Skip to main content

How to keep your visitors safe with a touchless sign-in process

From touchless faucets in public restrooms to automatic doors, technology has adapted to provide seamless, modern experiences, and to protect personal hygiene.

Madison Stein
By Madison Stein Head of Content

Whether you’re watching the news or scrolling through Instagram, you’ve seen the frequent reminders to wash your hands. But personal hygiene isn’t just an of-the-moment fad. From touchless faucets to automatic doors and pre-programmed elevators, technology has adapted to provide seamless, modern experiences––and to protect personal hygiene.

And this concept extends to visitor management too. Workplaces can upgrade their current system by creating a touchless visitor sign-in process. This protects their guests and team, but also creates an exceptional visitor experience. Going touchless makes sign-in safer, and allows your business to quickly adapt to enforce health and safety regulations. This option also creates a frictionless check-in experience while giving your visitors, and employees, peace of mind beyond the times of a global health crisis.

What do we mean by “going touchless”?

Before we go deeper into the benefits of having a touchless sign-in process at your workplace, let’s take a second to explain what we mean by “going touchless.” Businesses going touchless isn’t new—despite how relevant it is lately. In fact, touchless technology, from gesture sensors to voice recognition, has been widely used since the late 1980’s when automatic faucets and soap dispensers became popular in public restrooms. Today, you likely experience touchless technology multiple times a day such as walking through an automatic door, or asking Siri to set your alarm while your phone is sitting across the room from you.

Touchless technology isn’t only about hygiene and safety. It’s also a way to show that your business is forward-thinking and modern. After all, who likes being slowed down by an old-school pen and paper sign-in sheet or a clipboard with long legal documents to read through? 

The answer: no one. That’s why we have thought through how to make the sign-in experience seamless and touch-free. With a touchless visitor sign-in, guests can pre-register on their phone or computer before their arrival; scan a QR code at check-in; and be off to see their host in no time. 

Now, let’s dive into the benefits of a touchless sign-in, for both your visitors and your workplace.

How can a touchless sign-in process help everyone in your office? 

For modern offices, creating a touchless experience shows that you’ve thought of every last detail of your visitor experience and have made steps to take the burden off of guests when they come onsite. By doing that, you save your visitors time once they arrive so they’re not bothered with sign-in and can more quickly get to who they’re there to see.

Plus, while having one visitor come on site might seem simple, there’s often a lot of info you’ll need to collect from them. Instead of asking for this information during sign-in, you can collect essential information about your guest and take care of any additional actions before the visit, rather than frantically trying to solve issues while your guests wait in your lobby.

Going touchless is another way to help your visitors, and your entire office, stay healthy. By going touchless, you’re able to minimize the spread of germs and make sure you’re taking care of everyone in your space. 

How to make your sign-in frictionless and (nearly) touch-free 

There are probably more points of friction in your visitor experience than you realize. With a bit of preparation, you can prepare for all the ways to make your visitor’s experience seamless and touch-free.

  1. Make finding and reaching your office easy. Take some of the mental load off of your guests by sharing a link to directions to your office, at minimum, in their invite. Also include any critical information on parking, nearby bus stops, or, if you’re feeling generous, a code for ridesharing credits. 
  2. Give guests the “keys” to your office. Your office may already have security checkpoints in place to make sure only expected guests reach your lobby. This could mean a security guard, locked elevator, turnstile, or gate into your parking lot. If your workplace uses an access control system like Kisi, you can help guests navigate through each checkpoint with ease by providing a QR code or other mobile-based access key. 
  3. Learn more about guests before they arrive. If you need guests to sign any documents or take their photo, give them the opportunity to do so in advance. This way, when they reach your lobby, all they have to do is scan their QR code from their invite to make it known that they’ve arrived. No signing a logbook or tapping on an iPad necessary. 
  4. Print badges on command. Rather than hand write badges or ask your reception team to hand them  out, put a printer on your front desk adjacent to your sign-in system. When visitors sign in, their badge can print instantly, which they can then grab without needing assistance from your front desk team. “This cuts down sign-in time from 60 seconds to 10 seconds,” says Zoe Pennington, Receptionist at Box. 
  5. Let employees know automatically when their visitors arrive. Instead of picking up the phone or running desk to desk, opt for a sign-in system that notifies your employees automatically when their visitors arrive. Opt to send notifications to employees’ mobile phones via SMS or a tool like Slack. That way, they’ll get the message even if they aren’t at their desk.
  6. Choose a handshake-free greeting. Humans have been shaking hands to signify a well-intentioned greeting since as early as 5 AD. But since shaking hands is one of the best ways to share germs, experiment with other ways of greeting guests. Encourage your employees to greet guests with an elbow bump, a “foot shake”, or a slight bow instead.  

A touchless sign-in process is key to creating a great workplace experience for your visitors. With some prep work, you can turn a bland, outdated sign-in experience into one your guests will remember.

Was this article helpful?

It’s time to go touchless

Learn more ways to go touch-free in our ebook: The workplace leader's guide to touchless technology.

Madison Stein
Author Bio Madison Stein

Madison is a writer, story-teller, and problem-solver at Envoy, where she inspires workplace teams to make the workplace work better. When she's not thinking of clever puns in the office, you can find her on the beach with her dog, planning her next vacation, or exploring new restaurants in San Francisco.