---
title: Visitor Management
summary: Native iPad kiosk and simpler visitor sign-in flow, lobby check-in, invites, badges, wallet passes, and host notifications — configured on device, in the Meeting Room 365 app, or at visitors.meetingroom365.com.
lastReviewed: 2026-06-10
products:
  - visitor-management
status: published
---

# Visitor Management

Meeting Room 365 Visitor Management gives your lobby a professional check-in experience: pre-register guests, capture agreements and photos before arrival, print badges, notify hosts, and keep a searchable visit history. It complements [room displays](../room-displays/index.md) and [status boards](../status-boards/index.md) — visitor kiosks handle **who is in the building**, not room calendars or in-room video calls.

Pricing is **$49/month or $499/year per location** (which is usually a sign-in tablet) via Admin. A **30-day trial** is available; **transactional email volume limits may apply** during evaluation. App Store in-app pricing may vary. See [Pricing and billing](../pricing-and-billing.md).

## Where to sign in

| Portal | URL | Use it for |
|--------|-----|------------|
| **Visitors** | [visitors.meetingroom365.com](https://visitors.meetingroom365.com) | Invites, visit history, remote kiosk configuration, receptionist workflows |
| **Admin** | [admin.meetingroom365.com](https://admin.meetingroom365.com) | Organization billing, optional visitor kiosk displays (display keys), subscription management |

Day-to-day visitor work lives on the **Visitors** portal. On **iPad**, most kiosk setup can also start directly in the native app. **Admin** is where IT creates a **visitor display key** for the **simpler visitor sign-in flow** (Meeting Room 365 app on iOS, Android, or Fire OS, or in a browser) or optionally for the native iPad app — not where receptionists send invites.

Use the **same Microsoft or Google work account** in Admin and Visitors — no second login. See [Administration — Sign-in and identity](../administration/index.md#sign-in-and-identity).

Microsoft and Google **SSO** for staff sign-in is included at the same price. There are no paid SSO add-ons.

## Overview

A typical deployment has three pieces:

1. **Tablet at the lobby** — Choose a kiosk client:
   - **Native iPad app (recommended on iPad)** — Install **[Visitor Check-in Kiosk](https://apps.apple.com/us/app/visitor-check-in-kiosk/id6759450357)** from the App Store (home screen name: **Visitor Kiosk**). Sign in with Microsoft or Google, create a kiosk on the device, or connect an existing **display key** from Admin. Includes **Demo mode**, offline resilience, and on-device **Settings**.
   - **Simpler visitor sign-in flow** — Install the **Meeting Room 365** app on **iOS, Android, or Fire OS** (the same app as room displays), enter a **visitor display key** from Admin, and the app loads the sign-in experience. Or use a browser with the same display key. Configuration is primarily on the [Visitors portal](https://visitors.meetingroom365.com). Lighter than the native iPad app — core sign-in and portal config without the full native kiosk feature set (no demo mode, on-device **Settings**, or offline resilience). Some teams use this path on iPad instead of the native app; it is the standard path on Android and Fire OS until the native Android visitor app ships (**later this year** — contact [support](mailto:support@meetingroom365.com) if Android is on your roadmap).
2. **Visitors portal** — Office staff send invites, review today's visitors, print badges from a browser, and configure kiosks remotely. Branding, requirements, and most toggles live here for the **simpler visitor sign-in flow**; the native iPad app also exposes the same controls in **Settings** on the device.
3. **Location licence** — **$49/month or $499/year per location** (which is usually a sign-in tablet) when subscribing through Admin. The native iPad app also supports App Store licensing; **in-app pricing may vary**. Existing web subscriptions are recognized by the app — you are not charged twice.

| Area | What you get |
|------|----------------|
| Check-in | Walk-in sign-in, invite codes, QR scan, and **frequent visitor passes** |
| Pre-registration | Email invites with **address and entry directions**, calendar attachments, and optional **pre-check-in** wizard |
| Requirements | Branching flows by **purpose of visit** — rules, NDAs, signatures, attestations, custom fields; **vault** for incidental sensitive uploads |
| Host lookup | M365 / Google directory for staff invites and kiosk walk-ins — **native iPad** searches on-device with anti-phishing modes; email hidden from visitors |
| Badges | **Brother QL** on the network from the tablet (AirPrint on native iPad; network print in simpler sign-in flow), four built-in templates or custom HTML (including **custom field** placeholders), portal reprint at the desk |
| Wallet passes | **Apple Wallet** and **Google Wallet** passes in invite emails |
| Notifications | **Area channels** (Teams, Slack, email) for every check-in; separate **host** arrival email; **package delivery** button |
| History | On-site and visiting-today views, signed documents, badge reprint links |

Visitor Management is a **lobby product**. It does not join Webex, Zoom, or Teams calls — that is [Meeting Room TV](../meeting-room-tv/index.md). The Meeting Room 365 **Chrome extension is for Meeting Room TV only**, not visitor kiosks.

## Kiosk apps and hardware

Meeting Room 365 supports **two valid kiosk clients**. Both connect to the same Visitors portal, invites, and location licence.

| Client | Devices | App | Setup |
|--------|---------|-----|-------|
| **Native iPad app** *(recommended on iPad)* | **iPad** | **[Visitor Check-in Kiosk](https://apps.apple.com/us/app/visitor-check-in-kiosk/id6759450357)** (App Store; **Visitor Kiosk** on the home screen) | Sign in with Microsoft or Google → **Create New Kiosk** → name the location → configure in **Settings** on the device. **Optional:** **Connect Display Key** from Admin instead. **Try Demo** on the welcome screen runs a full offline Acme sample flow without signing in. |
| **Simpler visitor sign-in flow** | **iOS, Android, Fire OS**, or **browser** | **Meeting Room 365** app (same app as room displays), or a browser with the display key | In [Admin](https://admin.meetingroom365.com), create **New Display → Visitor Kiosk** → copy the **display key** → enter it in the Meeting Room 365 app, or use a browser with the display key. Configure branding and requirements on the [Visitors portal](https://visitors.meetingroom365.com). Works on iPad too if you prefer not to install the native app. |
| **Chrome extension** | — | **Not supported** for visitor kiosks | Use the native iPad app or Meeting Room 365 app with a visitor display key |

A native **Android** visitor app is planned for **later this year**. Until then, Android and Fire OS use the **simpler visitor sign-in flow** in the Meeting Room 365 app or in a browser. **Need native Android for your lobby?** Email [support@meetingroom365.com](mailto:support@meetingroom365.com) — we track interest and can share the latest on timing.

Mount a tablet in portrait or landscape at reception. Camera (visitor photos) and badge printing are optional. Multiple tablets at the same lobby typically share **one location licence**.

## Getting started

### Option A — iPad-first (recommended)

1. Install **[Visitor Check-in Kiosk](https://apps.apple.com/us/app/visitor-check-in-kiosk/id6759450357)** on your lobby iPad.
2. On the welcome screen, sign in with **Microsoft** or **Google**, or tap **Try Demo** to explore the full check-in flow offline before you commit.
3. Tap **Create New Kiosk**, name the location, and open **Settings** on the device to set branding, requirements, and notifications.
4. Confirm your **visitor location subscription** ($49/month or $499/year per location) in Admin or through in-app licensing — existing web subscriptions are recognized automatically.
5. Send a test invite from [visitors.meetingroom365.com](https://visitors.meetingroom365.com) and run a walk-in check-in before go-live.

### Option B — Simpler visitor sign-in flow (iOS, Android, Fire OS, browser)

Use this path when you want the **simpler visitor sign-in flow** — especially on **Android or Fire OS**, in a browser, or on any tablet where you already run the Meeting Room 365 app for room displays.

1. Sign in at [admin.meetingroom365.com](https://admin.meetingroom365.com).
2. Click **New Display** → **Visitor Kiosk**.
3. Name the location and complete setup — you receive a **display key**.
4. On the tablet, open the **Meeting Room 365** app (iOS, Android, or Fire OS) and enter the display key — or use a browser with the display key. Confirm the sign-in experience loads.
5. Configure branding, requirements, and notifications on the [Visitors portal](https://visitors.meetingroom365.com) under **Kiosks**.

On **iPad**, you can use this same path in the Meeting Room 365 app or browser, or install the native **Visitor Check-in Kiosk** app (Option A) for demo mode, offline resilience, and on-device **Settings**. Both are valid — native is recommended on iPad.

Both kiosk clients sync with the Visitors portal for invites, history, and remote configuration. See [Customization](./customization.md) for what you can edit on the iPad vs in the browser.

For deeper walkthroughs, see [Check-in flows](./check-in-flows.md), [Invites and hosts](./invites-and-hosts.md), [Badges and wallet passes](./badges-and-wallet.md), and [Notifications](./notifications.md).

## Supported / not supported

| Supported | Not supported |
|-----------|---------------|
| Walk-in, invite code, QR, and frequent-visitor check-in | [Meeting Room TV](../meeting-room-tv/index.md) / Auto Attendant Chrome extension on visitor displays |
| **Native Visitor Check-in Kiosk** on iPad — on-device **Settings**, **Demo mode**, offline resilience | Native Android visitor app today (use **simpler visitor sign-in flow**; native Android planned later this year — [contact support](mailto:support@meetingroom365.com) for updates) |
| **Simpler visitor sign-in flow** in Meeting Room 365 app on **iOS, Android, and Fire OS**, or in a browser, with Admin display key | |
| Pre-check-in web wizard (rules, NDA, photo, custom fields, uploads) | In-room video join, auto-join, or manual join for Webex / BlueJeans / Jitsi (different product) |
| Host directory lookup: **Microsoft 365** and **Google Workspace** | Host directory lookup on **Exchange (EWS)** calendars |
| Microsoft and Google SSO for staff (included) | Cronofy or other deprecated calendar backends |
| Badge printing: Brother QL on network; built-in templates (Classic, Modern, Minimal, Split); AirPrint or network print; portal reprint | Per-tablet licensing — billing is **per location** |
| Apple Wallet and Google Wallet passes | DisplayJoy-branded products (separate product line) |
| Area notification channels: Teams, Slack, email (every check-in) | Slack or Teams **DM** routing for arrival streams |
| Host arrival email (separate from area channels) | Package delivery treated as a **separate** kiosk button and notification path |
| Visit history, approval workflows, calendar invite emails | Status boards or room-display walk-up booking on the same kiosk screen |
| Multiple kiosks per location on one licence | |
| 30-day trial, then per-location subscription | |

## Best fit for

- **Corporate lobbies and reception areas** that want a native iPad check-in kiosk without a proprietary visitor-management appliance
- **Offices on Microsoft 365 or Google Workspace** that want host directory lookup when inviting or checking in guests
- **Security-conscious sites** that require NDAs, visitor rules, photos, or document uploads — and want **on-tablet directory search** that does not expose employee email to walk-in guests
- **Multi-kiosk lobbies** where several tablets share one location licence at a single site

## Frequently asked questions

**How much does Visitor Management cost?**  
**$49/month or $499/year per location** (which is usually a sign-in tablet) when subscribing through Admin. Multiple kiosks at the same site typically share one location licence. The iPad app recognizes existing web subscriptions — you are not billed twice for the same location. App Store in-app licensing is also available; **pricing may vary**. See [Pricing and billing](../pricing-and-billing.md).

**Are there limits during the free trial?**  
The **30-day trial** is full-featured for kiosk and portal use. **Transactional email volume limits may apply** during evaluation — details can change if abuse is detected.

**Where do receptionists work day to day?**  
**[visitors.meetingroom365.com](https://visitors.meetingroom365.com)** — invites, visit history, remote kiosk settings, and badge printing. On iPad, many settings live in **Settings** on the device. Admin is for billing and optional display keys.

**Which tablet app do I install?**  
You have two valid options. **Recommended on iPad:** **[Visitor Check-in Kiosk](https://apps.apple.com/us/app/visitor-check-in-kiosk/id6759450357)** (shown as **Visitor Kiosk** on the home screen) — tap **Try Demo** to test the full flow without signing in. **Simpler visitor sign-in flow:** the **Meeting Room 365** app on **iOS, Android, or Fire OS** with a visitor **display key** from Admin — the same app as room displays — or in a browser. Some teams use the simpler flow on iPad instead of the native app. Do **not** use the Meeting Room TV Chrome extension.

**What is the difference between the native iPad app and the simpler visitor sign-in flow?**  
The **native iPad app** (**Visitor Check-in Kiosk**) is the full lobby kiosk experience: **Demo mode**, offline resilience, on-device **Settings**, guest Wi‑Fi, package delivery, and the complete splash-screen feature set. The **simpler visitor sign-in flow** is lighter — core walk-in and invite check-in configured primarily on the [Visitors portal](https://visitors.meetingroom365.com). It runs in the **Meeting Room 365** app when you enter a visitor **display key**, or in a browser. Both connect to the same invites, history, and location licence; choose native on iPad when you want the richer on-tablet experience.

**Can I set up the kiosk without Admin?**  
Yes on **iPad** with the **native app**. Sign in, tap **Create New Kiosk**, and configure in **Settings**. The **simpler visitor sign-in flow** always starts with a **display key** from Admin (or an existing key you connect in the native app).

**Can I use the same app as my room displays?**  
Yes — on **iOS, Android, and Fire OS**, enter a **visitor display key** in the **Meeting Room 365** app and it loads the **simpler visitor sign-in flow**. You can also use a browser with the display key. On **iPad**, the dedicated **Visitor Check-in Kiosk** native app is recommended for demo mode and on-device settings, but the simpler sign-in path remains valid.

**Does Visitor Management join Teams or Zoom meetings?**  
No. That is [Meeting Room TV](../meeting-room-tv/index.md). Visitor kiosks handle guest check-in only.

**Which directories work for host lookup?**  
**Microsoft 365** and **Google Workspace**. **Exchange (EWS)** directory lookup is **not supported** for host search.

**Is SSO extra?**  
No. Microsoft and Google SSO for staff are included at the standard location price.

**Is a native Android visitor app available?**  
Not yet. Use the **simpler visitor sign-in flow** in the Meeting Room 365 app on Android and Fire OS today. A native Android app matching the iPad experience is planned for **later this year**. Email [support@meetingroom365.com](mailto:support@meetingroom365.com) if Android is part of your rollout — we welcome the ping and can share timing.

**Can visitors complete paperwork before they arrive?**  
Yes. When check-in requirements are configured, invited guests receive a **pre-check-in email** with a web wizard for rules, NDA, photo, custom fields, and file uploads. See [Check-in flows](./check-in-flows.md).

**What if I need help with badge templates or advanced options?**  
Four **built-in templates** cover most lobbies out of the box. For bespoke HTML layouts or edge-case setup, email [support@meetingroom365.com](mailto:support@meetingroom365.com) — Meeting Room 365 typically responds **the same business day**. The **encrypted vault** (self-service in the Visitors portal) protects incidental sensitive uploads — see [Customization](./customization.md#encrypted-document-vault).

## In this section

- [Check-in flows](./check-in-flows.md) — demo mode, walk-in, invite, QR, pre-check-in, sign-out
- [Invites and hosts](./invites-and-hosts.md) — pre-registration, directory lookup, approvals, frequent visitors
- [Badges and wallet passes](./badges-and-wallet.md) — Brother QL network print, AirPrint, templates, Apple/Google Wallet
- [Notifications](./notifications.md) — area channels, host alerts, package delivery
- [Customization](./customization.md) — branding, NDAs, custom fields, purpose of visit

## Related

- [Use case: Visitor kiosk for a lobby](../use-cases/visitor-kiosk-lobby.md) — scenario-focused overview
- [Administration](../administration/index.md) — organization and billing at admin.meetingroom365.com
- [Pricing and billing](../pricing-and-billing.md) — per-location licensing and trials
- [Getting started](../getting-started.md) — trial signup and first steps