The problem
Børns Vilkår is a growing organization with over 500 employees spread across locations in Valby and Aarhus, which creates a large flow of external partners and volunteers. Previously, there was a lack of a streamlined process for guest registration, which created uncertainty at the reception and an unprofessional first impression for the many visitors.
The challenge was particularly pronounced when larger groups arrived simultaneously for meetings, as the manual overview often failed. Without a clear visual identification system, it was difficult for staff to identify guests in the building, which is crucial for security in an organization working with sensitive topics.
The consequence was wasted time for both employees and guests and a lack of a common thread in the organization’s outward visual identity. They were looking for a modern, digital solution that could combine security needs with a professional and warm welcome environment.
The solution
The choice fell on MyDesk’s visitor management combined with innovative, digital E-ink guest cards that could be integrated directly into the organization’s daily workflow. MyDesk was chosen for its ability to combine user-friendliness with an aesthetic expression that matched Børns Vilkårs’ values.
The implementation included custom-made E-ink cards in Børns Vilkårs specific colors and logo, ensuring instant recognition. The system was rolled out simultaneously in both Copenhagen and Aarhus, so guests are met with the same professionalism no matter which department they visit.
Employee onboarding went smoothly as the system automates notifications when a guest arrives and checks in. The digital solution has eliminated the need for manual lists and ensured that the front desk always has a real-time overview of all visitors in the building.
The result
The immediate improvements were noticeable from day one, with guests now receiving a personalized, digital card upon arrival that exudes professionalism. The branding effect is significant as the custom-designed E-ink cards act as an extension of Børns Vilkårs’ visual identity throughout the visit.
With over 520 employees, the solution has reduced time spent on guest handling as the flow is now automatic from check-in to host message.
The long-term effect is an increased pride among employees in being able to welcome visitors in a professional setting. Visitors express a high level of satisfaction with the modern reception, which supports Børns Vilkårs’ image as a forward-thinking and well-organized organization.
