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Self check-in kiosk

A tablet at the gate or at reception where visitors check themselves in and out. They scan a pass or type its code. Without a pass, they register with a photo and accept your terms, while the guard deals with the next person.
PLANSEvery plan
Compare plansHow it works

The problem it solves

  • A queue forms at reception at 9:30 while one person writes every name in a register.
  • Visitors with a pass still wait for the guard to find them in a list.
  • Your terms and privacy notice are never shown to visitors, so their consent is not on record.

How it works

  1. An administrator opens the gate under Visitors > Configuration > Gates and Visitors > Gates and clicks Create Kiosk Link. The tablet opens that link in its browser, or the Kiosk app is paired with it.
  2. A visitor with a pass holds the QR up to the camera or types the six-digit code. The kiosk shows the pass, asks for a photo if the visitor type needs one, and checks them in.
  3. A visitor without a pass presses No pass? Register here and picks the kind of visit and the host. They fill in name and mobile, take a photo and tick your terms.
  4. The host is asked to approve. The kiosk shows that it is waiting; the visitor can press Ask guard to call on intercom or Cancel request.
  5. When approved, the kiosk shows the gate pass number and the time in, for example GM-2381.
  6. On the way out the visitor presses Leaving? and scans the badge or gate pass QR, or types the gate pass number.

Everything it does

Home screen

  • Scan your QR pass, Or enter your passcode, No pass? Register here, Leaving? and Need help?
  • The name of the gate and the date
  • Goes back to the start by itself after 90 seconds without a touch, with a countdown

Walk-ins at the kiosk

  • Only visitor types marked Self-service are offered, and only at the gates the type allows
  • Visitor types that need an ID proof are never offered: those visitors see the guard
  • Name, mobile number and the kind of visit are needed; company, purpose, people with you and vehicle number where asked
  • Photo taken on the tablet camera when the visitor type needs one
  • Your Visitor Terms and Consent must be ticked; the time of consent is kept on the visit
  • A link to your privacy policy and a Notice for Minors (to start with: Under 18? Please ask the guard to register you.)
  • Where the site keeps a staff directory, Who are you visiting? searches name, office and floor (three letters at least); phone and email are never shown

Waiting and the answer

  • Gate pass with a number when let in; Please leave it with the guard; Please wait at the gate. You are not let in; Asking reception when the host did not answer
  • Ask guard to call on intercom tells the gate's guards at once
  • Cancel request if the visitor decides not to wait
  • A blacklisted visitor, a refused entry or anything the kiosk cannot check only says Please see the guard. The reason is shown to the guard, not on the kiosk

Safety of the kiosk link

  • The link is a key for one gate; New Kiosk Link replaces it and the old one stops working; Turn Off Kiosk switches it off
  • After 10 codes that match nothing within 5 minutes, the kiosk sends people to the guard until the 5 minutes pass
  • The camera works in a browser only on a secure (https) address

With your plan

  • The kiosk, in a browser or the Kiosk app, is in every plan
  • Recurring passes at the kiosk (on their days and hours only): Growth
  • The red emergency banner on the kiosk until the all clear: Scale

Who uses it

VisitorChecks in with a pass or as a walk-in, waits for the answer, and checks out on the way back.
GuardSees kiosk walk-ins under Waiting on the gate screen, calls the host when asked, and helps anyone sent to the guard.
VMS administratorCreates and replaces the kiosk link, marks the self-service visitor types, and sets the terms and the kiosk's look.

Where you use it

  • The kiosk: a web page on a tablet's browser, opened from the gate's Kiosk Link
  • The SmartMy VMS Kiosk app: the same kiosk for an iPad or an Android tablet. It is paired with the link as text or a QR code, no login. Built and in testing, not in the app stores yet
  • Web: Visitors > Configuration > Gates and Visitors > Gates for the link; the Visitors tab of the Entity for terms and look
  • Not a printer: the kiosk does not print badges; the guard prints them
  • Not face recognition: the photo is kept on the visit for the guard and the host to look at

What you control

Settings

  • Self-service: per visitor type, off to start with
  • Photo required: per visitor type, on to start with
  • Kiosk Theme: Light to start with, or Dark; Kiosk Accent: SmartMy Blue, Plum, Forest or Graphite
  • Visitor Terms and Consent, Visitor Privacy Policy (URL) and Notice for Minors
  • Gate Pass Prefix: up to four letters; empty uses the entity's initials
  • Auto Check-out Time: 21:00 to start with, for visitors who forget to check out

Approvals

  • Visitor at the gate: a kiosk walk-in goes to the host and the alternate host, or the levels you add. It is the same as a walk-in registered by the guard

Notifications

  • Visitor Waiting for Approval: to the host and the alternate host, by app push, WhatsApp, SMS, email and in-app
  • Visitor Asks for a Call: to the gate's guards, by app push, SMS and in-app
  • Visitor Arrived: to the host when the visitor is let in
  • SMS comes with Growth and WhatsApp with Scale; in-app notices always arrive

Works with

SmartMy DeskA broken kiosk is reported from the guard's Gate problems page and becomes a helpdesk ticket for the gate.

Questions

Does the kiosk need special hardware?

No. Any tablet with a browser and a camera runs it, kept plugged in with the screen on. A hand-held QR scanner also works, as it types the code into the passcode box.

Can every visitor register at the kiosk?

Only the visitor types you mark Self-service, and never those that need an ID proof. Those visitors are asked to see the guard, who checks the ID and registers them.

What does a blacklisted visitor see?

Only Please see the guard. The kiosk gives no reason. The guard sees the reason on the gate screen, and the attempt is logged where your plan has the blacklist.

Is the Kiosk app in the app stores?

Not yet. The SmartMy VMS Kiosk app is built and in testing. Until then, open the gate's kiosk link in the tablet's browser: it is the same kiosk.

What happens if someone steals the tablet?

Click New Kiosk Link on the gate. The old link stops working at once, and you pair the new tablet with the new link.

Related features

SHARED SITEKiosk check-in by choosing who you visitAt a kiosk in the lobby, the visitor answers "Who are you visiting?" by typing a few letters. They tap the person from the staff directory: name, office and floor only. The visit is recorded with the right company, and the person, their office or reception is asked to approve.GATE, KIOSK AND GUARD TOOLSGuard screen and Guard appOne screen shows the guard who is expected, who is waiting and who is inside. One box takes a pass code, a QR, a mobile number or a name. It runs in a browser on any computer, tablet or phone, and as the Guard app.VISITORS AND CHECK-INWalk-in registration with check-in and check-outThe guard or reception registers a visitor without a pass on one form. It has mobile, name, photo, whom they see, the kind of visit and what they brought. Every visit keeps its gate, its arrival, check-in and check-out times, and a four-digit gate pass number the visitor uses to leave.PASSESVisitor passes with a code and QRReception issues a pass for an expected visitor: a six-digit code and a QR, for one entry or several, valid between two times. The visitor gets it by email with the QR inside and an Open your pass page. They are let in at the gate by code, QR or mobile number without anyone phoning the host.HOST APPROVALHost approval from the phoneA visitor without a pass waits at the gate while the host is asked on the phone. The host approves or rejects from the link, the app or the back office. If nobody answers in time, reception or the guard decides, and an alternate host covers for anyone away.GATE, KIOSK AND GUARD TOOLSVisitor badges with photo and QRPrint a badge for each visitor with their photo, name, whom they are seeing and a QR code. Staff can tell a visitor at a glance, and the visitor is checked out by scanning the badge at the gate or the kiosk.

See it on your own gate.

Tell us how many gates you have, who comes through them and how visitors are approved today. We will show you SmartMy VMS set up that way.
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