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Feb 6, 2025

Creating a personalized visitor experience makes guests feel valued and welcomed in your workplace. Whether it’s a potential hire, a business partner, or a contractor, tailoring their experience ensures they leave with a great impression of your company. People appreciate personal touches more than generic interactions.

Not every visitor is the same. You wouldn’t welcome a job candidate the same way you would greet a vendor. A candidate may appreciate a warm greeting and an office tour, while a vendor may need seamless access to supply rooms.

But the visitor experience doesn’t begin when they step through the door—it starts with the invitation. A visitor management system (VMS) is a game-changer, ensuring a smooth, customized journey for every visitor. Let’s explore five common visitor types and how to make their experience exceptional.

1. Business partners

Your business partners—clients, investors, or prospects—play a crucial role in your company's success. Their visit should reflect professionalism and efficiency.

How to impress them:

  • Use instant host notifications to ensure a warm and timely welcome.
  • Enable digital pre-registration so legal paperwork can be signed in advance.
  • Offer a seamless check-in experience using Veris visitor management with QR code-based entry, eliminating long wait times.
  • Provide a designated meeting space, complete with refreshments and key presentation materials.

A frictionless experience builds trust, strengthens relationships, and leaves a lasting positive impression of your brand.

2. Job candidates

Interviews can be nerve-wracking. Ensuring a seamless candidate experience can make a difference in their perception of your company.

How to impress them:

  • Send a detailed invite email with information about the location, meeting time, and whom they will meet.
  • Use Veris visitor pre-check-in to allow candidates to complete paperwork in advance.
  • Provide a visitor badge and printed schedule upon arrival, ensuring they feel prepared and confident.
  • Offer a guided office tour to showcase your company culture and work environment.

A well-organized, warm welcome enhances the candidate experience and increases the chances of securing top talent.

3. Contractors & freelancers

Contractors and freelancers contribute significantly to business operations. Making their visit smooth allows them to focus on delivering results.

How to impress them:

  • Allow pre-registration and automated check-in for returning contractors.
  • Assign a hot desk using Veris’ integrated workspace management system.
  • Enable Wi-Fi access automation, ensuring seamless connectivity upon check-in.
  • Grant temporary access credentials to restricted areas if necessary.

A well-managed experience ensures that external talent can collaborate effortlessly with your teams.

4. Food & supply vendors

Your workplace runs efficiently thanks to vendors who restock supplies and cater to your employees. Ensuring their experience is hassle-free keeps operations smooth.

How to impress them:

  • Use a visitor management system that integrates with access control to provide secure, temporary access.
  • Assign access levels so vendors can only enter designated areas such as supply rooms or storage spaces.
  • Automate check-in and check-out to minimize disruptions while keeping track of vendor activity.

A streamlined process allows vendors to do their jobs efficiently without affecting workplace productivity.

5. Friends & family visitors

Sometimes employees invite family or friends for lunch, a quick tour, or office events. Ensuring a simple and secure check-in process enhances the experience for everyone.

How to impress them:

  • Use ID verification to ensure compliance with visitor policies.
  • Allow pre-registration to track the number of expected guests.
  • Assign designated seating areas or meeting spots for a smooth visit.

With a streamlined system in place, hosting personal guests becomes effortless while maintaining workplace security.

Make every visitor’s experience exceptional

Regardless of the visitor type, a well-planned visitor management process ensures efficiency, security, and a welcoming atmosphere. While a VMS takes care of check-ins and compliance, it’s the personal touches—a friendly greeting, a seamless process, and an intuitive experience—that make all the difference.

Ready to enhance your workplace visitor experience? Schedule a demo with Veris  today and discover how our visitor management solutions can create a seamless and secure check-in journey for every guest!

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

Discover the 5 common visitor types and their expectations for a seamless workplace visit.

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