Visitor Management & Staff Check-in For Care Homes.
Visitor & Staff Check-in For Care Homes.
Request further information.
If you still use a visitor book on reception and looking to modernise your operations by transitioning to a digital system, we would be more than happy to hear from you.
Kindly provide us with your relevant contact details by submitting the form below and we provide you with further information and an itemised breakdown of the associated costs of the licence, hardware and any setup costs.
Watch our video
More than 2,500 workplaces have switched from paper sign-in books to e-Reception Book. This digital system logs visitors, staff, and contractors. Our video shows how technology is transforming visitor management in care homes.
Licence pricing.
Our pricing below is for the licence only. Please get in touch with our team for a full package cost, including hardware.
Visitor Management.
Replace all visitor books on your front desk with an iPad-based system to check in and out visitors. Create a modern first impression with a fully branded system. Today, first impressions are important for each visitor entering your care home.
Offering a secure and positive experience upon entry that falls in line with both certain standards and regional COVID-19 restrictions is now a necessity for care homes wishing to provide the best first impressions.
Staff Check-in.
e-Reception Book offers a digital solution for managing employee check-ins and check-outs, as well as staff attendance schedules. By using access control fobs or a smartphone application, employees can easily clock in and out, eliminating the need for traditional paper-based check-in methods.
Furthermore, when a visitor arrives on the premise, staff members will receive automatic notifications via email, improving the overall visitor experience and streamlining the check-in process.
Book an online demo.
At e-Reception Book, we know that choosing the right visitor management system can be a daunting task. With so many options available in the market, it can be challenging to determine which solution is the best fit for your specific needs. Our experienced business development team is dedicated to understanding your unique requirements and providing a personalised product tour of our system, highlighting the features and benefits that are most relevant to your business.
Take full control of your visitor data.
Having total control of your data is more important than ever. Personal, identifiable data is inevitably captured during any visitor check-in. e-Reception Book helps you balance holding critical information in the interests of safety and reporting while respecting and maintaining the privacy of your visitors.
ISO/IEC 27001 compliant.
Having undertaken a detailed and rigorous audit of procedures and frameworks in place with one of the leading houses – BSI, we have been awarded ISO/IEC 27001 accreditation, the international standard for information security.
e-Reception Book becoming ISO/IEC 27001 certified means that we have done our security homework and committed to achieving the highest possible security standards that is available today.
Trusted by world leading brands.
As a provider of visitor management services, we take great pride in offering our assistance to some of the most renowned and esteemed brands across the globe. Our goal is to extend our reliable and efficient solution to all businesses, regardless of their scale or nature of operations, in order to assist them in keeping track of their visitors, contractors, and staff with unparalleled flexibility and ease.
Data security &
protection standards.
MediaBase Direct proudly holds certification for the NHS Digital Data Security and Protection Toolkit, showcasing our unwavering commitment to top-tier data security practices. Through a meticulous self-assessment, we've proven our dedication to responsibly managing personal information and implementing robust security measures.
By surpassing industry standards in our self-assessment, we offer care homes a reliable visitor management system that prioritises data protection and upholds the highest security standards.
Add your branding.
A fully branded visitor management system allows care homes to create a professional experience for visitors, while also promoting the company's brand.
e-Reception Book can be configured to send automated email notifications to visitors and staff, which can be customised to include the care home’s branding, such as logo, colours, and messaging.
One solution to replace all books.
e-Reception Book can be used to log visitors, staff, and contractors using one system to replace multiple paper books, providing several advantages over a traditional paper-based system.
All visitor, staff, and contractor information can be stored in a centralised location, making it easy to access, search, and analyse data. This eliminates the need for multiple paper books, which can be difficult to manage and keep track of.
Fire evacuation lists.
With e-Reception Book, you can maintain a real-time list of visitors and staff in your care home, which can be used in case of evacuation. The system allows you to highlight or check out visitors as they are being evacuated so that other security staff can instantly get an update on who is still in the home.
The e-Reception Book feature keeps a real-time central database that can be shared by all devices, ensuring that you have the most accurate and comprehensive information at all times in case of an emergency.
Document signing.
Visitors and contractors can now digitally sign important documents, such as non-disclosure agreements and contractor disclaimer forms, directly on an iPad device at the time of check-in.
This feature is made possible through the use of the e-Reception Book dashboard, where different documents can be uploaded and made available for specific visitor categories to sign. This streamlines the check-in process and ensures that all necessary documents are signed and on file in a timely and efficient manner.
Invite your visitors.
Enhance your visitor check-in process by pre-booking visitors and family members in advance. This allows for a more seamless and efficient check-in experience upon arrival, as all of their information will already be pre-populated. Pre-registration can be done easily through the e-Reception Book or through the smartphone companion app.
Additionally, you have the option to send pre-registered guests an email invite with your branding, including details on the date and time of the visit, who they will be meeting, directions, and a QR code for scanning upon arrival.
Real-time dashboard.
The e-Reception Book dashboard provides a convenient and comprehensive way for you to manage your visitor and staff check-in activity, as well as access important information such as your visitor history, fire list and site settings. This can be done easily from any desktop or laptop.
The history view feature within the dashboard is a complete log of all check-in activity within your specified data retention period, allowing you to easily search and filter through your data. Additionally, you have the ability to export detailed reports for each visitor category to a CSV format, providing a useful tool for tracking and analysing your visitor traffic.
Companion app.
Experience the convenience of e-Reception Book on the go with our staff companion app. This app allows your employees to easily check in, pre-register guests and view the fire evacuation list, all from their mobile device. There is no limit to the number of users you can invite.
The e-Reception Book Companion app is available as a free download on both iOS and Android platforms, through the App Store and Google Play Store respectively.
Global dashboard.
e-Reception Book offers a powerful and efficient solution for managing visitors across multiple locations through its easy-to-use global dashboard. This allows you to customise the visitor experience for each individual care home, while still maintaining a centralised employee list for simple staff check-in.
The global dashboard also enables you to easily set up care home-specific requirements such as check-in forms, email notifications and branding across all locations, ensuring consistency and streamlining the visitor management process.
Roles & permissions.
Assign specific roles to each of your staff members in order to tailor the access and permissions they have within the system to your care home needs. This feature is designed to give you flexibility and control over the different tasks and responsibilities of your staff, and can be customised to suit the unique setup of your school.
For example, you may create a "Receptionist" role that grants your receptionist access to the dashboard, but limits their access to other parts of the system, such as the visitor history or site settings. This ensures that only staff members with the appropriate level of access and permission can view and manage specific information, providing an added layer of security and control to your visitor management process.
RFID staff check-in.
Provide an easy and secure way for your employees to check in and out of your care home using their existing access control fobs or cards. This feature allows your staff to use the same fob or card that they already have for building access, eliminating the need for additional cards or fobs.
The process is simple and quick, as all your employees need to do is tap their connected reader to their paired fob for a seamless check-in. Additionally, staff members can connect multiple fobs to their e-Reception Book account, providing added flexibility and convenience for those who may have multiple fobs or cards. Streamline the check-in process for both staff and guests, saving time and reducing frustration.
Staff Rota Attendance.
Keep track of staff schedules and ensure that the right personnel are available at all times to attend to visitors and provide assistance. The system provides a real-time view on staff attendance, enabling your care home to quickly see an overview of all employee activity.
Keep more accurate records of staff attendance, track performance and resolve scheduling conflicts. The system is a valuable tool for improving efficiency, security, and overall experience of visitor management.
Feedback Capture.
Use the e-Reception Book to capture feedback from visitors on their experience at your care home. The system follows the Care Quality Commission (CQC) ‘Quality Statements’ used to assess and monitor the quality of care homes in the UK.
By capturing customisable feedback, care homes can demonstrate their commitment to providing quality care and ensure that they are meeting the expectations of their residents and their families.
Visitors can express their feedback during check-out by choosing emoticons for each question asked. The feedback is kept securely and easily exported with just a few clicks.
Autumna Live Ratings.
Link your Autumna premium profile with e-Reception Book to synchronise all real-time reviews seamlessly. Upon a visitor's check out, they will encounter eight Autumna questions, allowing them to share their feedback. Once the feedback is collected, it will automatically appear under 'Live Ratings' on your premium Autumna profile.
Live Ratings on Autumna will require a premium profile which costs £58 p/m + VAT. Click here to see an example of a premium profile with Live Ratings.
If you would like more additional information in regards to Autumna and upgrade to a premium profile, please get in touch with:
Kelly Cox, National Account Manager: Kelly.cox@autumna.co.uk
5 star reviews.
As an understanding and customer-focused company, we deeply recognise the importance for care homes to have a hassle-free and straightforward system in place for logging the information of their visitors, staff, and contractors.
We take immense pride in the fact that our dedication to exceptional service has garnered us over 170 five-star reviews on Trustpilot. These positive reviews stand as a testament to our unwavering commitment to providing industry-leading solutions that meet and exceed the expectations of our valued clients in the care sector.