Smart Reception Assistant for Organizations
In almost every organization, Reception is a very important platform to check the Visitors details and Employee details and to answer all type of queries related to the organization. That all are managed by one person who is called Receptionist. In this Project, we are developing one system that Per
2025-06-28 16:35:40 - Adil Khan
Smart Reception Assistant for Organizations
Project Area of Specialization Artificial IntelligenceProject SummaryIn almost every organization, Reception is a very important platform to check the Visitors details and Employee details and to answer all type of queries related to the organization. That all are managed by one person who is called Receptionist. In this Project, we are developing one system that Performs all the work of a Receptionist in an automated and efficient manner. Here we will use Facial recognition to find out the Person standing in front of the reception that either he is an employer or a visitor to greet them properly. If the person who visited the organization has already got an appointment with someone, Smart Reception will first inform the other person about the visitor and then point them to the right direction using GPS. The System reduces the human work and manpower.
Smart Reception Assistant is a computer application that is capable of sensing approaching visitors, orally greeting them, picking up their voice and understanding their questions, and then talking back to them appropriately. It may also have a limited self-learning capability of accumulating “knowledge” through its interactions with visitors. Smart Reception Assistant that integrates video-based motion detection (for sensing a nearby visitor), natural speech recognition (for understanding a visitor's language), a question-answer (Q-A) knowledge database (for storing and managing information), and text-to-speech (TTS) (for a machine talking back to visitors). This Smart Reception system can be easily converted into various information kiosks with slight modifications and configurations.
Project ObjectivesThe objectives of Smart Reception Assistant are very much like that of a human receptionist.
Following are some of the objectives;
Adaptive Business Etiquettes:
A receptionist’s primary goal is to receive visitors and send them to the appropriate places. Receptionists also handle the hospitality end of any organization and are the very first person anybody walking in the premises, meets. Proper etiquette is important as well when it comes to giving information, directions, answering phone calls and generic email. A Smart reception assistant, however, can take some load of responsibilities off the shoulders of a receptionist by managing visitors or it can completely take over the role of a full-time receptionist.
Ability to Handle Stress:
A receptionist must be very capable to handle workplace stress. An office could suddenly change from a pleasant gloomy day to an emotional rollercoaster but in case of Smart reception assistant, it should be able to bear work load for example, a situation the SRA has very less time to response to queries or when multiple or difficult queries are asked. So, it should have enough processing power to handle the maximum workload.
Collaborative Skills:
A receptionist is the front-facing employee of any company, and so it becomes increasingly important for them to collaborate and work towards providing a better experience for the customer.
It’s the same for Smart reception assistant, it should be able to collaborate with the visitors and the employees working in the organization just like a human receptionist would do.
For example: If an employee asks the SRA to forward some kind of message to some other employee whenever it sees that employee or more simply record a message for someone. SRA would be able to do that facing no problems in the process.
Ideal Communication:
A good receptionist makes visitors feel welcome and at home, encouraging customer loyalty. As will SRA would be able to do, it would able to make visitors feel welcome rather than being frightened of the new places.
SRA can also handle tasks like data entry, answering and placing phone calls, setting and managing appointments, and helping with administrative duties around the office.
Project Implementation MethodThere were many methodologies available like Agile Unified Process (AUP), The Rational Unified Process (RUP), Waterfall, Spiral Model, RAD Model (Rapid application development).
Among the available options we went with Agile Unified Process (AUP) model.
Agile Unified Process (AUP):
Agile Unified Process is a group of software development methods based on iterative and incremental development, where requirements and solutions evolve through collaboration between self-organizing, cross-functional teams. It promotes adaptive planning, evolutionary development and delivery, a time-boxed iterative approach, and encourages rapid and flexible response to change. It is a conceptual framework that promotes foreseen interactions throughout the development cycle. The Agile Manifesto introduced the term in 2001.
Reason for Chosen Methodology:
Agile application development is a software development methodology, which involves iterative development and the construction of prototypes. It is a merger of various structured techniques, especially the data driven Information Engineering with prototyping techniques to accelerate software Assistants development.
As our project involves several stages so, it was better to choose a methodology with iterative techniques. With AUP we can divide our project into small goals (iterations/milestones) that would rather easy to achieve rather than designing the whole thing in one go.
Benefits of the ProjectSmart Reception Assistant uses a process by which all visitors to an organization are greeted, identified, and moved along so they can complete their tasks. Some organizations are very informal and have no standardized system, while others utilized dedicated receptionists.
Utilizing Smart Reception Assistant system has many benefits, both for the organization and for the visitor.
Saving Time, Gaining Productivity
One of the first, and largest, benefits of using an electronic visitor management system is that of saving time, and thus, improving productivity.
When a visitor enters a building, the first thought on their mind is, “Where am I supposed to go, and what am I supposed to do?” In such a workspace, this is likely the scenario that plays out:
- The visitor approaches the first person they see. This unlucky soul either was assigned to a desk near the door or happened to sit there. Thus, their work gets interrupted as they assist the visitor.
- If the visitor is lucky, the first person they see will know exactly where their host is and either walks them to the host or call the host to have them come to meet their guest. Either way, the employee is using their work time to assist the guest.
- If the visitor isn’t so lucky, the first person they see may not know their host's name or their host’s location. This employee then calls to the neighbouring employees, or places multiple phone calls, wasting not only their own time but the time of others.
- In the worst-case scenario, the host can’t be located and nearly everyone in the office has been interrupted.
A Smart Reception Assistant makes the question of what a visitor is supposed to do completely moot. The obvious answer is to walk to the SRA and just ask about the person. The system asks the guest to take a seat while it automatically contacts the host via their communication preferences.
Even in organizations where a receptionist is available, it is highly likely the receptionist has other duties to attend to aside from assisting guests. Filling out a registration form for the guest, placing phone calls to hosts, or possibly walking the guest to the host is not always a valuable use of time. If a guest can fill out the check-in form themselves, it allows the receptionist to answer the phone, or type up some notes during this same time.
In the very busiest of offices, multiple SRAs can assist multiple guests at once, eliminating wait times. This also frees up employees to help with the questions and tasks most in need of being addressed.
Technical Details of Final DeliverableTechnical details include both Bot hardware and software, first of all in order to fulfill software requirement we need PyCharm Community software in order to run the bot script, then we will require libraries for bot functionality support like,
- Click
- PyAudio
- SpeechRecognition
- aiml
- beautifulsoup4
- certifi
- chardet
- gTTS
- gTTS-token
- idna
- pip
- requests
- setuptools
- six
- soupsieve
- sr
- urllib3
all libraries must be updated, for hardware we need a CPU with installed PyCharm and libraries with microphone and a speaker for communication with bot where SpeechRecongintion library work with microphone and convert humane voice into binary language so that bot can understand query and can answer through speaker or we can integrate LCD for answer to be displayed on it, we also require internet connection for smooth communication between bot script and libraries
Final Deliverable of the Project HW/SW integrated systemCore Industry ITOther Industries Telecommunication Core Technology Artificial Intelligence(AI)Other Technologies OthersSustainable Development Goals Decent Work and Economic Growth, Industry, Innovation and InfrastructureRequired Resources| Item Name | Type | No. of Units | Per Unit Cost (in Rs) | Total (in Rs) |
|---|---|---|---|---|
| Total in (Rs) | 80000 | |||
| CPU | Equipment | 1 | 12000 | 12000 |
| LCD | Equipment | 1 | 8000 | 8000 |
| Mouse | Equipment | 1 | 500 | 500 |
| Keyboard | Equipment | 1 | 500 | 500 |
| Speakers | Equipment | 1 | 5000 | 5000 |
| Microphone | Equipment | 1 | 8000 | 8000 |
| cables | Equipment | 3 | 200 | 600 |
| internet device | Equipment | 1 | 6000 | 6000 |
| Setup stand | Equipment | 1 | 15000 | 15000 |
| Stationary | Miscellaneous | 1 | 3000 | 3000 |
| Documentation printing | Miscellaneous | 1 | 3000 | 3000 |
| Data collection , fuel expense | Miscellaneous | 1 | 4000 | 4000 |
| Window installation other basic software installations | Equipment | 1 | 1000 | 1000 |
| extension | Equipment | 1 | 1000 | 1000 |
| motion sensors | Equipment | 4 | 2000 | 8000 |
| web camera | Equipment | 1 | 4400 | 4400 |