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FrontDesk Assistance
A digital front desk for every arrival.
Register visitors, vendors, planned guests and temporary employee access through structured check-in, with host coordination, card allocation, live tracking and day-end reporting across office locations.
What It Is
Make every arrival visible, verified and accountable
A controlled digital workflow for reception: check-in, host coordination, card allocation, live occupancy and reporting, scoped by location and role.
Today
A register and a phone call
- A paper book at the front desk
- Reception calls around to find the host
- Cards tracked on a separate sheet
- No reliable view of who is inside
- Day-end reports assembled by hand
- Every office does it slightly differently
With FrontDesk Assistance
A controlled front desk
- Structured digital entries, searchable
- Hosts respond by email and reception sees it
- Cards allocated and reconciled by the system
- A live view of everyone currently on site
- Registers export to CSV, Excel and PDF
- One workflow, scoped by location
Why It Matters
A paper register cannot tell you who is still inside.
As offices grow across locations, manual logs leave gaps in exactly the places that matter: who authorised the visit, who has been informed, which cards are outstanding and what happened at the end of the day.
Kiosk check-in
The location is decided by the device, not the visitor
Visitors, vendors and employees needing temporary access check in from a location-bound reception kiosk. The office is resolved from the device session rather than chosen from a list, so entries and card allocation stay tied to the correct site.
Without it: a visitor picks the wrong office from a dropdown, and the entry, the card and the day-end report all end up filed against the wrong location.
Visitors, vendors and temporary access
One process, several kinds of arrival
The same structured flow handles visitors, vendor and auditor categories, planned guests prepared in advance, and employees who need temporary access because a card was forgotten, lost or damaged. Each captures the details that category actually requires.
Without it: vendors get scribbled into the same paper column as guests, temporary card issuance happens informally at the desk, and nobody can separate the three afterwards.
Host coordination
The host answers, and reception can see it
Reception sends the host an email with the visit details and three responses: confirm the visit, ask the guest to wait, or unable to meet. The reply is recorded against the entry as a note, so whoever is on the desk knows what to do next.
Without it: reception calls the host, gets no answer, tries a colleague, and the visitor waits in the lobby with nobody able to say whether anyone is coming.
Card control
Every card accounted for, by location and purpose
Identity and access cards are managed per location and card type. Check-in assigns an available card inside a single transaction, and checkout either returns it to the pool or marks it lost, damaged or inactive.
Without it: cards are tracked on a separate sheet that nobody updates, so the stock quietly drifts and the ones that never came back are discovered at audit.
Registers and reports
A register you can actually search
Every visit produces a structured record: timing, location, host, card, identity reference, assets declared, remarks and checkout. Registers filter by date and category, and admins export to CSV, Excel or PDF alongside scheduled end-of-day summaries.
Without it: answering "who visited on the 14th and who signed them in" means turning the pages of a paper book, and the day-end report is assembled by hand every evening.
Live visibility
Know who is inside, right now
The reception dashboard shows currently active entries, walk-ins, expected guests, temporary access, card inventory health, host response status and remarks, refreshed as the day runs. Reception teams see their own locations; administrators see across all of them.
Without it: the honest answer to "how many people are in the building?" is a guess, and in an evacuation a guess is not good enough.
One Day At Reception
The desk still runs when nobody is standing behind it
A single ordinary day, and what the system is holding at each point in it.
14on site right now
3awaiting host approval
2passes expiring today
0unrecorded entries
08:40
First arrival
A visitor checks themselves in at the kiosk. The host knows before they have finished sitting down.
11:15
Contractor
Documents checked against the approved list, access limited to one floor, pass timed to expire.
14:00
Interview panel
Four candidates arrive together, all pre-registered. Nobody queues, nobody is asked to sign a book.
18:30
Last check-out
The building empties. The day is already written down, and already searchable.
Where It Is Used
Every kind of arrival your offices handle
Client and partner visits
Vendor and contractor access
Auditor visits
Planned executive guests
Interview candidates
Temporary employee access
Multi-location reception
End-of-day movement reporting
Built For Teams
Bring structure and visibility to every front-desk interaction
Reception teams work within their own locations while administrators keep central oversight of cards, records, devices and reporting.
Who It Is For
Four teams, four different reasons to need it
Reception Teams
One operating view of active entries, expected guests, card stock, host responses and checkout for your assigned location.
Employees and Hosts
Know your visitor has arrived and answer in one click, without reception hunting you down.
Executive Assistants
Prepare expected guests in advance with host, timing, room and guest count, so reception can receive them quickly.
Administration and Facilities
Central visibility across locations, card inventory, employee records, reports and audit logs.
Contact Us
Get in Touch with us
We’re here to assist you! Whether you have questions, need support, or want to discuss your project, our team is ready to help. Reach out today, and let’s explore how we can work together to achieve your goals.