Visitors Are Knock-Knock-Knockin' at Your Coworking Door

Like Bilbo Baggins, not everyone loves unexpected visitors. When it comes to welcoming people to a workplace, it’s critical to get it right. Every day, your space sees a steady flow of clients, contractors, potential members, and delivery folks. Each interaction is an opportunity to deliver a top-notch experience, especially to those visiting for the first time who could potentially become customers in the future. At Nexudus, we process close to 100,000 visitor interactions monthly. Managing these interactions isn’t easy, but some key strategies can help streamline the process for visitors and customers. Here are five key points we’ve identified and how technology can help make the experience smooth for everyone involved.

• Who’s Visiting Your Space?

The first step in delivering a flawless experience to your visitors and members is knowing who’s visiting your space. If you’re receiving many people daily, keeping track of them is difficult if you rely on manual processes. A system that allows your members to invite their visitors and automates communication with them will save you a lot of time and headaches. In a shared workspace with multiple businesses, not knowing who’s coming and going can lead to significant issues.

• Welcoming Your Visitors

Coworking spaces are known for their member-centric approach, and the first impression visitors get from your space can lead to future customers. While facilitating the check-in process is essential, spending a few moments personally welcoming new visitors can make a lasting impact. 

Technology should support, not replace, these personal interactions. With NexIO, visitors can check in easily using a QR code or PIN they’ve received via email. It literally takes seconds—fast, touchless, and all data is securely stored in your Nexudus account. A polished check-in process reflects your brand’s professionalism and sets the tone for a great experience. 

Wait a minute! What if someone forgets to register or just shows up unexpectedly?

No problem! They can easily register when they arrive at the space and notify their host to let them know they're there.

• Security First

Security is a big deal, especially in a shared space. Ensuring you have visitors’ details before they arrive helps prevent potential issues from unidentified people in your space. For health and safety purposes, you’ll also always know who’s in your space, and in case of an emergency, you’ve got a full log of who’s on-site. Some spaces also require visitors to sign specific terms and conditions; having this embedded in your management system helps centralise everything in one place.

• Data That Works for You

Visitor management systems do more than just track visitors—they provide valuable insights. You can see your busiest times, monitor visitor flow, build a newsletter subscriber list, and optimise your operations. It’s like having an extra layer of intelligence that helps you run your space more efficiently.

• Follow Up

If a visitor shows interest in your space, such as signing up for your newsletter, sharing relevant content with them afterwards can keep them engaged with your space and community. Who knows? Maybe next time they visit, they’ll be doing so as a customer!

Sneak Peek: What’s New in NexIO

We’re excited about the upcoming version of NexIO, launching in just a few weeks, and we think you will be too. Beyond our core features, we’re adding some game-changing tools to help you deliver an even better experience to your customers and visitors:

• Handling Deliveries

Lost packages? Not anymore. NexIO’s new delivery management feature logs and tracks packages just like visitors. Members get instant notifications when their delivery arrives, so nothing gets lost in the shuffle. You can also manage deliveries with the NexDelivery app.

• VOIP Support

Have a visitor who needs to contact their host? Our new VOIP support lets them call directly through the app, making communication smoother than ever.

Nexudus NexIO V2 - Homepage

These features are just the start. As we evolve NexIO, we’re committed to making your life easier, keeping things secure, and creating the best possible experience for everyone who walks through your doors.

Looking Ahead

The coworking and flex space world isn’t slowing down, and neither are the demands on visitor management. Whether running a small space or managing multiple locations, a modern, cloud-based visitor management system is essential.

In the end, it’s about making life easier for everyone—your team, your members, and your visitors.