Visitor Kiosk

The Visitor Kiosk is a digital touchpoint installed in a building lobby that lets visitors check in without staff assistance, using QR code scanning, email or phone lookup, or walk-up registration.

How visitors check in

The kiosk supports three check-in flows:

• Scan QR Code — Pre-registered visitors scan the QR code from their invitation email for instant check-in.
• Email/Phone Lookup — Pre-registered visitors search for their visit by email address or phone number.
• Walk-up registration — Unregistered visitors enter their details, select a host, and await host approval.

You manage kiosks in HqO Admin under App Configuration → Experience Channels → Visitor Kiosk.

Creating a kiosk

1. Navigate to App Configuration → Experience Channels and select the Visitor Kiosk tab.
2. Click Create.
3. Enter a descriptive kiosk name, such as "Main Lobby Kiosk" or "North Entrance".
4. Configure the Branding, Content, and Notifications tabs.
5. Click Save.

Branding tab

The Branding tab controls the visual appearance of the kiosk.

Setting	Details
Colors	Set a primary color and a secondary color. The system displays the contrast ratio and WCAG AA accessibility compliance status.
Logo	Upload a logo (PNG, JPEG, JPG, or WEBP; max 2 MB). It appears at the top center of the kiosk screen.
Background	Choose an Image (recommended 1920×1080px, max 5 MB) or a Solid Color.
Buildings	Link the configuration to one or more buildings. The building name displays automatically on the welcome screen; you can override it with a custom name or campus designation.
Language	Choose the kiosk and welcome screen display language. Visitors can toggle between supported languages using the flag icon.

Content tab

The Content tab manages on-screen text and which check-in methods are available.

Welcome screen

Field	Default	Description
Welcome text	"Welcome to"	Displayed above the building name.
Line two	"Building Name"	Override for a campus name or alternative text.

Check-in options

Each check-in method can be toggled on or off with custom display text:

• Scan QR Code — Customize the primary text (for example, "Scan your QR code") and helper text (for example, "I have my QR code ready").
• Email/Phone Lookup — Customize the label text and input placeholder.

Visitor information fields

For walk-up visitors, toggle which fields are collected:

• Visitor company
• Reason for visit

Pending approval screen

Customize the title (default: "Host notified") and the message text shown to walk-up visitors while they wait for approval.

Notifications tab

The Notifications tab configures email and SMS messages sent to hosts, visitors, and guards. All templates support these variables:

Variable	Inserts
{visitor_name}	Full name of the visitor
{host_name}	Name of the requested host
{building}	Building name

Host notifications

Sent when a walk-up visitor requests a host:

• Email — Toggle to enable, with a customizable subject line and body (default: "{visitor_name} is requesting to visit and needs your approval").
• Text — Toggle to enable, with a customizable message (default: "{visitor_name} is requesting to visit. Please approve or deny in the admin portal.").

Visitor notifications

Stage	Default subject	Default body
Pending approval	"Your visit request has been submitted"	"Your host has been notified and will review your request shortly."
Visit approved	"Your visit has been approved!"	Directs the visitor to return to the kiosk and scan their QR code for badge printing.
Visit denied	"Visit request update"	"Your visit request could not be approved at this time."

Guard notifications

Toggle a visit-request denial banner for security staff with a customizable message (default: "{visitor_name}'s walk-up visit request denied — please ensure visitor leaves the building").

Pairing a device

An iPad is recommended for high-traffic lobbies and Class A buildings for its touch accuracy, long OS support, and broad kiosk mount ecosystem. For full guidance, see Kiosk Hardware Recommendations.

1. Download the Visitor Kiosk app by HqO from the Apple App Store on the iPad.
2. In HqO Admin, open the kiosk configuration and click Add device.
3. Follow the on-screen pairing instructions to link the tablet to the configuration.

After pairing, the device displays the configured welcome screen and check-in options. The app connects to local printers for badge printing.

Visitor workflows

Pre-registered visitor with QR code

1. The visitor scans the QR code from their invitation email.
2. The system retrieves and validates the visit record.
3. The visitor confirms their details on screen.
4. A badge prints automatically with name, host, company, and date and time.
5. The host receives a check-in notification.

This flow is designed to complete in under 30 seconds.

Pre-registered visitor without QR code

1. The visitor enters their email address or phone number.
2. The system displays matching visit records.
3. The visitor selects their visit and confirms their details.
4. The host receives a check-in notification.

Walk-up (unregistered) visitor

1. The visitor enters their name, optional company, and reason for visit.
2. The visitor searches for a host by name or company.
3. The system sends a real-time approval request by email and/or SMS.
4. The host taps Approve or Deny in the admin portal or via notification.
5. The kiosk updates within seconds:
   • Approved — The badge prints and the visitor proceeds; the host receives a confirmation.
   • Denied — The visitor sees a message and the security dashboard shows a denial banner.

Tenant requirements

Tenants must opt in before their company appears in the walk-up host search. Configuring a kiosk in HqO Admin does not automatically register tenant companies. Tenant administrators must enable kiosk participation in Visitor Management settings and should assign multiple approvers to ensure availability.