Receptionists provide a valuable service for businesses — greeting guests, collecting data, and supporting overall operations. However, many organizations have begun shifting away from traditional staffed front desks, adopting a more modern approach that allows for greater efficiency and flexibility.
Virtual and automated reception systems are especially important in the era of hybrid work, visitor self-service, and cost concerns. Front desk software allows you to achieve all the essential tasks a human receptionist would complete more quickly, meeting guests’ needs while also allowing staff to focus on areas where they can be most productive.
In this article, we’ll share a list of the best front desk management software on the market. We’ll also explain how this kind of system works, what benefits it offers, and how to choose the right solution for your organization.
What is front desk software? #
Front desk software is a digital solution you can use to automate and manage your front-of-house operations. It can handle critical tasks, including visitor management, scheduling, and reservations.
Benefits #
An automated front desk system can make life easier for employees, administrators, and visitors. These are some of the most significant changes you can expect to see from a high-quality system:
- Reduced wait times: With features like pre-registration, automated check-ins, and badge printing, guests can sign in more quickly and traffic moves smoothly.
- No overbookings: Front desk software tracks what appointment times, rooms, desks, and resources have already been booked, so you don’t have to worry about employees accidentally reserving them more than once.
- Reduced staffing needs: Automations allow you to run your front office with minimal supervision, so employees can focus their energy on tasks that require a human touch, such as customer support.
- Cost savings: A front desk management system not only saves money by minimizing staffing but also by eliminating materials required for manual processes, including data collection and storage.
- Enhanced operational efficiency: Virtual front desks make your operations more efficient with advanced features, such as host notifications for improved communication and data tracking for informed decision-making.
- Stronger workplace security: Knowing who is on your premises and gathering visitor data is critical to maintaining security and protecting your property and employees.
Some solutions may not meet all these goals, so it’s important to fully understand what a provider offers before investing in their software.
How front desk software overlaps with other systems #
Although front desk software can be an independent solution, its functions tend to work in parallel with other technologies. It’s most closely tied to visitor management, which allows for visitor registration, check-ins, and host notifications.
Many organizations also integrate their front desk system with access control, a solution designed to limit who can enter your building. With this type of connected system, you can manage credentials for employees and guests through a centralized platform.
Ideal use cases for automated front desks #
Front desk software can increase efficiency and improve the visitor experience at any organization, but it’s especially valuable in certain situations. These are some of the most logical use cases:
- Unmanned spaces: Some organizations are partially or fully unstaffed during certain operating hours. A virtual front desk system allows guests to check-in, improves security, and collects data even if you don’t have a receptionist on the premises.
- Hybrid workplaces: Hybrid teams often keep irregular schedules, which can make it difficult to schedule appointments and manage bookings for spaces or desks. Front desk software allows employees to take care of these tasks when away from the office.
- Coworking spaces: Allocating desk space and tracking visitor traffic is vital in a coworking space, where the people in the space differ from one day to the next. This type of system is more convenient for members and allows them to invite and greet guests more effectively.
- High-security environments: Organizations with security concerns can better track and manage visitors and guests with identity verification and access control. This is particularly common for schools, government facilities, and organizations handling sensitive documents or materials.
Keep in mind that the size of your organization doesn’t necessarily correspond to your need for front desk software. For example, this type of solution is equally important for a small business where security is a top concern as for an enterprise organization with multiple locations.
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Top 5 front desk software providers #
The popularity of virtual front desk solutions is rapidly increasing, with an estimated market value of $2.71 billion in the United States and Europe. As more providers enter the field, it can be challenging to find a reliable system capable of replacing or assisting your human receptionist.
These five providers offer high-quality front desk software you can integrate with other technologies in your organization. We’ve put together a quick comparison, as well as a detailed description of each provider and their solution.
Kisi #
Kisi, a trusted access control provider, offers a visitor management system that automates many time-consuming front desk tasks. You can securely welcome guests using a visitor kiosk, instantly print badges displaying their identities, and capture all their information in advance using pre-registration. Kisi’s system also seamlessly integrates with access control, allowing you to use mobile access links, QR codes, cards, mobile app, or other credentials for employees, members, and visitors.
In addition to replacing paper-based sign-in sheets, you can also collect useful information about visitors, including their contact details, what company they represent, and the purpose of their visit. Because Kisi’s systems are cloud-based, you can store this data safely and access it from any device with an internet connection. The One Security Platform connects all your physical security solutions, including visitor management, access control, and video surveillance, through a user-friendly interface.
Best use cases
Hybrid offices, fitness and coworking spaces, educational institutions, and high-security environments, including finance, government, and healthcare.
Top features
Automated badge printing, host notifications, QR codes, mobile access, and time-limited access links.
Pricing
Kisi’s visitor management system has three tiers: the Basic plan is free, the Plus plan starts at $99 per month per location, and the Pro plan starts at $199 per month per location. Pricing for Kisi’s One Security Platform starts at $99 per month, or you can contact Kisi to get a custom quote.
Yardi Bluepoint #
Yardi Bluepoint’s visitor experience system gives access to real-time visitor data and streamlines the check-in process. These insights allow you to plan ahead for reception needs, visitor services, and security requirements.
You can cut down wait times by generating branded visitor invitations with pre-visit forms or travel details and invite them directly from your digital calendar, including Outlook and Google. Yardi Bluepoint allows tenants to book time-limited appointments by visitor type, so you always know who will be and who currently is in the building. It also integrates with Kisi access control.
Best use cases
Corporate tenants, high-security facilities, and building owners and managers.
Top features
Branded invitations, data analytics, contactless check-ins, and access control integration.
Pricing
Contact the Yardi Bluepoint team to discuss pricing.
Nexudus #
Nexudus is a coworking software that addresses core receptionist activities. It includes desk and room bookings, which members can access and reserve independently. It also allows for real-time occupancy tracking, so you can monitor which spaces are being used at any given moment. Smart check-ins offer greater convenience for members, and location settings enable you to adjust pricing, taxes, and payment processing.
In addition, Nexudus has features related to billing, inventory management, and event management. Their AI-enabled system is scalable, so you can manage multiple locations through the central platform. It also integrates with a variety of other solutions, including Kisi.
Best use cases
Coworking spaces and smart offices.
Top features
Space management and bookings, member and visitor management, reporting and analytics, and automated billing and payments.
Pricing
The Nexudus Coworking Professional plan is $150 and up per month/per location. Coworking spaces with more than 500 active users can contact the Nexudus team to discuss pricing for the Coworking Growth plan.
Proximity #
Proximity’s front desk software is a good option for coworking spaces, as well as other commercial real estate properties. It mimics the solutions used in the hospitality industry, providing a comprehensive system for bookings, communication, and data. Proximity includes integrated visitor management and a reservation system for conference rooms, event spaces, offices, and desks.
Other important functions of this system include automated check-ins for members or guests, host notifications, and inventory management. You can register visitors in advance and greet them with customized messages at check-in. Proximity also integrates with Kisi.
Best use cases
Commercial real estate and coworking spaces.
Top features
Reservation management, Wi-Fi access control, visitor management, smart occupancy, and air quality.
Pricing
Contact Proximity to discuss pricing.
Skedda #
Skedda is a customizable space-booking system with optional visitor management features. Administrators and members can use it to reserve and assign desks, book meeting rooms, and allocate resources. It can also track space usage, so you can maximize the value of your facility.
Skedda is an excellent choice if you want full control over your booking processes because it allows you to tailor rules, permissions, and policies to your needs. You have full control over who can access and use different elements of your space, while also closely monitoring drop-in traffic and activity. If you want to combine the Skedda system with access control, you can integrate it with Kisi.
Best use cases
Managing bookings and reservations for coworking spaces, educational institutions, libraries, labs, and community centers.
Top features
Interactive floor plans, visitor management, and workplace intelligence with occupancy and attendance data.
Pricing
Skedda offers three tiered plans. The Starter plan is $99 and up per month with 15 spaces included, the Plus plan is $149 and up per month with 20 spaces included, and the Premier plan is $199 and up per month with 25 spaces included. Visitor management services are available as an add-on for an extra fee.
Key features to look for in a front desk system #
When researching these and other front desk software providers, you may find it difficult to decide which is the most appropriate solution for your organization. You can narrow down your options more effectively by looking at these specific points of comparison:
- Host notifications: Automatically informing hosts when guests arrive improves the visitor experience and makes your organization appear more professional and organized.
- Pre-registration: Find a system that allows guests to register before coming to the site so they have time to enter their information and sign any necessary documents.
- Secure cloud storage: An effective front desk solution will include cloud storage with appropriate security protocols, such as encryption.
- Badge printing: Choose a system compatible with a printer so you can automatically generate badges with visitor details, company logos, and other details.
- Remote management and monitoring: A remote front desk enables you to keep an eye on activity and handle incidents through an app or online dashboard.
- Identity verification: If you have security concerns, prioritize systems that can scan visitor licenses and flag individuals who pose a risk.
You can usually determine what functionalities a system has by reading about it online, but testing it out allows you to dig deeper and get a better feel for the user experience. Many software providers, including Kisi, offer free demos so you can explore every aspect of the system before you sign up.
Optimize your front desk processes #
Front desk software is an asset to any organization hoping to save time and money without sacrificing the quality of their guest experience. Implementing this kind of system allows you to keep your building secure, operate more efficiently, and provide a more welcoming environment.
Kisi’s future-proof visitor management and access control solutions are designed to meet all these goals and more. Reach out to learn more about Kisi’s visitor management system, sign up for a free trial, or request a demo.
Vera Eftimovska
Marketing Campaign Manager at Kisi, blends her psychology background with hands-on experience in access control and workplace security. Passionate about how technology and human behavior intersect, she shares insights that help businesses build resilient, future-ready, and security-driven workplaces.