Visitor Check-In Kiosks 101
Visitor Check-In
Kiosks 101
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Check-in kiosks are an increasingly popular way for businesses to efficiently greet and sign-in guests. This type of self-service solution is quickly emerging as the preferred way to replace inefficient paper check-in processes or manual check-in by staff.
When implementing a new visitor check-in system, it is important to understand the types of choices you’ll need to make, what is involved in setting up this technology, and the potential benefits and challenges to consider when doing so. This guide is designed to help you answer those questions and set you up for success as you update your visitor check-in flow.
Table of Contents
- What is a visitor check-in kiosk?
- What tasks can check-in kiosks handle?
- Benefits to your business or organization
- What components make up a visitor check-in kiosk?
- What types of specialized check-in kiosks are there?
- How to set up a visitor check-in kiosk
- Identifying the best check-in kiosk software
- Identifying the best kiosk hardware for visitor check-in
What is a visitor check-in kiosk?
A visitor check-in kiosk is an automated system used to check in visitors when they enter a building or place of business.
Modern visitor check-in kiosks are frequently tablet-based, taking advantage of the smaller size and lower cost of these devices.
In addition to the tablet’s touchscreen interface, a visitor check-in kiosk often includes add-on devices to enable certain tasks. These can include a thermal label printer to print visitor badges, a scanner to verify identity through a driver’s license or passport, and a camera to take a picture of the visitor.
As they are often deployed in areas where space can be limited, tablet-based visitor check-in kiosks come in several form factors from standalone units to countertop and wall-mounted models. Graphics and signage attract visitors to the kiosk and help them understand what’s expected of them.
The kiosk also typically includes software that guides the visitor through the check-in process, including entering their name and required contact information, then notifies the relevant staff member that the visitor has arrived.
Visitor check-in systems may also be connected to an organization’s security and building management systems to provide additional functionality.
What tasks can a visitor check-in kiosk handle?
Pre-Arrival
Before a guest arrives, visitor check-in software can generate invitation emails or SMS text messages, allowing the guest to pre-register and fill out any required forms to streamline entry into the facility.
Visitor Sign In
Check-in kiosks can be used to sign in visitors upon arrival. This can include tasks such as entering their name, contact details, the purpose of their visit, and the duration of their stay.
Identity Verification
Kiosks can be used to scan and record identification documents like a driver’s license or passport and/or take a picture of the visitor to confirm identity.
Visitor Orientation
Check-in kiosks can be used to provide visitors with orientation materials like office maps, company history, contact information, and safety procedures during their visit. This type of information can also be tailored to the visitor's specific needs and purpose of visit.
Waivers & Legal Agreements
Check-in kiosks can collect signatures on waivers, non-disclosure agreements or NDAs, or other legal agreements that may need to be in place before a visitor enters your facility.
Staff Notifications
Visitor check-in systems can be configured to notify the appropriate staff member when a visitor arrives on-site, streamlining communications.
Badge Printing
Many visitor check-in systems can also be connected to a thermal label printer to print a badge with the visitor’s name and picture to identify and verify successful check-in during their visit. Badges are generally dated and/or timestamped to prevent reuse.
Scheduling & Geofencing
Kiosks can be scheduled to only allow visitors during certain times or by appointment. Check-in software can also be configured to trigger notifications when a guest enters or leaves certain areas.
Your business is adapting to a rapidly changing world, and your kiosk investment should too. That’s why Kiosk Group Modular Solutions™ are designed to easily adjust to your evolving needs.
Our modular hardware solutions for self-service visitor check-in allow you to select the components and graphics you need to create your perfect visitor check-in solution. Our uncompromising commitment to quality and ability to scale make our kiosks a great choice for small businesses and major systems alike.
Let’s create your kiosk solution today.
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Benefits of introducing check-in kiosks into your business
Improved Visitor Experience
Let’s face it - no one likes to wait. Automated visitor check-in solutions can streamline entry into your facility, allowing a visitor to manage their own experience. Kiosks let visitors quickly enter the necessary information to check in with minimal staff involvement.
Check-in kiosks also make it easy to provide additional information to visitors, such as office maps, company history, and contact information. Context-aware features can be used to greet visitors with targeted messages and provide access to specific resources based on their needs.
Reduced Front Desk Staffing Needs
Self-service visitor check-in reduces the staff required to manage incoming visitors and deliveries to your organization.
Automating the check-in process allows staff to focus on activities that add value to your business, rather than repetitive sign-in tasks and manual data entry.
Increased Security & Visitor Tracking
Visitor check-in kiosks can provide a more secure and efficient way to manage visitors. Not only can they help to verify identity and auto-fill information such as name, contact details, and duration of a visit, but they can also store per-visitor security settings and access level restrictions.
These systems can be used to check who is currently on-site at your facility at a glance, as well as maintain records of visitors over time.
Enhanced Vendor Compliance & Tracking
Check-in kiosks can also be used to track vendor visits and related activities, such as deliveries, inspections, and regular maintenance appointments.
This helps organizations meet compliance requirements and maintain more accurate records of vendor activities.
What types of components make up a visitor check-in kiosk?
Tablet or Screen
A touchscreen-enabled tablet or screen that runs and displays the selected visitor check-in software. Popular options include Apple iPad, Samsung Galaxy, and Microsoft Surface tablets, as well as Elo touchscreens.
Visitor Check-in Software
A software interface that guides visitors through checking in upon entry to a facility. Check-in software may also support verifying visitor identity, issuing a printed badge to verify check-in, or working with access control systems. This is frequently paired with a management backend to allow staff to verify who is currently on-site or access logs from previous dates.
Kiosk Enclosure
A physical kiosk enclosure that houses the tablet or screen and any associated printers and/or peripherals makes the check-in system easily accessible to visitors and protects physical components from potential damage or theft.
Camera
Access to the tablet’s built-in front camera or an external camera accessory can allow the kiosk to take pictures of a visitor and/or do biometric face matching.
Graphics & Signage
Custom graphics and other signage can be used to link the kiosk to your brand identity as well as provide a call to action to direct visitors to your check-in kiosks.
Badge Printer
Most visitor check-in solutions offer the option to include a badge printer to issue physical badges that can be worn while a visitor is on-site to identify visitors and verify that they have gone through check-in. Printers can be enclosed within the kiosk to prevent unauthorized access or tampering or placed next to the kiosk on a counter or another surface. Popular options include Brother QL-series (like the Brother QL-820 NWB) and Bixelon label printers.
ID Capture
Placement trays allow visitors to position their ID easily and accurately for capture through the tablet’s rear camera or an external camera. Motion-sensitive LED lights can be used to ensure clear, well-lit image capture.
Other Peripherals
Other peripherals can be integrated into a check-in kiosk to address specific use cases or requirements. For example, barcode scanners can streamline entry by scanning a QR code for pre-registration from a visitor’s phone, or an external keyboard and/or stylus can make data entry faster and more accurate.
What types of specialized check-in kiosks are there?
Airport Check-in Kiosks
Airport check-in kiosks are designed to quickly check in customers and baggage for flights. They usually include features like scanning passport or flight information, printing boarding passes and bag tags, and allowing ticket modifications.
Cruise Ship Guest Tracking
Check-in and check-out kiosks allow vessels to easily track how many guests are currently on-board ship and how many have disembarked for a day trip or excursion for safety and accountability purposes.
Healthcare or Patient Check-in Kiosks
Patient check-in kiosks are used in clinics, hospitals, and other healthcare facilities to provide efficient check-in services. These kiosks can automate the sign-in process, accept insurance and payments, and provide patients with additional information such as appointment reminders and wait times.
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Hotel Check-in Kiosks
Hotel check-in kiosks are designed to provide guests with a self-service experience when they enter a hotel. They allow customers to check in quickly, book extra services, and access information about their reservation.
Queue Management Kiosks
Line management systems allow high-volume venues including government offices, retail establishments, and restaurants to prioritize visitor queues to ensure timely and equitable service. Self-check-in kiosks allow visitors to add themselves to a queue upon arrival.
How to Set Up a Visitor Check-in Kiosk
Putting together the perfect solution for your facility starts by considering your project’s and visitors’ needs, then identifying hardware and software solutions that can meet those requirements. Important considerations include:
Training your team
A self-service check-in system can free staff from repetitive check-in tasks, allowing them to focus on other interactions and duties.
Training staff before rollout can help guarantee a successful deployment. Areas to focus on should include how the visitor check-in system will work, what regular maintenance is required, how to troubleshoot common issues, and how to help visitors who may need additional assistance.
Properly trained employees can ensure smooth operations of your kiosks and a seamless experience for visitors.
A clear understanding of the system can also allow employees to proactively identify any potential problems and suggest improvements based on how visitors are using the system in day-to-day use.
Choosing the perfect locations
Visitor check-in kiosks are typically placed in areas where visitors and guests first enter a facility, such as lobbies and entrances.
Visibility is important for this type of self-service solution. Kiosks should be positioned so that they are easily noticeable on entry.
When selecting locations for your kiosks, consider how visitors come into your facilities. Are there specific entrances that regularly see heavier traffic flow or would require additional burst capacity during busy periods? Are there entrances or exits that are normally unstaffed that could be covered by an automated check-in solution? Care should be taken not to place kiosks in areas that cause additional congestion.
You’ll also want to think about space constraints, availability of a reliable power source and internet access, and physical accessibility for users with disabilities.
Securing your visitors’ privacy
Both software and hardware for visitor check-in should be designed with privacy in mind, as these systems often collect sensitive information from visitors.
To safeguard this data, check-in software should employ robust security measures, such as encryption and access controls. By encrypting visitor data, it becomes much more difficult for unauthorized individuals to intercept or access information. Access controls ensure that only authorized personnel can view or modify visitor data.
On the hardware side, solutions that restrict access to any device ports or peripheral connection points can protect the system from physical access or tampering.
Beyond general security measures like those listed above, check-in systems must adhere to relevant state and local privacy laws. Different jurisdictions may have specific regulations in place regarding the collection and handling of visitor data, especially when using systems that collect any type of biometric or facial recognition data. It is imperative that check-in systems comply with these laws to avoid legal complications.
Finding the right vendors
While it can be tempting to look for an ‘all-in-one’ solution, businesses and organizations are often better served by identifying software and hardware solutions for a visitor check-in kiosk project separately.
Developing independent relationships with software and hardware vendors allows you to identify solutions that don’t require compromising to a single vendor’s proprietary solution, where you might like certain aspects of the hardware, but not the software, or vice versa.
Approaching hardware and software independently gives your project more flexibility over time. If issues arise or your project expands beyond the capabilities of a vendor, you can source a new hardware or software component without having to replace your complete system.
At the same time, identifying vendors specializing in each area separately can allow for a direct relationship with better support and service, as well as lower overall project costs.
If working with a dedicated hardware manufacturer, you may find yourself eligible for additional volume discounts or with more flexible options when it comes to replacing a component that has gone end-of-life as compared to a company that marks up and resells someone else’s existing hardware.
Similarly, you are likely to get a quicker resolution for a software question or bug if you have a direct customer relationship with the developer.
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Identifying the best visitor check-in kiosk software
When selecting check-in software, you should look for a system that is easy for your visitors to use and for your team to customize, set up, and maintain.
A number of factors will play into the decision of what’s the right choice for your specific project:
Visitor Sign-In
An easy-to-use interface that provides an efficient, welcoming experience for every visitor is essential for the success of any check-in kiosk project.
- What does the visitor interface look like? How easy is it to use?
- Can the interface recognize returning and expected visitors? If so, can it auto-fill information it knows about that visitor?
- Does the software support identity verification and/or visitor image capture?
- Is the interface accessible for users with visual or other impairments?
- Can check-in be offered in multiple languages?
- Is there streamlined sign-in capability for a larger group or ‘plus one’ to expedite registration?
- What operating systems and/or tablets are supported?
Security & Data Privacy
Security and data privacy should always be at the forefront when selecting software for a visitor check-in kiosk project.
- How is visitor information stored and how long is data kept?
- How are guests kept from seeing other visitors’ information?
- Is any sensitive information collected restricted to only administrators with strict access rights?
- Is my customer data shared or used for any other purposes?
- Does the software comply with applicable data privacy laws in my country?
Badge Printing
Printed badges from your kiosk allow staff to quickly identify visitors while on-site and confirm that they have completed the check-in process.
- Does the software support visitor badge printing?
- Do badges include a timestamp or expiration date to prevent reuse?
- Can the printed badge be customized with our logo or other brand assets?
- What badge printers are supported?
Staff Dashboard & Notifications
The visitor management dashboard should provide you with a straightforward way to access, manage, and analyze information such as visitor status, employee notification times, and workplace occupancy.
- What does the management dashboard look like?
- What kind of training is required to use the dashboard?
- When guests sign in, how long does it take to update the digital visitor log and notify employees of visitor’s arrival?
- Can I automatically store and easily retrieve visitors’ signed documents?
- What notification methods are available to inform employees that their visitor has arrived?
- What if unwanted visitors attempt to sign in?
- How does the dashboard handle deliveries and notify recipients?
- Is the dashboard able to edit, delete visits, change status, print badges, and/or take photos if needed?
- Can VIP visitors be signed in from the dashboard?
Facility Security
Securing a facility and granting access to the appropriate people can be essential in certain scenarios.
- What does the management dashboard look like?
- What kind of training is required to use the dashboard?
- Are ID scans/checks provided in visitor records?
- Can the system capture guest photos and add them to the visitor’s digital record?
- Can the system notify staff and/or security if an unauthorized visitor attempts to sign in?
- How easy is it to access visitor records and/or check who is currently on-site in an emergency or evacuation situation?
Onboarding, Documentation & Support
Onboarding and ongoing support should be part of any visitor check-in software solution.
- What does your onboarding process look like? How long does it typically take?
- Do you offer access to a knowledge base or other technical documentation?
- How can I contact your support team?
- What are your support team’s hours and where are they based?
- How long does it typically take to get a response?
- Is on-site support or service available if needed?
- What happens if there is a problem during off-hours?
Pricing
When evaluating visitor check-in software, it is crucial to compare pricing between different providers to make sure your chosen solution offers the best value for money.
- How is pricing structured?
- Is there any charge for members of my team to access the dashboard and admin functions (i.e., per-seat licenses)?
- Are there any additional charges I should be aware of (for example, onboarding or support fees)?
Reliability & Maintenance
Reliability and ongoing maintenance are critical for any visitor check-in kiosk project and should be carefully considered when selecting a software vendor.
- Is this a hosted solution or am I responsible for provisioning and maintaining my own servers?
- Should I expect any system downtime or maintenance periods?
- Do you offer uptime guarantees?
- How often do you update? Are updates pushed automatically or do I have to opt in?
- Do you publish a changelog documenting software updates?
Other Potential Features
Delivery Management
Managing office deliveries allows you to notify recipients, track package status and view lists of past and present deliveries.
Health Screening
Touchless temperature scanning and health screening provides a safe and effective tool before employees and visitors enter your facility.
Queue Notifications
Queue notifications can provide queue status on-screen or displayed elsewhere for high visibility and notify visitors of their status via text.
Employee Tracking
Employee tracking can help manage employee sign-in and sign-out on-premises, working remotely or from various locations, and provide a record of everyone’s whereabouts at any time in an emergency.
Document or Waiver Signature Capture
Capture electronic signatures on NDAs, waivers, or other legal documents directly on the kiosk during the sign-in process, touchless on a visitor’s own smartphone or during the preregistration process.
Emergency Notifications
Allows you to identify and locate building occupants if an emergency arises and send evacuation or shelter-in-place alerts to all visitors quickly and accurately.
Multiple Location Management
For businesses that operate across multiple locations, multiple location management provides the ability to duplicate your existing configuration and seamlessly switch between locations, allowing visitor check-in to be managed and responded to from anywhere.
Biometric Identification
Biometric identification can streamline the identity verification process for touchless visitor access management with facial biometrics, fingerprint, and iris recognition.
Visitor Analytics
Analytics can help you monitor visitor trends, understand visitor check-in patterns, and uncover potential opportunities to improve visitor experience and check-in efficiency.
Popular Visitor Check-In Software Solutions
Envoy offers a sophisticated visitor management system that enhances security and provides a modern sign-in experience.
Greetly presents a streamlined check-in process with customizable features to improve your overall guest experience.
Proxyclick offers a comprehensive visitor management system with features like contactless check-in and advanced security measures.
Traction Guest provides enterprise-level visitor management, focusing on safety, efficiency, and a positive visitor experience.
Splan offers an integrated visitor management solution aimed at ensuring seamless and secure visitor experiences.
Identifying the best visitor check-in kiosk hardware
Choosing the right hardware for your self-service kiosks is critical for reliability, security, and ease of maintenance.
Common questions for vendors include:
Visitor Experience
A check-in kiosk must clearly communicate its purpose and be designed to accommodate a variety of users to provide an optimal visitor experience.
- What types of branding and/or other signage are available to make it clear to visitors that they need to check in at the kiosk?
- Is your kiosk hardware adjustable and/or otherwise able to accommodate visitors of varying heights?
- Is your kiosk hardware ADA-compliant?
- Are your kiosk enclosures stable enough to prevent accidental tipping or wobbling during use?
- Will your kiosk hardware represent my business or organization in a professional manner?
Security & Durability
Visitor check-in solutions require robust security and durability to protect customer data, deter misuse, and withstand wear and tear.
- How is the tablet secured?
- Does the kiosk adequately protect the device’s power supply and other cables or is it easily disconnected?
- Are peripherals like printers adequately secured to prevent theft?
- Are tablet ports protected to prevent tampering with the operating system or software components?
- Can the kiosk enclosure be bolted to the floor/desktop or otherwise locked down if desired?
Design & Manufacturing
When selecting hardware for a check-in kiosk project, knowing the manufacturer, origin, and design process can allow you to make better decisions about who to entrust with your project’s success.
- Who designs and manufactures your check-in kiosk hardware?
- Where are your products made?
- What kind of materials are used in the construction of your visitor kiosks?
- Are the materials used durable enough to hold up under heavy use?
- How do you test or otherwise make decisions about your product’s design?
- Do you offer custom design services for new integrations or peripherals?
Functionality & Compatibility
Unless you are creating a software solution from the ground up, the choice of visitor check-in software will frequently dictate some hardware requirements for your project.
- Does your kiosk hardware accommodate the type of tablet I need to run my visitor check-in software?
- Is it possible to access the tablet’s camera if needed?
- Does your kiosk hardware integrate the necessary printer and/or scanner for my check-in software?
- Is the tablet enclosure radio transparent to prevent interference with Wi-Fi and/or Bluetooth signals to the tablet?
Installation, Maintenance & Support
Installing or maintaining kiosks should be hassle-free. That's why working with a company with a track record of designing and maintaining reliable visitor check-in solutions can be essential to your project’s success.
- How easy is the kiosk to assemble and install?
- If necessary, can the kiosk be shipped already assembled and ready for use?
- What type of timeline should I expect for the delivery of my visitor check-in kiosks?
- Can I consign my own tablets, printers, or scanners for integration before shipping?
- What ongoing maintenance is required?
- How difficult is it to source and/or replace badge printing stock?
- Can I update the tablet enclosure for a new tablet or peripheral without replacing the entire kiosk?
- Is it possible to update the branding and signage if needed?
- What type of warranty do you offer on your hardware products?
- How can I contact your support team?
Kiosk Group builds visitor check-in solutions from field-tested hardware designs with customer-proven dependability and long-lasting construction.
Our team designs check-in kiosks with easy integration and cost-effective maintenance in mind. Our modular solutions are compatible with many tablets, components (including badge printers, scanners, and ID capture trays) and work with a variety of existing visitor check-in software options.
Our hardware solutions keep your tablet or screen secure with a heavy-duty thermoplastic enclosure, while a counter-balanced steel base makes it hard to tip over the kiosk, offering a secure platform for visitor interaction. Keyed access ensures staff have quick access to the tablet for any maintenance required.
Depending on your kiosk’s location and security needs, printers can be protected within the body of the enclosure along with any necessary cabling or placed alongside the kiosk. Our printer enclosures allow easy access for staff to change out badge stock as needed. We frequently integrate with Brother’s QL series label printers, which are widely used for visitor check-in solutions. Other printer integrations are available on request.
Graphics and signage printed on-site in our professional print lab highlight your branding and notify visitors of the need to sign in before entry.
At Kiosk Group, we believe that everyone should be able to use our kiosks and as such, all our designs meet the height and reach standards set in the latest Americans with Disabilities Act. Throughout our design process, we test with physical prototypes to ensure that our kiosks present your tablet at the right height and angle for viewing and touch interaction by a variety of users.
And we stand behind these products with a full 5-year warranty and free support to assist with any installation or technical challenges as needed.
We’re ready to start a conversation about your specific needs around visitor check-in and how working with Kiosk Group can set your project up for success.
Next Steps
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