---
title: "Use Case: Visitor Kiosk for a Lobby"
summary: Deploy a branded lobby check-in kiosk — invites, walk-ins, badges, host and channel notifications, and visit history on Microsoft 365 or Google Workspace.
lastReviewed: 2026-06-10
products:
  - visitor-management
status: published
---

# Visitor Kiosk for a Lobby

You need a professional front desk without a proprietary visitor-management appliance: guests sign in on a tablet, hosts get notified, reception sees who is on site, and NDAs or visitor rules are captured before anyone wanders the building.

Meeting Room 365 **Visitor Management** is built for that lobby scenario. It is a **separate product** from [room displays](../room-displays/index.md) and [Meeting Room TV](../meeting-room-tv/index.md) — your visitor kiosk handles **who entered the building**, not room calendars or in-room video calls.

## The scenario

| You have… | You want… |
|-----------|-----------|
| A reception area or unattended lobby tablet | Branded check-in with your logo and policies |
| Microsoft 365 or Google Workspace | Host lookup from your employee directory |
| Expected guests and walk-ins | Invites with QR codes, plus splash-screen sign-in |
| Security or facilities oversight | NDAs, visitor rules, optional photos, visit history |
| Hosts and front-desk staff | **Area channels** (Teams, Slack, or email) for every arrival, plus optional **host** email when their guest checks in |

**Pricing:** **$49/month or $499/year per location** — usually one sign-in tablet per lobby. Multiple kiosks at the same site typically share one location licence. See [Pricing and billing](../pricing-and-billing.md).

## Who this fits

- **Corporate headquarters** replacing a paper sign-in sheet or aging visitor system
- **Multi-tenant buildings** where each tenant runs their own kiosk and visit history
- **Regulated or security-conscious sites** that need signed agreements and an on-site visitor log
- **Microsoft 365 or Google shops** that want directory-backed host pickers, not free-text names

**Not a fit** if you need Exchange (EWS)-only directory lookup, in-room Zoom/Teams join from the kiosk, or room-display booking on the same screen — those are different Meeting Room 365 products or unsupported combinations.

## What you deploy

```text
Lobby tablet  →  Visitor kiosk app  →  Visitors portal (staff)
     │                    │                    │
     │                    └──── check-ins ─────┤
     └──── badges, rules, photos ──────────────┘
```

1. **Tablet at reception** — Mount an iPad (recommended: native **[Visitor Check-in Kiosk](https://apps.apple.com/us/app/visitor-check-in-kiosk/id6759450357)** app) or run the **simpler visitor sign-in flow** in the Meeting Room 365 app on iOS, Android, Fire OS, or in a browser with a display key from Admin.
2. **[Visitors portal](https://visitors.meetingroom365.com)** — Reception and office managers send invites, review who is on site today, reprint badges, and configure branding and requirements.
3. **Optional hardware** — **Brother QL** label printer on the network for instant badges (AirPrint on native iPad; network print in the simpler sign-in flow).

Full product overview: [Visitor Management](../visitor-management/index.md).

## A typical lobby day

### Expected guest (invite)

1. Staff create an invite on the Visitors portal — host, date, optional **purpose of visit**, **directions** to your entrance.
2. The guest receives email with invite code, QR, calendar attachment, and (when configured) **Apple Wallet** / **Google Wallet** pass.
3. If the kiosk requires paperwork, a **pre-check-in** link lets them finish rules, NDA, or attestations before arrival.
4. At the lobby, they scan QR or enter their code, print a badge if enabled, and leave reception.
5. Their **host** gets an arrival email; your **Teams / Slack / reception channel** sees every check-in on the area feed.

### Walk-in

1. Guest taps **Sign in** on the splash screen, enters name, and picks a host (with optional **directory search** on the native iPad app — on-device, with anti-phishing modes).
2. They complete any configured steps — rules, NDA, photo, purpose-specific branch.
3. Badge prints; notifications fire the same as an invited guest.

### Regular contractor

Issue a **frequent visitor pass** with an expiry date instead of a new invite every visit. Contractors can still branch to contractor-specific rules and attestations (for example confirming insurance was submitted for **staff verification** at the desk).

See [Check-in flows](../visitor-management/check-in-flows.md) and [Invites and hosts](../visitor-management/invites-and-hosts.md).

## Capabilities lobby teams use most

| Need | Meeting Room 365 approach |
|------|---------------------------|
| Brand the lobby | Logo, colors, welcome text on kiosk and in emails |
| Get guests to the right door | **Address and directions** in invite emails |
| Different steps per visit type | **Purpose of visit** branches (interview vs contractor vs delivery) |
| Notify the building, not just the host | **Area channels** — Teams, Slack, or shared inbox for all arrivals |
| Notify the person being visited | Separate **host** arrival email |
| Paperless agreements | On-screen NDA signature; PDF emailed |
| Know who is on site | Dashboard: on-site today, visit history, sign-out |
| Package deliveries | Separate **Package Delivery** splash button — not mixed with visitor host alerts |
| Badge at check-in | Four built-in templates or custom HTML; **Brother QL** on the network |

## Quick start (iPad lobby)

1. Install **Visitor Check-in Kiosk** on the lobby iPad — or tap **Try Demo** to run a full sample flow without signing in.
2. Sign in with Microsoft or Google → **Create New Kiosk** → configure branding and requirements in **Settings**.
3. Point **area notifications** at your reception Teams channel or Slack channel; enable **host** email if hosts should be pinged directly.
4. Add **directions** under **Visitor Instructions** so invite emails explain how to enter the building.
5. Send a test invite from the Visitors portal and run a walk-in before go-live.

Android or Fire OS lobby today: use the **simpler visitor sign-in flow** in the Meeting Room 365 app with a visitor display key from Admin. Native Android visitor kiosk is planned for **later this year**.

## Related guide pages

- [Visitor Management overview](../visitor-management/index.md)
- [Check-in flows](../visitor-management/check-in-flows.md)
- [Invites and hosts](../visitor-management/invites-and-hosts.md)
- [Badges and wallet passes](../visitor-management/badges-and-wallet.md)
- [Notifications](../visitor-management/notifications.md)
- [Customization](../visitor-management/customization.md)