Visitor Check-In Flows
This page covers every path a visitor can use to check in — at the lobby kiosk, ahead of time on the web, or with a reusable pass — and what happens after they tap Done.
On iPad, the native Visitor Check-in Kiosk app (home screen: Visitor Kiosk) is the recommended client — faster, offline-capable, with Demo mode and on-device Settings. The simpler visitor sign-in flow runs in the Meeting Room 365 app (iOS, Android, Fire OS, and optionally iPad with a display key) or in a browser — core check-in flows with configuration primarily on the Visitors portal. Both clients are valid; choose native on iPad when you want the richer on-tablet experience.
Demo mode (iPad)
Before you sign in or subscribe, you can evaluate the product on a lobby iPad:
- Open Visitor Check-in Kiosk from the App Store.
- On the welcome screen, tap Try Demo (no Microsoft or Google sign-in required).
- Explore a full Acme Corporation sample kiosk — walk-in sign-in, invite code entry, QR scan, requirements, badge printing, package delivery, guest Wi‑Fi, and more. Demo data stays on the device and works offline.
- An Exit Demo banner stays visible while you explore; tap it when you are ready to sign in and create your real kiosk.
Demo mode is the fastest way to show stakeholders the visitor experience before IT connects calendars or purchases a location licence.
At the kiosk
The lobby tablet presents a welcome screen. On the native iPad app, staff configure splash buttons (sign-in, invite code, QR, package delivery, guest Wi‑Fi, and more) in Settings on the device or remotely on the Visitors portal — both stay in sync. On the simpler visitor sign-in flow (Meeting Room 365 app or a browser), splash and requirements are configured primarily on the Visitors portal. From there, visitors typically choose one of these flows:
| Flow | When to use it | What the visitor does |
|---|---|---|
| Walk-in | No prior invite | Tap sign-in, enter name and host (with optional directory assist), complete any on-site requirements |
| Invite code | Pre-registered guest | Tap I have an invite code, enter the code from their email |
| QR code | Pre-registered guest with QR in email or wallet pass | Scan the QR code at the kiosk (when QR scanning is enabled) |
| Frequent visitor pass | Regular contractor or vendor with a long-lived pass | Scan or enter the pass code issued by your team |
All flows converge on the kiosk requirement engine. The steps a visitor sees depend on the kiosk defaults and, when enabled, their purpose of visit — each purpose can branch to a fully custom path (rules, NDA, second document, custom fields, license or insurance photo, file uploads). See Customization. When requirements are already satisfied via pre-check-in, the kiosk can skip straight to confirmation and badge printing.
Walk-in check-in
Walk-ins are for guests who arrive without an invitation. The kiosk collects:
- Visitor name and email (required fields can be relaxed in kiosk settings)
- Host — with optional directory search so the visitor can pick a host from Microsoft 365 or Google Workspace. On the native iPad app, lookup runs on the tablet, email is not shown to guests, and configurable modes block common-name phishing — see Directory search security
- Optional company, purpose of visit, and message
- Any configured requirements (see below)
Walk-in records appear in visit history on the Visitors portal alongside invited guests.
Invite code check-in
When someone creates an invite on the Visitors portal, the guest receives an email with a short invite code. At the kiosk they enter that code; the kiosk loads the pre-filled visit (name, host, time, purpose) and only asks for steps not yet completed.
Invite codes also power the public badge verification page linked from emails — any employee can scan the QR to confirm a guest is expected today without installing an app.
QR check-in
Invites and frequent-visitor passes include QR codes in email. When QR scanning is enabled on the kiosk, the visitor holds the code up to the tablet camera instead of typing digits.
Frequent visitor passes
For regular visitors (contractors, couriers, frequent vendors), staff can issue a frequent visitor pass instead of a one-off invite. The pass is emailed with a QR code and an expiry date. The visitor reuses it on return visits until it expires — check-in still respects your kiosk requirements.
Pre-check-in (before arrival)
When a kiosk has check-in requirements, invited guests receive a pre-check-in email with a link to a web wizard they can complete on a phone or laptop before they reach the lobby.
The wizard can include:
| Step | Purpose |
|---|---|
| Visitor rules | Acknowledge facility rules (HTML content you configure) |
| NDA / agreement | Read and sign on a signature canvas; signed PDF emailed afterward |
| Photo | Capture a headshot for the badge and visit record |
| Custom fields | Text, dropdown, checkbox, phone, email, textarea, or photo fields you define |
| Additional documents | Extra agreements beyond the primary NDA |
| File uploads | Optional — use sparingly; vault encrypts incidental sensitive uploads |
When pre-check-in is complete, the visit moves to ready status. The guest still checks in at the kiosk (or may auto-print a badge if printing is configured), but they skip steps already finished online.
Supporting emails keep the process moving:
- Calendar invite — ICS attachment sent after requirements are met (or immediately when none are required)
- Reminder — Sent if requirements are still incomplete shortly before the visit
- Sign-out link — One-tap sign-out email after the visit window
- Cancellation — Calendar cancel when an invite is deleted
On-site requirements (kiosk steps)
Whether the visitor is a walk-in or an invite, the kiosk runs the same requirement engine. Configure a default path for the kiosk, then branch on purpose of visit so each visit type gets its own fully customized sequence.
| Requirement | Visitor experience |
|---|---|
| Visitor rules | Scroll and acknowledge your rules text |
| NDA / agreement | Read document, sign on screen; PDF stored and emailed |
| Photo | Camera capture for badge and visit record |
| Custom fields | Text, dropdown, checkbox, phone, email, textarea, or photo fields you define |
| Additional documents | Second (or further) agreement — separate signature step with its own document |
| File uploads | Optional attachments — use sparingly; vault encrypts if used; prefer staff verification and checkbox attestations |
| Badge printing | Label prints at confirmation when enabled |
Branching by purpose of visit
When purpose of visit is enabled, the visitor picks a label (on walk-in or from their invite). The kiosk loads that purpose's requirement set — not necessarily the kiosk default.
Examples of what each branch can include independently:
- Interview — rules, standard NDA, headshot photo
- Contractor — contractor rules, contractor NDA, additional safety document, checkbox attestation that insurance/license was or will be submitted — staff verifies documents at the desk (not kiosk PII collection)
- Delivery — lobby rules only, no signature
- Tour — rules and a group waiver, no photo
Every step available at the kiosk level can be tuned per purpose: which rules text, which NDA, whether a second document appears, which custom fields and photo fields show, and whether uploads are required. The same branches apply in pre-check-in so vendors can finish paperwork before arrival.
Clear the NDA editor entirely on a path if you do not want a signature step for that purpose.
After check-in
When check-in completes, the visitor sees your confirmation title and message (configurable). Depending on settings:
- Area channels (Teams, Slack, or contact email) receive every check-in; the host may receive a separate arrival email (see Notifications)
- A visitor badge prints from the tablet to a Brother QL on the network (AirPrint on native iPad; network print in the simpler sign-in flow), or staff reprint from the portal at the desk
- Apple Wallet or Google Wallet passes remain available from the invite email
Staff can review the visit on the Visitors portal — signed documents, photos, custom fields, and badge reprint links.
Sign-out
Accurate who is in the building lists matter for day-to-day reception and emergency roll calls. Visitor Management encourages sign-out through several paths:
| Method | How it works |
|---|---|
| Kiosk sign-out | When enabled, visitors sign out from the splash screen (typically by re-entering the email they used at check-in) |
| Email confirmation | After a visit's scheduled end time, guests who have an end time on their invite may receive an email asking them to confirm they have left the building — one-tap sign-out link included |
| Staff checkout | Receptionists mark visitors signed out from the Visitors portal dashboard |
| Auto checked out | Visits still checked in after 24 hours without sign-out are marked auto checked out in history — standard across Meeting Room 365 visitor apps |
Encourage hosts and visitors to sign out promptly so on-site lists stay trustworthy.
Supported / not supported
| Supported | Not supported |
|---|---|
| Walk-in, invite code, QR, and frequent-visitor check-in | Exchange (EWS) directory for host lookup at the kiosk |
| Demo mode on native iPad app — full offline Acme sample flow without sign-in | Chrome extension as the kiosk client |
| Pre-check-in web wizard with rules, NDA, photo, fields, uploads | Meeting Room TV / in-room video join from the kiosk |
| Per-purpose requirement overrides | Native Android visitor app today (simpler sign-in flow now; native app later this year — contact support for Android timing) |
| Simpler visitor sign-in flow in Meeting Room 365 app on iOS, Android, and Fire OS, or in a browser | |
| Calendar invite, reminder, sign-out, and cancellation emails | Manual join buttons for Webex or similar (not applicable to visitor product) |
| Badge print at kiosk or receptionist desk | |
| Optional kiosk sign-out | |
| Microsoft 365 and Google Workspace host directory assist |
Best fit for
- Evaluators and IT who want to run a realistic lobby flow on an iPad before connecting SSO or buying a licence (Try Demo)
- High-traffic lobbies that mix scheduled guests and walk-ins on one tablet
- Compliance-heavy sites that want NDAs and photos completed before arrival via pre-check-in
- Campuses with recurring vendors using frequent-visitor passes instead of daily invites
Frequently asked questions
Can I try the kiosk before we buy?
Yes on iPad with the native app. Install Visitor Check-in Kiosk, tap Try Demo on the welcome screen, and run the full offline Acme sample flow — no sign-in required. Tap Exit Demo when you are ready to create your real kiosk. The simpler visitor sign-in flow (Meeting Room 365 app or a browser) does not include demo mode — use a trial location or test display key instead.
What is the difference between the native iPad app and the simpler visitor sign-in flow?
The native iPad app offers Demo mode, offline resilience, on-device Settings, and the full splash-screen feature set (package delivery, guest Wi‑Fi, and more). The simpler visitor sign-in flow covers core walk-in and invite check-in — configured primarily on the Visitors portal — and runs in the Meeting Room 365 app with a visitor display key or in a browser. Both share the same invites, history, and location licence.
Can a visitor check in without an invite?
Yes. Walk-in check-in is the default path on the kiosk welcome screen.
What is the difference between invite code and QR?
They identify the same visit. Invite code is typed; QR is scanned from the email or wallet pass when QR scanning is enabled.
Can guests finish the NDA at home?
Yes, when requirements are configured they receive a pre-check-in link and can sign before arrival.
Do walk-ins get calendar invites?
No. Calendar ICS emails are tied to invites created on the Visitors portal.
Can I require different steps for interviews vs. deliveries?
Yes. Enable purpose of visit and set per-purpose overrides for requirements. See Customization.
Where is visit history?
On the Visitors portal — on-site today, visiting today, and full history with filters.
Does the kiosk support Exchange room calendars?
Visitor Management does not use Exchange room mailboxes for check-in. Exchange directory lookup for hosts is not supported — use Microsoft 365 or Google Workspace.
Related
- Visitor Management overview
- Invites and hosts — creating invites and host lookup
- Badges and wallet passes — printing after check-in
- Customization — requirements and purpose-of-visit setup