High Performance Lobby
An office front desk powered by the pbLobby module:
- Improves the speed of visitor check in by 60%
- Increases service levels and provides a highly professional impression to visitors
- Raises productivity of front desk staff by 30%
- Removes security loopholes and prevents unauthorised entry
- Supports the prevention and detection of fraud
- Dispenses with the need for 24x7 staffing
The office front desk is the calling card of an organisation and often provides the first impression to a prospective customer. Receptionists need to be fully armed with information in order to provide a professional welcome and smooth check in.
At the same time, the front desk is also the first line of defence against malicious intent not only from external people and former disgruntled employees but also, unfortunately, from internal fraudulent activity. The challenge for a lobby is therefore to have a process strong enough to catch every malicious event, however rare, without compromising the speed and comfort of thousands of normal visit events. Furthermore, with visitors making up at least 5% of an office building's occupancy, knowing the status of a visitor is crucial in emergency situations.
The foundation of a high performance lobby capable of these objectives is access control of the office building. An absolute pre-requisite is a door system that allows only authorised entries. The lobby function then becomes one of managing authorisations.
Depending on the visitor, there may be different levels of authorisation. These can be short term for a meeting to long term multiday access for an auditor or contractor. Visitors may need access to special zones and these in turn may require approval. Sometimes a policy of accompanying visitors throughout their stay may have to be enforced. While a security system controls access to a building, the information about who wants to visit whom and the associated approval processes resides in corporate directories, company policies, groupware calendars and meeting invitations.
The front desk has to make this information flow seamlessly without compromising security and pbLobby makes it possible.
pbLobby is a pre-packaged module combining all the hardware and software needed to help automate the work of a receptionist. It links islands of information to create an efficient process and close security loopholes. If your facility already has controlled doors and an access control system, upgrading to a pbLobby is straightforward.
Visitor Announcement
pbLobby, in conjunction with pbWorkpoint and pbRoom, automatically determines an upcoming visit without the host having to do anything. The standard alternative is announcement via a web portal specifying schedule details and requests for parking or special needs. Visitors without building access are automatically registered in the access control system.
Invitation
Invited visitors receive details about the office building location as well as guidance on how to get there. Information on self check-in is included, together with codes for WLAN use while on the premises. Visitors can make requests for parking space or provide details of accompanying colleagues. If required, they can be asked to submit information such as an ID number.
Check In
With pbLobby, typically 97% of the visitor arrivals are pre-registered enabling fast check in. Depending on security requirements, photos and biometric data can be captured, as well as an ID check. The host's rights to receive visits are always re-checked. Once the visit has been authenticated, a badge is issued and automatically activated in the access control system.
Self-Service Check In
Regular visitors or visits during out of office hours can be serviced by pbLobby's Self Service Kiosk option. Visitors sign themselves in with their and their host's details, and once these credentials are checked, the host called and asked to approve the visit. The kiosk then activates and dispenses a security badge as well as providing site information to the visitor.
Signage
Visitors can be welcomed and guided to their reserved meeting room or work point, while displays and interactive touch panels placed in the lobby or corridors provide a wealth of information. Need information on where to find the nearest vending machine or toilets? Need to order a taxi? Nearest exit in an emergency?
Check Out
Visit privileges can either be automatically terminated at preset times or upon check out. Upon departure visitors deposit their badge into a badge collector which then terminates the visit and associated privileges. Receptionist can view and act upon departure-related instructions. The visit record is maintained for operational and statistical use.
Service Provider Support
pbLobby gives a unique snapshot of what is happening in a building in real time. Easily trace people in case of phone calls or emergency. A powerful reporting engine can be customised to generate unique views of a facility - especially when pbLobby is deployed with pbRooms and pbWorkpoints. Analyse visit patterns to optimise front desk staffing and procedures.