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 and Meeting Room TV — 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.
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
Lobby tablet → Visitor kiosk app → Visitors portal (staff)
│ │ │
│ └──── check-ins ─────┤
└──── badges, rules, photos ──────────────┘
- Tablet at reception — Mount an iPad (recommended: native Visitor Check-in Kiosk 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.
- Visitors portal — Reception and office managers send invites, review who is on site today, reprint badges, and configure branding and requirements.
- 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.
A typical lobby day
Expected guest (invite)
- Staff create an invite on the Visitors portal — host, date, optional purpose of visit, directions to your entrance.
- The guest receives email with invite code, QR, calendar attachment, and (when configured) Apple Wallet / Google Wallet pass.
- If the kiosk requires paperwork, a pre-check-in link lets them finish rules, NDA, or attestations before arrival.
- At the lobby, they scan QR or enter their code, print a badge if enabled, and leave reception.
- Their host gets an arrival email; your Teams / Slack / reception channel sees every check-in on the area feed.
Walk-in
- 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).
- They complete any configured steps — rules, NDA, photo, purpose-specific branch.
- 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 and Invites and hosts.
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)
- Install Visitor Check-in Kiosk on the lobby iPad — or tap Try Demo to run a full sample flow without signing in.
- Sign in with Microsoft or Google → Create New Kiosk → configure branding and requirements in Settings.
- Point area notifications at your reception Teams channel or Slack channel; enable host email if hosts should be pinged directly.
- Add directions under Visitor Instructions so invite emails explain how to enter the building.
- 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.