The digital receptionist: an overview of the reception avatar

What does a digital receptionist do?

A digital receptionist greets arriving visitors, takes down their request, registers them and then informs the relevant employee or the respective shift about their arrival. It thus takes over the recurring tasks at reception — completely and without any waiting time at the desk.

During the conversation, the avatar recognises who or what the visitor is looking for and assigns the request to the right contact person. As soon as registration is complete, the notification goes to the responsible person so that they can pick up the visitor promptly. Operation is by voice or touch, in the visitor's language.

Because the digital receptionist is available around the clock, reception also works outside core hours, during breaks or at peak times — without anyone being tied to the desk.

Where is a reception avatar used?

A reception avatar is suitable wherever people arrive and need to be guided to the right place. Typical locations range from corporate reception desks through hospitality and public authorities to events and medical practices.

Typical locations include:

• Corporate reception and main building
• Hospitality
• Public authorities and government offices
• Events and conferences
• Medical practices (in combination with dubidoc)
• Supplier and applicant reception

How does a digital receptionist relieve the reception desk?

The digital receptionist takes over the recurring reception tasks — greeting, registration and notifying the relevant employee — and thus noticeably relieves reception and the front desk. Routine enquiries run through the avatar, and the team can concentrate on tasks that require personal attention.

Because the avatar is multilingual, international guests, suppliers or applicants are also understood without anyone having to translate. And because it is not tied to anyone's presence or to opening hours, reception remains operational even when the front desk is unstaffed or several visitors arrive at the same time.

Combined with further building blocks, reception becomes seamless: with a connected wayfinding system, the avatar guides the visitor directly to their destination after registration; together with Check-In, it handles the complete registration.

Can the reception avatar be combined with a wayfinding system and Check-In?

Yes. The digital receptionist is modular and can be combined with a wayfinding system and with Check-In. This turns the pure greeting into a seamless visitor process from arrival to destination.

With the wayfinding system, the avatar guides the visitor onward after registration — it shows or explains the way to the right room, department or part of the building. In combination with Check-In, the avatar handles the registration of visitors and automatically notifies the relevant employee or shift.

Is a digital receptionist GDPR-compliant?

Yes. The digital receptionist is GDPR-compliant and is hosted in Germany. Data processing therefore takes place in accordance with European data protection law.

This is particularly relevant at reception, because personal data of visitors, suppliers or applicants is collected here. Data protection-compliant processing and hosting in Germany are therefore an integral part of the solution.

What hardware does the reception avatar run on?

The digital receptionist runs on various touchpoints — from the stele through kiosk systems and tablets to the web application. This makes it possible to choose the right touchpoint for every reception area, from the representative main building to the compact supplier entrance.

This way, the avatar fits into existing reception situations: as a stele in the foyer, as a tablet at the desk or as a web solution. The function remains the same — greeting, registering, informing the relevant employee and, if needed, guiding the visitor to their destination.