tour and check in for their visit all from the same platform, showcasing the coworking space’s efficiency and professionalism. Offer check-in options like pre-registration and QR codes for fast and easy entry.

Feature Highlights:

• Custom Flows for Tours: Guide tour visitors through the check-in process with a designated button
• Custom Fields for Data Collection: Identify data fields relevant to tour visitors
• QR Code Check-In for Fast Entry: Allow tour visitors to check-in by scanning a QR code
• Export Data for Reporting: Export visitor data post-tour to simplify follow-ups

#9 Day Passes and Member Check-Ins

Day passes are a great option for those not looking for permanent work solutions, and provides you with the opportunity to turn them into a recurring customer.

Keeping track of new people all the time can be confusing and cumbersome though, especially when guests forget to check in. This plays a role in inaccurate records, and revenue loss, and poses a threat to the safety and security of others.

Visitor Hub makes managing day-pass guests simple and efficient. The system keeps track of day pass check-ins so you don’t have to and provides real-time visibility of who is in the building.

Feature Highlights:

• Member Check-In via Visitor Hub App: Automate deduction of day pass balance upon check-ins
• Customizable Check-In Button: Create your own messaging on the button for members to check-in
• Comprehensive Tracking Options: Space attendance is updated every two hours, providing an accurate depiction of who is in the space and those due to check-in

Final Words

At the end of the day, Visitor Hub isn’t just a nifty tool – it’s an actual game-changer for coworking spaces aiming to boost efficiency, security, and member experience.

By automating visitor management, simplifying processes, and offering data-driven insights, it empowers operators to elevate their space’s operational excellence.

So, are you ready to transform your visitor management game? Explore the full potential of OfficeRnD’s Visitor Hub and set your coworking space apart in the competitive flex space market.