All you need to know to impress these 5 common visitor types

The secret to a great visitor experience? Personalization. When you tailor the experience to a specific type of visitor, folks feel valued and welcomed—and they’ll leave with a positive impression of your business. People always remember personalized touches over cookie-cutter interactions.

Of course, not every visitor is the same. You wouldn’t greet an interview candidate the same way you’d greet a vendor, right? A candidate might appreciate a glass of water and a quick office tour, while a vendor might need access codes or a look at the supply closet.

But here’s the thing—the visitor journey starts well before they step through your doors. It begins the moment you invite them to your office. That’s why having a visitor management system (VMS) is a game-changer. It helps you move the process along and create a customized experience for every one of your guests.

Let’s dive into five common visitor types and how you can make their experience unforgettable.

1. Business partners

You should treat your business partners like VIPs. Whether they’re investors, clients, or prospects, business partners play a big role in driving growth and revenue. They’re not royalty, but they’re definitely the next best thing!

A smooth visitor experience helps strengthen relationships, build trust, and leave a great impression of your brand, team, and culture. For these busy professionals, speed and comfort are everything.

Make their visit seamless by using tools like Slack to notify hosts as soon as they arrive—because no one likes waiting around. Need to handle legal documents? A visitor management system like Envoy can integrate with tools like Docusign and help guests securely sign anything ahead of time, so check-in is quick and easy.

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2. Job candidates

Onsite interviews are nerve-wracking enough without added stress. Create an experience for job candidates that puts them at ease. Candidates are trying to impress their interviewers while also figuring out if your company is the right place for them.

Start by customizing their invite email with interview details like who they’re meeting with, in which building, on which floor, and at what time. A visitor management system that works with recruiting tools like Greenhouse or Goodtime.io can help automate this process, ensuring every candidate gets a tailored email.

When candidates arrive, make them feel welcome. Have their badge and interview schedule ready to go so they feel prepared and confident. A polished first impression goes a long way in showcasing your company culture and making top talent excited about joining your team.

3. Contractors

Contractors and freelancers are a vital part of many organizations, bringing their skills and expertise to the table to support your full-time employees. While some work remotely, others come into the office for meetings or to tackle a team project.

Make their experience smooth and productive by setting them up with a designated workstation. A visitor management tool that integrates with a workspace management platform makes it easy. Contractors can quickly register, check in, book a desk, and check out—all from one system. These platforms also allow you to enable "Recognize Returning Visitors" settings. This allows the system to identify repeat visitors when they enter their names on the kiosk.

Don't forget about Wi-Fi! With integrations to tools like Cisco Meraki, contractors can automatically get internet access when they sign in, so they can jump right into work without any delays. A little effort goes a long way in making them feel part of the team.

4. Food and supply vendors

Let's face it—free snacks and hot coffee are a major reason people love coming into the office. But who's making sure the chip drawer is full, the coffee stays fresh, and the lunch buffet is ready? Your food and supply vendors are the unsung heroes keeping everything running smoothly.

And don't forget about access management! With a system like Kisi, you can give vendors access to key areas, like the supply closets or stockrooms. Because let's be honest—nobody wants their snack restocker locked out! The right tools make it easy for vendors to do their jobs so you can enjoy a stocked and happy workplace.

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5. Family and friends

Inviting family or friends to the office is always exciting—whether it’s for a meal or a quick tour of the space. While these visitors don’t need a desk or to sign an NDA, you’ll still want to make sure they follow your visitor policy to keep everyone safe.

A simple identity check is a great place to start. Use a VMS that comes with identity screening capabilities that let guests upload their government-issued IDs ahead of time. This makes it easy for HR or workplace teams to quickly approve them and get the visit rolling.

Pre-registering guests is a smart move, too. It helps your team know how many people to expect, making it easier to plan food and seating. With the right tools, hosting personal guests can be fun, smooth, and stress-free—for everyone involved!

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No matter who’s visiting, it’s all about creating a personalized experience. Sure, your visitor management solution can handle the check-in process quickly and efficiently, but it’s the personal touches that really count. A warm smile and a friendly greeting go a long way in helping visitors feel like part of your workplace community.