How it works
The term covers two things. A digital receptionist is software, usually a visitor management kiosk on a tablet at the entrance. A remote receptionist is a person who answers calls and greets visitors over video or phone from somewhere else. Many offices combine the two.
Running reception without staff starts before arrival. Hosts pre-register visitors, who receive a QR code and can complete documents in advance. At the entrance, the kiosk checks the visitor in, takes a photo, prints a badge and notifies the host by email or chat, and the host comes to collect them.
Walk-ins, deliveries and exceptions still need a route: a kiosk option for unexpected visitors, a named person to call and clear signs. Employees can use the same kiosk to check in, which keeps one record of who is in the building.
How to measure it
- Time from arrival to host pickup.
- Share of visitors pre-registered.
- Walk-in and delivery volume by time of day, to see whether staffed cover is needed at peaks.
- Missed host notifications and visitors left waiting.
Examples
- A satellite office of sixty people puts a kiosk in the lobby; pre-registered guests scan a QR code and their hosts get a message in Microsoft Teams.
- A headquarters staffs reception during the morning peak and switches to kiosk-only check-in in the afternoon.
Common mistakes
- Removing the receptionist without a plan for walk-ins, deliveries and emergencies.
- Placing a kiosk where visitors cannot find it, or with no sign explaining what to do.
- Relying on hosts to remember to register guests instead of making the invite part of booking the meeting.
How Kadence helps
Kadence visitor kiosks (WorkOps Pro) let visitors check themselves in on an iPad, Android tablet or Neat device, or by QR code, with badge printing and visitor photos. Hosts are notified by email, Microsoft Teams or Slack, walk-ins can register at the kiosk, and employees can check in there too. Digital NDA signing is available as a paid add-on.
Visitor management system · Kadence on Neat
Frequently asked questions
How do you run an office without a receptionist?
Pre-register visitors so they get a QR code in advance, put a self-service kiosk at the entrance to check them in, print badges and notify hosts automatically. Plan for walk-ins, deliveries and emergencies with a clear sign and a named contact.
What are the alternatives to hiring a receptionist?
The main alternatives are a visitor management kiosk, a remote receptionist service that handles calls and video, a receptionist shared with other companies in the same building, or rotating front-desk duty among office staff. Many offices combine a kiosk with a remote service.
What is the difference between a virtual receptionist and a digital receptionist?
A virtual receptionist is often a real person who handles calls and greetings remotely. A digital receptionist is software, such as a check-in kiosk, that registers visitors, prints badges and alerts hosts. People often use the two terms interchangeably.
What does a front desk receptionist do?
A front desk receptionist greets visitors, signs them in, issues badges, contacts hosts, answers phones, handles deliveries and helps with directions and questions. Visitor software can take over the repeatable tasks and leave people for welcome, security and exceptions.
Related terms
- Visitor management system (VMS) Software that registers and checks in visitors, notifies their hosts and keeps a record of who was on site and when.
- Desk check-in Confirming that you are at the desk or room you booked, by app, QR code, badge or Wi-Fi presence, so unused bookings can be released.
- Workplace experience (WX) How employees experience the office and its services, from finding a desk and colleagues to hosting visitors and getting help.
Kadence editorial team · Last reviewed