How a guest registration system can transform your front desk

Easy and quick guest registration

MyDesk Guest Registration is an innovative and efficient solution designed to improve guest management in modern office environments. Its core functionality allows guests to register themselves on a screen when they arrive at the office, making the process quick and user-friendly.

Outlook integration

One particularly notable feature is the integration with Outlook. When a guest is invited to a meeting through Outlook, a pre-registration is automatically created via the MyDesk Outlook Add-in. This means that guest arrival and registration can be prepared in advance, reducing waiting time and increasing meeting planning efficiency.

Book lunch for guests in Outlook

Additionally, if the guest plans to stay for lunch, this can also be arranged through the Outlook registration. This feature ensures that all logistical aspects of the guest’s visit, including meals, are handled smoothly and efficiently.


Hardware that matches your needs

Another benefit of MyDesk Guest Registration is its versatility in terms of hardware. The solution can be deployed on a wide range of hardware, giving businesses the flexibility to use existing equipment. If new equipment is needed, MyDesk also offers advice and support to find the right equipment to suit your company’s specific needs.

Print guest cards

Finally, MyDesk Guest Registration also supports guest card printing. Once a guest has completed the registration process, a guest card can be printed directly. This is an important feature for security and identification as it helps keep track of who is in the office at any given time.

Overall, MyDesk Guest Management offers a comprehensive, easy-to-use and flexible guest management solution that can be adapted to different office environments and needs, increasing efficiency and security in the workplace.

Front desk management module

With MyDesk Guest Registration, you get a comprehensive management solution designed to improve efficiency and security when welcoming guests to your business. The platform gives the front desk a complete overview of all registered and pre-registered guests.

With MyDesk, receptionists can easily check in guests upon arrival, ensuring a smooth and professional welcome process.

Access card

A crucial aspect of MyDesk is its ability to handle the issuance of access cards. This is especially useful for visitors such as tradesmen who require temporary access to certain areas. The system ensures that all access cards are returned, increasing security and reducing the risk of unauthorized access.

Pre-registration of guests

To meet the needs of managing larger groups, MyDesk offers a powerful import function. The front desk can easily import a list of guests and register them with just a few clicks. This saves valuable time and reduces manual errors during group visits. In addition, the system allows you to print access cards on demand, which is a significant advantage for larger events or conferences.

Overall, MyDesk Guest Registration offers an easy-to-use tool for efficient guest management. With its intuitive interface and versatile features, it is an essential solution for businesses looking to improve their guest registration processes.

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Louise, Henrik og Jesper - MyDesk

A visitor management system is a technology used to formally "track" visitors in your buildings or offices. A visitor could be a customer, delivery person, job seeker, contractor, consultant or the CEO’s distant cousin. Basically, anyone who isn’t a permanent full-time employee is a visitor.

1 How does a guest registration system work?

The old-fashioned version of a guest registration system is the sign-in sheet – a piece of paper that is usually kept on a clipboard or in a folder at the entrance. When a visitor arrives, they enter their name, the host, time. Then the front desk staff informs the host that their visitor is waiting in the lobby. At some point, this sign-up sheet will be archived or shredded and a new sheet will appear on the clipboard to record the next 10 or so visitors.

2. Why do you need a guest registration system?

Many companies today use this technology because of the many benefits it offers. From improving productivity and security in the office to enhancing your company’s brand image, a guest registration system is an invaluable resource.

2.1 Improved Productivity

A guest registration system helps eliminate disruption, especially in offices that don’t have a full-time receptionist. Research shows that distractions are not only annoying, but they can actually make us dumber. By minimizing these disruptions, a guest registration system can help improve productivity in the office.

2.2 Improved Security

Your reception plays a big role in your office security. That includes keeping your company’s information secure. And a guest registration system can help with that. This can help ensure that no unwanted visitors can access your offices or sensitive information.

2.3 Improved Brand Image

A guest registration system helps you create a great first impression and ensure that the brand image you have is the one you want. It helps make your visitors feel welcome and helps them connect with who they need to see quickly and efficiently.

3. What should you look for in a guest management system?

There are several guest registration systems on the market. And while they all perform the basic task of checking out visitors, they vary in the features and functions they offer. Here are seven of the most essential features to look for, based on our customer feedback:

  • Customized Check-in Process
    You probably have more than one type of visitor, and they don’t all have to go through the same check-in process.

  • Visitor logs and reports
    : A visitor management system should allow you to easily create and view reports of your visitors.

  • Ease of use
    : The system should be easy to use for both your employees and your visitors.

  • Hardware support
    : The system must support the hardware you have, such as a tablet for check-in or a printer to print visitor badges.

  • Security : Security
    : The system must have appropriate security measures in place to protect your visitors’ information to comply with GDPR.

  • Customer support
    : If you have problems with the system, you should be able to get help quickly in your own language.

4. How Can a Guest Registration System Transform Your Front Desk?

A guest registration system can help transform your reception in several ways.

4.1 Automating the Check-in Process

By automating the check-in process, a guest registration system can help free up your receptionist to work on other things. This means they can focus on other important tasks instead of worrying about checking visitors in and out.

4.2 Improving the Visitor Experience

A guest registration system can help improve your visitors’ experience by making the check-in process quick, easy and efficient. It can also help make them feel more welcome by giving them a personalized welcome message.

4.3 Improving Security

By giving you a clear overview of who is in your building at any given time, a guest registration system can help improve security in your office. It can also help ensure that only authorized visitors can access your offices.

4.4 Improving Reporting and Compliance

A guest registration system can provide you with detailed reports of your visitors, which can help improve your reporting and compliance. It can also help ensure you comply with any legal requirements for visitor management.

5. Conclusion

Guest registration systems are an invaluable resource for any business. They help improve productivity, security and brand image, while making it easy to keep track of who visits your office. With the right guest registration system, you can transform your reception and give your visitors a better experience.

Learn more about how MyDesk guest registration can help your business streamline and transform your front desk.

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Henrik, Jesper og Louise - MyDesk

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