Harnessing the Power of the OfficeRnD Visitor Hub [ Webinar Recap]

If you’re looking to streamline visitor management, enhance security, boost revenue, and deliver a standout guest experience in your workspace, our latest webinar – “Harness the Power of OfficeRnD Visitor Hub: Explore Its Most Advanced Features Yet” – offered a front-row seat to the newest developments in our platform.

Presented by Miro Miroslavov (Co-founder and CEO at OfficeRnD) and Momchil Blaskov (Product Marketing Manager at OfficeRnD), the session walked through all the ways the Visitor Hub can transform front-desk operations, from advanced delivery tracking to tour coordination and beyond.

Below is a comprehensive recap of the most important insights including answers to some of the questions asked during the webinar.

If you want the full experience, be sure to watch the on-demand webinar afterward – this is only a glimpse of all the knowledge our speakers shared!

Understanding the Visitor Hub as Part of the OfficeRnD Ecosystem

During his introduction, Miro set the stage by explaining OfficeRnD’s overall vision of making flexible work “the way of working.” Over the years, OfficeRnD has expanded into a robust platform with multiple products (or “hubs”), each focusing on a distinct operational challenge.

The Visitor Hub is one of these specialized solutions, enabling coworking and flexible workspace operators – as well as corporate offices – to manage visitors, contractors, deliveries, and event guests more effectively.

In this modular approach, users can opt to adopt only the specific hubs that solve their most pressing problems. For instance, you can combine Visitor Hub with the main coworking management solution (OfficeRnD Flex) or workplace management product (OfficeRnD Workplace).

Or, if you already rely on other tools for visitor management, it’s easy to integrate them with the rest of the OfficeRnD platform via powerful APIs and integrations. Check out our full list of integrations for flex spaces here.

According to Miro, this design ensures the Visitor Hub remains robust enough to stand on its own while integrating seamlessly with the wider OfficeRnD ecosystem.

Simplifying Delivery Management

One of the major highlights of the webinar was the new delivery log functionality. According to Momchil, as e-commerce grows, front desks receive an ever-increasing volume of packages – from mail and boxes to parcels of various shapes and sizes.

The Visitor Hub helps operators track deliveries in real-time, record their status, and automatically notify recipients via email, push notifications, or SMS. It also supports multiple delivery types and offers a place to attach photos, so recipients know exactly what’s waiting for them.

Especially in large or busy spaces with potentially dozens of daily deliveries, this level of oversight prevents confusion, misplaced packages, and cluttered reception counters.

Operators can even log packages if they arrive after-hours or when the tablet isn’t in use, ensuring that the system accurately records the full chain of custody from arrival to pickup.

Streamlining Tours, Contractors, and Vendor Check-Ins

For most flexible spaces, successful tours are a key factor in turning curious prospects into paying customers. The Visitor Hub introduces a specialized tour check-in flow, ensuring each visitor or group gets the correct custom fields – such as phone number, email, or reason for visit – while automatically notifying the relevant team member (a community manager, salesperson, or facility manager) that a tour is about to start.

Similarly, for contractors or other external vendors, the platform supports custom fields and sign-off documents, so you can capture any legally required information or waivers. Hosts are notified the moment a new contractor arrives, and the visitor data is recorded for compliance and security.

This approach is particularly valuable for maintenance crews, event setup teams, or construction vendors who need swift but safe access to your premises without bogging down the front desk.

Boosting Revenue with Shortcut Buttons and Upsells

Recognizing that front desks are not just a place to greet guests but also a gateway to sales, OfficeRnD introduced custom shortcut buttons right on the Visitor Hub tablet homepage.

In one tap, walk-in visitors can be taken directly to a purchase screen for Day Passes, Services, or other offerings.

As Miro noted, the user experience is intentionally streamlined. When a visitor taps “Buy a Day Pass,” for instance, a QR code appears, which visitors can quickly scan to complete the purchase securely on their own device.

This not only reduces friction (no awkward, multi-step process in a public area) but also frees staff to focus on providing excellent hospitality rather than serving as manual payment processors. In the near future, we plan deeper integrations with point-of-sale hardware, but for the majority of operators, this approach is both simple and secure.

Generating High-Quality Leads

We at OfficeRnD see the Visitor Hub as more than a sign-in system; it’s also a tool to capture critical lead data. Because you can tailor forms and fields for different visitor flows – tours, events, and more – you can request permission to include the visitor in follow-up marketing campaigns.

Better yet, with upcoming integrations through Zapier, the Visitor Hub can automatically send these leads to your CRM of choice (HubSpot, Salesforce, etc.).

Operators can follow up on visits promptly, track lead quality, and nurture new relationships that turn into lasting memberships.

Enhancing Security and Compliance

It’s crucial to know who’s in your building and why they’re there. The Visitor Hub ensures every external guest checks in electronically, capturing visitor photos, personal information, signature requirements, and signed documents.

Teams also have the option to print badges through integrated, high-quality label printers, helping staff and community members immediately recognize who’s an authorized guest and whether they’ve completed the check-in properly.

From a compliance angle, having a record of every visitor’s name, contact details, and time of check-in/check-out can save you headaches during audits or emergency situations.

OfficeRnD’s ongoing improvements also let you customize host notifications and success screens, giving guests a clear, post-check-in message about where to go or whom to contact if they have questions.

So, What’s Next for the Visitor Hub

Momchil took a moment to preview the near-term roadmap, which includes:

• Enhanced integrations via Zapier to seamlessly add or retrieve visitor records from Eventbrite, Google Sheets, and CRMs
• Customizable success screens, allowing operators to guide visitors toward specific desks, meeting rooms, or floors.
• Host notification upgrades that include more visitor data, such as visitor type or the number of delivered items.
• Meeting room assignments built into visitor flows, so guests instantly know which space they’re heading to.

These enhancements will amplify the Visitor Hub’s flexibility, taking yet another step toward a truly unified visitor management ecosystem for all types of work environments.

Don’t Miss the On-Demand Webinar

This blog post only scratches the surface of what was discussed during our “Harness the Power of OfficeRnD Visitor Hub” webinar. Our speakers went into even greater detail, answered audience questions, and demonstrated real-life scenarios where the Visitor Hub shines.

If you’d like the full picture and want to see how your workspace can benefit from these advanced features – be sure to watch the on-demand webinar today. It’s an excellent opportunity to learn first-hand from the people who helped build and shape this powerful tool.

Attendee Questions (Plus Answers)

1. What are the key differentiators that set your Visitor Hub apart from competitors such as The Receptionist?

• It’s seamlessly integrated with your Flex/Workspace system.
• Ensures extreme customizability to fit your specific use cases, including custom flows, fields, notifications, and shortcut buttons.
• You can standardize on fewer vendors and optimize the time spent evaluating/signing contracts with your vendor.

2. Currently, the visitor data does not synchronize with “Opportunities.” It would be extremely valuable to be able to do this.

We will explore it as an improvement for the future.

3. Deliveries – If a member doesn’t click “Picked Up,” is there an automatic notification reminder for them in OfficeRnD, or can one be set up?

This makes sense. We will explore it as an improvement for the future.

4. Will we be able to link this to HubSpot CRM, or do we have to use Zapier?

You will have to do it through Zapier. We will explore in the future to make it part of the native HubSpot integration.

5. Tours – Can we set a maximum number of people per tour slot? If so, how can we manage this within the platform?

This is part of the Tour module improvements. We will share the feedback with our team focused on this area.

6. With tour management streamlined into Visitor Hub, are there plans to allow further customization with tour time windows, etc.?

This is part of the Tour module improvements. We will share the feedback with our team focused on this area.

7. Will we be able to connect tour booking to our Google Calendar soon? The lack of that is the only thing keeping us from using OfficeRnD Tours.

This is part of the Tour module improvements. We will share the feedback with our team focused on this area.

8. Is there any Mail Management Feature in progress to log incoming mail and get instructions from virtual office clients to get their mail forwarded, scanned, or just held for pick-up? That would be very helpful for operators with a high volume of virtual office clients.

Not at the moment. We will explore doing this through integration partners.

9. How would all these different options – regular guest check-ins, contractors, events, tours, etc. – be displayed on the tablet home page? Would there be a way to keep it clear and user-friendly to avoid confusion?

They are behind the check-in button. When you click it, you will see all the options.

10. For the Quick Purchase of Day Passes with the QR codes, where do I go to set that up?

You can check our help article.

11. Can we create recurring events? Example: every Monday at 11:00 AM and every Friday at 4:00 PM?

This is part of the Tour module improvements. We will share the feedback with our team focused on this area.

12. Love the ability to buy a day pass. Will operators need to have Growth Hub, or will it work with the portal?

You can embed any link, so yes, the portal can be used.

13. Also, will the member be able to buy day memberships, not just one pass?

Yes, you can add a hyperlink to any service. You can expose up to two buttons on the home screen.

14. Is it possible to create a digital version of badges and send them to visitors via email?

Not at the moment.

15. We have multiple sites, and when members book desks or meeting rooms in a different office, they are not classified as a visitors for the site. Is there a way for the booking to be displayed under the Visitor Hub for reception to know who is attending? Also, when a visitor is added to a meeting, they are changed from a visitor to a guest, which removes them from the Visitor Hub. Is there a way to still view them under the Visitor Hub?

At the moment, only external visitors are appearing in the Visitor Log, not employees visiting other locations.

16. Is the badge design customizable to match our branding and specific needs?

Yes, it is fully customizable.

17. For badge printing, will that be possible when people sign in for events? So if I use Zapier to send my Eventbrite registrants to OfficeRnD, will a badge be printed when they check-in?

Yes, this will be possible when the Zapier integration comes out in the next 2-3 weeks or so.

18. We are using Kisi, which is integrated with OfficeRnD. Are there any impacts with the new Visitor Hub?

No impact. Down the road, we might provide access for the day to the visitors when they check-in.

19. Momchil mentioned that you can capture if a parcel needs a signature, but we can’t capture this against the delivery log, so the operator would have to create their own sign-out sheet. Will capturing a signature be coming soon?

Yes, this is captured in the Delivery Log. It can be exported with all the custom fields collected.

20. If you just want to use one of these features, like the delivery system, is that possible? Does it add more cost to our current plan?

Yes, you can use only the Delivery Management module. Please reach out to your CSM or support for more details.

21. Could you make an admin view (for the reception) allowing, on one single page, to see all external visitors coming for the day? In other words, including the names of visitors attached to a meeting room as well as those who are not. Thank you!

Yes, in the Visitor Log, you can filter by date and get all visitors expected for today. We have planned in Q2 to display the meeting room details as well, so you will be able to distinguish visitors attached to a meeting vs. not.

22. I am starting a new coworking space, and I have to say that I am impressed with what you are doing. Are there plans to enhance additional features in the system aside from what has been presented today, such as business analytics, CRM tracking, etc.? Also, is the Visitor Hub tablet available globally, or can it be utilized on other hardware devices?

You can use Android or iOS tablets. We recommend the following ones – help article. To get an overview of all modules of OfficeRnD, schedule a demo.

23. I saw that day passes can now be specified for usage at certain locations. Is there potential for similar features for the Visitor Hub, where members can only check in visitors for specific locations?

Yes, you can use the Visitor Hub only in certain locations. You can also set location-specific settings. Learn more in this help article.