Easier than you think
Learn how it works
Welcome to Virtual Front Desk!

1.Property
Create a property under the “Properties” section. Enter a name, (number of rooms if not a hotel should be 1), the full address, a picture of your building and your company’s logo. If needed, fill in the terms and conditions section. These terms and conditions or questionnaires are optional. The form can be sent over the screen for a client to accept by entering its full name, email and signature. That info along with IDs and screen captures are kept in your call history log.

2.Stations
Go back to your new property and click on “Stations”. Name your station, write a personalized welcome message, add buttons and update. Write down the new station’s connection code. This code is of single use, it will vanish once the station is active.

3.Payment
Go under “Settings” and enter a payment method. All new accounts have a 30-day free trial. (Your first payment will be reimbursed on the same day of activating your station.)
You can cancel your subscription at any time by simply deleting your station.

4.Activating your station
From the computer you want to use as a Virtual Front Desk station, using Chrome, go to www.station.virtualfrontdesk.com enter your connection code and click “Connection”. Accept subscription.

5.Departments
If needed, create departments from the “Departments” section. Then, go back to your “Station” inside the “Properties” section and associate buttons to departments.

6.Team
Invite other people or companies from the “Team” section to join your team. Click the + icon, enter first, last name and their email address, click save. Once the invitation is accepted, click on “Details” next to the team member and associate properties and departments if needed.

7.Call transfer. Go under “Settings” and enter a phone number for Virtual Front Desk to make phone calls when your dashboard status is offline. You can also add phone numbers to departments. To get SMS notifications when a call is being made from the station, enter your phone number under the personal profile section.

You are all set and ready to use Virtual Front Desk!

For more information on setting up your account or if you need help to set your operating system in “Kiosk” mode, please contact us at info@virtualfrontdesk.com .

Creating a property

To create your first property where you station will be located, please enter a name, the number of rooms (if not a hotel it should be 1), the full address, and upload a picture of your building and your company’s logo.

If needed, fill in the terms and conditions section. These terms and conditions or questionnaires are optional. The form can be sent over the screen for a client to accept by entering its full name, email and signature. That info along with IDs and screen captures are kept in your call history log.

Once you have created your property, a new “Stations” section will be visible in the top corner. Click on it to create your first station!

Creating a Station

To create a station, please enter a name and write a personalized welcome message. Unless you go for the bilingual option, this is the first thing your clients will see on the station’s welcome screen. You can write something like, “Please press start, and select an option, someone will be on a video call with you shortly.

Click the + sign, name your buttons, pick a color and update. (You can come back later and associate a department to a button once you have created one). Write down the new station’s connection code. This code is of single use, it will vanish once the station is active.

Now, to activate your station go to the computer you want to use as a Virtual Front Desk station, and using Chrome, visit www.station.virtualfrontdesk.com enter your connection code and click “Connection”. Accept subscription.

Departments

Instead of having Virtual Front Desk calling everyone logged in the dashboard when someone is pressing a button on the station, this feature allows you to associate a button to a specific department.

A department could be one person, several persons, or even another company leasing a space in your building. Start by clicking the + icon. Accept subscription. (You can cancel this subscription anytime by deleting the department.)

Name your department, (easier to match if you use the same name as your buttons) and associate your team members or companies to this department.

You can also enter a phone number. If no one is online and your department’s call forwarding option is set to “On”, Virtual Front Desk will call this number. Please note the “Admin” cannot join a department.

History Log

This is where Virtual Front Desk saves the data regarding your video calls. The clients are asked at the end of each call to review their experience selecting one to five stars. If you click on “Details” next to a call, you will see the picture of the IDs taken, screen shots, signature, call notes, and the terms and conditions the client has agreed to. You can create a .pdf by clicking “Download file” or you can export the whole list by clicking “Download history’” at the top of the list. Drop this file into an excel sheet to analyze your data.

Building your Team

Here you can invite people or companies to join your team. Your team members can receive video calls and phone calls. They will receive an email invitation to log in at app.virtualfrontdesk.com, once logged into their account, they will be able to receive calls.

Click the + icon, enter first, and last name, their email address and click save. Once the invitation is accepted, by the new team member, click on “Details” next to the team member and associate properties and departments as needed.

Settings

Here you can add a picture of yourself for other team members to see, enter a phone number for call forwarding, and SMS notifications, select a dashboard language, blur or choose an image for your video background, and enter a payment method under “View Billing” to start your subscription once you activate a station. You can cancel your subscription payments at any time by deleting your stations and departments.

Billing

To start using Virtual Front Desk you must enter a payment method. You will only be charged when you activate a station and create departments. All new accounts have a free 30 day trial, your first payment will be reimbursed on the same day, starting your trial period. You can cancel at any time your subscription payments by deleting your active stations and departments.