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5 Concrete Examples That Illustrate How Coworking Spaces Can Benefit From Visitor Management Systems

Co-working space with desks at different heights

As the way the world does business continues to evolve, coworking spaces are quickly becoming more and more necessary. And as great as coworking spaces are for startups, freelancers, and small businesses, there are things that we can do to elevate the coworking experience for everyone. One of the ways to improve coworking spaces is to integrate visitor management systems. A VMS is a way of keeping track of everyone coming in and out of an office or coworking space. Visitors can be anyone, like family members, postal workers, or delivery drivers. Check out these real-life examples of how coworking spaces benefit from visitor management systems.

1. Contactless VMS

 Coupling the best coworking software with a touch-free VMS is highly desirable for many shared office spaces during the COVID-19 pandemic. Touchless VMS allows visitors to check-in using their own device. With this method, businesses can send visitors any information prior to their arrival or even an invitation. Any agreements that need to be filled out or signed can be done before they arrive to make things more time efficient and to limit contact between persons. When visitors arrive and check-in, the VMS will alert an employee of their arrival.

2. J&B Hive in South Africa

J&B Hive was in the market for a VMS that would replace a paper visitor book system. They were looking for a system that was fast, detailed and able to reduce the reception staff’s workload. The VMS they chose allowed them to keep track of who is in the building, it also helps them to track why visitors are in the building. They can analyze what’s working and what’s not. And the reception staff can focus more on developing the coworking space, not the coworking members. 

 Modern co-working space with bar downstairs

3. Save Money

Using a VMS can save you and your business more money than you realize. If your coworking space doesn’t have a dedicated reception staff, a digital VMS can solve that problem. A New Zealand company faced this problem. As a small business with less than 75 employees, the company was able to use VMS to stay abreast of visitor notifications with a simple setup for a reasonable cost. They even easily upload employees and more, saving both time and money. 

4. ID Badges

If you run a large coworking space that sees a whole lot of foot traffic, you may have more identification needs than smaller spaces. The right VMS can issue visitor ID badges for you, with or without pictures. Not only does this solve the visibility issue, it also solves the issue of difficult to read writing. 

5. Pandemic Screening

Having the ability to time and date stamp everyone that comes into the space can be instrumental when it comes to contact tracing and screening visitors for infectious diseases. A VMS can ask specific questions to help you discern whether or not to approve their visit. Knowing whether or not a visitor is a safety risk can better inform the way you do business. 

Everyday hundreds of visitors come in and out of your coworking space. But sometimes it’s a bit difficult to track who is coming and going and what business they have at the office. There are plenty of real-life scenarios where the right VMS can transform the way you do business in your coworking space.