Kiosk Check-in Flow
The visitor kiosk is a tablet at your reception area where visitors check themselves in. The flow adapts to your visitor policy, so each site can require different steps.
Quick Summary
The visitor approaches the kiosk tablet, scans their invitation QR code or enters their details, completes policy steps (photo, signature, NDA, consent), and receives a badge number.
Who This Is For
- Visitors using the self-service tablet
- Reception monitoring the kiosk and assisting when needed
- Admins who need to understand what visitors experience during check-in
The Six Steps
Step 1: Welcome
The visitor sees three options on the welcome screen:
| Option | When to use |
|---|---|
| Scan QR code | The visitor has a pre-registered invitation with a QR code from their email |
| Search | The visitor has a pre-registered invitation but no QR code. They search by name, company, or host |
| Walk-in | The visitor does not have an invitation. Only available if the policy allows self-service walk-ins |
If the admin configured a pre-arrival summary in the policy, it appears on this screen before the visitor proceeds.
Step 2: Search Results (if searching)
If the visitor searched by name or company, matching invitations appear. The visitor selects their invitation to continue.
If no match is found, the visitor can proceed as a walk-in (if policy allows) or ask reception for help.
Step 3: Verify Identity
The visitor confirms or enters their details:
| Field | Pre-registered | Walk-in |
|---|---|---|
| Name | Pre-filled from invitation | Visitor enters |
| Pre-filled | Visitor enters | |
| Phone | Pre-filled | Visitor enters |
| Company | Pre-filled | Visitor enters |
| ID document type | Optional | Optional |
| ID document number | Masked after entry | Masked after entry |
| Host | Pre-filled | Visitor selects from searchable list |
| Purpose | Pre-filled | Visitor selects: Meeting, Delivery, Maintenance, Interview, Government Inspection, VIP Visit, Personal, Other |
| Purpose description | Pre-filled | Optional free text |
ID document types: Passport, FIN, or Other. The document number is masked for privacy after entry.
Step 4: Consent (if required by policy)
If the policy requires consent, the visitor reads and accepts the terms before continuing.
Step 5: Policy Acknowledgement (if required by policy)
This step adapts to whatever the policy requires. It can include any combination of:
| Requirement | What happens |
|---|---|
| NDA signature | The visitor reads the NDA document and signs on the signature pad |
| Photo capture | The kiosk camera activates and the visitor takes a photo |
| Signature | The visitor signs on the built-in signature pad |
| Acknowledgement text | The visitor reads and confirms site-specific rules or safety briefings |
| Pre-arrival acknowledgement | The visitor confirms they have read pre-arrival instructions |
| Escort confirmation | The visitor is informed that an escort is required |
If the policy enables approval-required, the visitor is told that their arrival will be sent to the host for approval before admission.
If the policy enables self check-out, instructions for self-departure appear here.
Steps that are not required by the policy are skipped automatically. A visitor at a low-security site may go from identity verification straight to completion.
Step 6: Complete
The visitor sees a confirmation screen with:
- Their badge number
- A success message
The kiosk auto-resets after a short period, ready for the next visitor.
What Happens After Check-in
- The visit record is created with status Checked In (or Approval Pending if approval is required)
- The host receives a notification that their visitor has arrived
- Evidence (photo, signature, NDA) is stored on the visit record
- Reception can see the new arrival in the visitor workspace
- If the visitor is on the watchlist or blacklist, the configured policy action triggers
Walk-in Behaviour on the Kiosk
Walk-in availability depends on the walk-in mode in your visitor policy:
| Walk-in mode | Kiosk behaviour |
|---|---|
| Disabled | The Walk-in option does not appear. Only pre-registered visitors can use the kiosk |
| Receptionist-assisted | The Walk-in option does not appear on the kiosk. Walk-ins must go to reception |
| Self-service | The Walk-in option appears. Visitors can enter their details and select a host |
Troubleshooting
| Issue | Likely cause |
|---|---|
| Walk-in option missing | Policy walk-in mode is set to Disabled or Receptionist-assisted |
| Camera does not activate | Browser camera permission not granted on the tablet |
| No matching invitations found | Visitor name or email does not match the invitation. Ask reception to look up manually |
| Kiosk shows connection error | Device is offline, or the tablet has been deactivated. Check Wi-Fi and confirm the device is still active in the Devices tab |
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