Visitor check-in kiosk: A complete guide for your business

A visitor check-in kiosk is more than just a sign-in station—it’s the focal point of any visitor management strategy. In this blog post, we’ll walk you through everything you need to know about visitor check-in kiosks, including the essential hardware, how they work, key benefits, and tips for a smooth rollout. Regardless of whether you’re an IT, security, or facilities professional, this guide will help you understand how these solutions can help you modernize your front desk and create a seamless experience for your guests.

What is a visitor check-in kiosk?

A visitor check-in kiosk is the hardware (usually a tablet) that visitors use to sign in when they arrive at a workplace. It acts as the frontline tool that greets guests and collects their information. Instead of signing in manually with pen and paper, visitors use an interactive touch screen to check themselves in. However, the real power behind the kiosk lies in the visitor management system (VMS) that runs in the background.

When a visitor arrives, they can enter their information into the kiosk, including their name, contact details, and even photo, while also verifying their identity and notifying hosts. Many kiosks also handle legal document signing, like non-disclosure agreements (NDAs) or safety waivers.

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What hardware do you need to set up a visitor check-in kiosk?

Setting up a visitor check-in kiosk requires a few essential hardware components to create a secure, user-friendly, and efficient experience:

1. Tablet or touchscreen device. The core of the kiosk is a tablet (commonly an iPad or other tablet) that visitors use for digital check-in. The tablet runs visitor management software, guiding users through the check-in process.
2. Tablet stand or kiosk enclosure. A secure stand or mount that can hold the tablet will make it accessible to visitors and protect it from tampering. Some stands also include privacy screens to shield visitor information from prying eyes.
3. Badge printer. Badges add an extra layer of security by making it easier for employees to quickly identify authorized guests. They can include key information, such as names, photos, and reasons for visiting.
4. QR code scanner or camera. The tablet’s camera often doubles as a scanner for QR codes, enabling a fast check-in process. This feature is especially handy for pre-registered visitors who can scan the QR code they received via email prior to arriving. The camera also supports photo capture and ID scanning for identity verification.
5. Wi-Fi or network connection. A stable Wi-Fi connection is required in order for the tablet to sync with the visitor management software, send notifications to hosts, and store visitor data securely in the cloud.

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What are the benefits of using a visitor check-in kiosk?

Better workplace security and access control

Digital check-in kiosks can make it easy to verify the identity of each visitor and ensure no unauthorized individuals can come onsite. For industries that require more stringent security measures (like manufacturing), digital kiosks can integrate with physical access control systems. This enables security staff to manage and restrict access based on the visitor's type or pre-approved status. Advanced systems can even flag unauthorized visitors by comparing check-in data against internal blocklists.

Here are a few key features that help enhance workplace security:

• ID scanning and verification. The kiosk can scan and verify IDs to check against third-party watchlists or internal blocklists, preventing unauthorized individuals from entering secure areas.
• Facial recognition. Some modern solutions come equipped with facial recognition technology, allowing front desk and security staff to streamline check-ins for frequent visitors (like daily caterers or janitorial staff).
• Remote access management. Security teams can depend on the kiosk to verify a visitor's identity before granting access at unstaffed or leanly staffed locations.

Automated sign-in process

Visitor kiosks streamline the entire check-in process, making it faster, more efficient, and user-friendly. With time-saving features, guests can skip multiple steps when signing in—reducing wait times and lobby congestion.

• Static QR codes. Pre-registered guests receive a QR code via email, allowing them to sign in instantly upon arrival.
• Instant host notifications. When a visitor checks in, the kiosk sends an immediate notification (via email, text, or Slack) to the host. This ensures that the person being visited knows the guest has arrived without delay.
• Virtual receptionist. If a visitor needs extra assistance or has a question, they have the option to connect with a virtual receptionist through a video call. This means visitors can get help right away without waiting for an onsite staff member. The combination of a check-in kiosk and virtual receptionist ensures that every visitor gets a consistent, high-quality experience, even if they're at your main office or a smaller regional site.

Improved compliance management and record keeping

Businesses in highly regulated industries—like pharmaceuticals, finance, and manufacturing—face strict compliance requirements. With check-in kiosks, workplaces can automate data collection, reduce manual errors, and ensure that all visitor information is securely stored and easily accessible for audits. This means fewer compliance headaches, faster audits, and a stronger overall security posture for IT, security, and facilities staff.

• Digitized records. Visitor check-in kiosks create a real-time, digital log of everyone who enters the building. This log is automatically updated with key information like visitor names, arrival time, purpose of visit, and host details. For further security, all visitor data is encrypted.
• Offline mode. Even if the network goes down, visitor check-in kiosks can continue to operate offline, storing visitor data locally. Once reconnected, the data automatically syncs with the system.
• Customizable sign-in flows. You can tailor the check-in process based on visitor type (e.g., contractors, vendors, interview candidates), capturing specific data required by compliance standards. For example, in order to adhere to the International Traffic in Arms Regulations (ITAR), a manufacturing business will need to have an alternative sign-in flow for non-U.S. citizens that includes different questions. Some visitors may also need to sign NDAs or other agreements before accessing certain areas of the workplace.

A consistent visitor experience across all locations and entrances

When a company has multiple offices, each with its own unique needs, maintaining a consistent visitor check-in process can be a challenge. Visitor check-in kiosks simplify this by standardizing the process and making it easy to scale across any number of locations.

• Unified dashboard. With visitor check-in kiosks, companies can manage settings for all locations from a single pane of glass. This means you can standardize the check-in experience, update processes, and instantly push changes across every site.
• Multi-location analytics and reporting. Visitor kiosks provide comprehensive analytics, allowing businesses to view and compare visitor data across all locations. This helps identify patterns, optimize resource allocation, and improve the overall check-in process.
• Reliable device management. Managing multiple check-in kiosks across various locations can be complex, but visitor management systems include device monitoring technology that lets you track the status of each kiosk remotely. You can see which kiosks are online, check for updates, and quickly address any issues from the dashboard.

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3 best practices for implementing a visitor check-in kiosk

Follow these best practices to get your visitor check-in kiosk up and running:

1. Place kiosks in visible, high-traffic areas

Your visitor check-in kiosk should be placed in a visible, easy-to-access area. Position your kiosk where guests naturally pass through—think the main entrance, lobby, or reception. And don't forget about placing visible signage with additional directions or clarifying information. This setup will ensure no one skips any steps and speed up check-ins.

Keep in mind: Don't forget the Wi-Fi. Kiosks rely on reliable connectivity for real-time updates, notifications, and syncing with the visitor management software. Poor connectivity can disrupt check-ins.

2. Customize the welcome screen

Many visitor management systems let you personalize the kiosk's interface with your company logo, colors, and a friendly greeting. This simple touch can make your brand stand out and leave a positive first impression. Consistent branding reinforces the organization's identity and values, promoting a cohesive and consistent experience.

3. Set up pre-registration communication

Encourage visitors to register before arriving onsite. With visitor management systems (like Envoy Visitors), you can send pre-registration emails that let guests complete their sign-in process ahead of time. Once pre-registered, visitors get a QR code via email. When they arrive, they simply scan the code at the kiosk to check in—no typing needed. This way, they can provide the required details and sign legal agreements like NDAs before their visit, giving them plenty of time to review your security and visitor policies.

Provide a stellar visitor experience Envoy's Virtual Front Desk

Envoy's Virtual Front Desk isn't just about visitor management. It's about using data to build better, more efficient workplaces. This solution shatters geographical, technical, and resource-based barriers by leveraging the power of remote receptionists.

1. Easier security and compliance management. Greet visitors and employees confidently, no matter the location or time zone. Envoy's Virtual Front Desk provides secure sign-in and access control, while Envoy Visitors streamlines the entire process for a smooth experience for all guests.
2. Enhanced visitor management and experience. Spot visitor trends and common questions to anticipate peak times and quickly solve pesky issues. Management can review call recordings and transcripts to ensure staff are friendly, thorough, and following the right process.
3. Data-driven decision making. Use visitor data to plan staffing, allocate resources, and design better office layouts. For smaller offices with fewer visitors, Envoy's Virtual Front Desk offers an efficient way to handle sign-ins without needing onsite staff.

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‍Interested in finding out more about Envoy's Virtual Front Desk? Tune in to our webinar: Rethinking the Welcome: Introducing Envoy's Virtual Front Desk!