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 and status boards — 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.
Where to sign in
| Portal | URL | Use it for |
|---|---|---|
| Visitors | visitors.meetingroom365.com | Invites, visit history, remote kiosk configuration, receptionist workflows |
| Admin | 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.
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:
- Tablet at the lobby — Choose a kiosk client:
- Native iPad app (recommended on iPad) — Install Visitor Check-in Kiosk 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. 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 if Android is on your roadmap).
- 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.
- 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. 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 (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, 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. 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 [email protected] — 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)
- Install Visitor Check-in Kiosk on your lobby iPad.
- 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.
- Tap Create New Kiosk, name the location, and open Settings on the device to set branding, requirements, and notifications.
- 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.
- Send a test invite from 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.
- Sign in at admin.meetingroom365.com.
- Click New Display → Visitor Kiosk.
- Name the location and complete setup — you receive a display key.
- 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.
- Configure branding, requirements, and notifications on the Visitors portal 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 for what you can edit on the iPad vs in the browser.
For deeper walkthroughs, see Check-in flows, Invites and hosts, Badges and wallet passes, and Notifications.
Supported / not supported
| Supported | Not supported |
|---|---|
| Walk-in, invite code, QR, and frequent-visitor check-in | Meeting Room TV / 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 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.
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 — 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 (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. 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. 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 [email protected] 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.
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 [email protected] — Meeting Room 365 typically responds the same business day. The encrypted vault (self-service in the Visitors portal) protects incidental sensitive uploads — see Customization.
In this section
- Check-in flows — demo mode, walk-in, invite, QR, pre-check-in, sign-out
- Invites and hosts — pre-registration, directory lookup, approvals, frequent visitors
- Badges and wallet passes — Brother QL network print, AirPrint, templates, Apple/Google Wallet
- Notifications — area channels, host alerts, package delivery
- Customization — branding, NDAs, custom fields, purpose of visit
Related
- Use case: Visitor kiosk for a lobby — scenario-focused overview
- Administration — organization and billing at admin.meetingroom365.com
- Pricing and billing — per-location licensing and trials
- Getting started — trial signup and first steps