Walk-In Visitor Registration

Not every visitor will be pre-registered. Walk-in visitors — those who arrive without a prior appointment, QR code, or pre-registration record — are a daily reality for most organizations. KyberAccess makes walk-in registration fast and thorough, capturing all the information you need while keeping the experience smooth for both the visitor and your front-desk staff.

When Walk-In Registration Is Used

Walk-in registration applies whenever a visitor arrives without a pre-existing record in KyberAccess:

• Unscheduled meetings — a client drops by without an appointment
• Deliveries — couriers and package delivery personnel
• Interviews — candidates arriving for job interviews that were not pre-registered
• Vendors and contractors — maintenance workers, IT technicians, or service providers
• Personal visitors — family or friends visiting an employee
• Event attendees — guests arriving for an on-site event without individual pre-registration

Registering a Walk-In Visitor at the Front Desk

Step-by-Step Process

1. From the KyberAccess Dashboard, click + Check In (or use the keyboard shortcut N).
2. The check-in form opens. At the top, you will see options: Scan QR, Search, or New Visitor. Click New Visitor for a walk-in.
3. Enter the visitor's basic information:
   • First Name (required)
   • Last Name (required)
   • Email Address (optional but recommended — enables follow-up and returning visitor recognition)
   • Phone Number (optional)
   • Company / Organization (optional)
4. Select the Purpose of Visit from the dropdown menu. Common options include:
   • Meeting
   • Interview
   • Delivery
   • Contractor / Maintenance
   • Personal Visit
   • Tour
   • Other (free-text)
5. Select the Host — the employee the visitor is here to see.
   • Start typing the host's name and select from the auto-complete list
   • If the visitor does not have a specific host (e.g., a delivery), select No Host or Front Desk
6. Proceed through the configured check-in flow steps (see below).
7. Click Complete Check-In.

The visitor is now checked in. A notification is sent to the host, and the visitor appears in the live Visitors list with a green "Checked In" status.

Check-In Flow Steps

Depending on your configuration (set up under Settings → Visitor Check-In → Check-In Flow), the walk-in process may include some or all of these steps:

ID Scanning

If enabled, the system prompts the front-desk operator to scan the visitor's government-issued ID:

1. Click Scan ID when prompted.
2. Position the back of the visitor's driver's license or ID card in front of the camera.
3. KyberAccess reads the AAMVA barcode and auto-fills the visitor's name, address, date of birth, and ID number.
4. A 4K photo of the ID is captured and stored for the visit record.
5. Review the parsed data and correct any fields if needed.
6. Click Confirm to proceed.

Tip: ID scanning dramatically speeds up walk-in registration. Instead of typing a visitor's full name and details, the barcode captures everything in seconds.

Photo / Selfie Capture

If photo capture is enabled:

1. The system activates the camera and displays a live preview.
2. Ask the visitor to look at the camera.
3. Click Capture (or the system auto-captures when a face is detected).
4. The photo is used for the visitor badge and stored for security and photo matching on future visits.

NDA / Waiver Signing

If your organization requires visitors to sign legal documents:

1. The NDA or waiver is displayed on screen (or on a signature pad if connected).
2. The visitor reads the document and signs using their finger (on a touchscreen) or a stylus.
3. Click Accept & Continue.
4. The signed document is timestamped and stored with the visit record.

Health Screening

If a health screening questionnaire is active:

1. The questionnaire is displayed on screen.
2. The visitor or front-desk operator answers each question.
3. If all answers pass, the check-in continues.
4. If any answer triggers a flag (e.g., "Yes" to a symptom question), the system displays a configurable alert with instructions (e.g., "Please contact the host for further guidance").

Background Screening

If background screening is enabled:

1. KyberAccess automatically checks the visitor's name against configured watchlists.
2. Screening runs in the background while other check-in steps proceed.
3. If a match is found, the front-desk operator sees a red alert banner at the top of the screen.
4. The operator can review the match details and decide how to proceed (continue, deny, or escalate).

Badge Printing

If badge printing is enabled:

1. Once check-in is complete, a badge automatically prints on the configured printer (Dymo or Brother).
2. The badge includes: visitor name, photo, host name, date/time, visitor type, and a unique visitor ID.
3. Hand the badge to the visitor and ask them to wear it visibly during their visit.

Walk-In Registration at a Kiosk

Visitors can also self-register as walk-ins at a KyberAccess kiosk:

1. The visitor approaches the kiosk and taps Walk-In (or I Don't Have a QR Code).
2. They enter their name, company, and purpose of visit using the on-screen keyboard.
3. They select their host from a directory list (searchable by name or department).
4. The kiosk guides them through the configured flow steps:
   • Selfie capture (using the kiosk camera)
   • ID scanning (visitor holds their ID to the kiosk's rear camera)
   • NDA / waiver signing (sign on the touchscreen)
   • Health screening questionnaire
5. A badge prints automatically, and the host is notified.

Note: Kiosk walk-in registration works best when the host directory is kept up to date. Sync your directory via Settings → Integrations (Google Workspace or Microsoft 365) to ensure visitors can always find their host.

Returning Visitor Recognition

When a walk-in visitor has been to your facility before, KyberAccess can recognize them and speed up the process:

1. As the operator types the visitor's name (or scans their ID), KyberAccess searches for matching records.
2. If a match is found, a "Returning Visitor" badge appears next to their name.
3. Click the match to auto-fill all previously captured information (name, company, email, phone, photo).
4. Steps that were already completed on a prior visit (NDA signed, ID on file) can be automatically skipped.

Enable Returning Visitor Recognition under Settings → Visitor Check-In → Returning Visitor Recognition. You can configure:

• Match Criteria — match by name, email, ID number, or any combination
• Skip Completed Steps — choose which steps to skip for returning visitors (e.g., skip NDA if signed within the last 90 days)
• Photo Matching — compare the visitor's current selfie to their photo on file to confirm identity

Handling Special Cases

Visitors Without an ID

If a visitor does not have a government-issued ID and ID scanning is configured as mandatory:

1. The front-desk operator can click Skip ID Scan (if the setting allows manual override).
2. A note is added to the visit record: "ID not presented."
3. The administrator can configure whether skipping is allowed under Settings → Visitor Check-In → ID Scanning → Required vs. Optional.

Large Groups

For groups arriving together (e.g., a tour group or vendor team):

1. Register the first visitor using the standard walk-in process.
2. For subsequent visitors, click + Add Another at the bottom of the check-in confirmation screen.
3. This opens a streamlined form that pre-fills the host, purpose, and date from the previous entry.
4. Repeat for each group member.

Alternatively, if the group was expected, use Bulk Pre-Registration ahead of time (see Pre-Registering Visitors).

Denied Visitors

If a visitor is flagged by a watchlist or fails a screening check:

1. The front-desk operator sees a red alert with match details.
2. They can click Deny Entry to stop the check-in process.
3. The denied visitor is logged in the system with a "Denied" status for audit purposes.
4. Security is notified automatically.
5. The host is informed that their visitor was denied entry (with or without details, depending on your policy settings).

Customizing the Walk-In Flow

Every organization has different needs. Customize the walk-in experience:

1. Navigate to Settings → Visitor Check-In → Check-In Flow.
2. Toggle individual steps on or off.
3. Drag and drop to reorder steps.
4. For each step, click the gear icon to configure options:
   • Required vs. Optional — whether the step must be completed or can be skipped
   • Visitor Types — apply the step only to certain visitor types (e.g., require NDA for contractors but not delivery personnel)
5. Click Save Flow.

Tip: Create different check-in flows for different visitor types. Under Settings → Visitor Types, define categories like "Guest," "Contractor," "Delivery," and "Interview," each with their own flow configuration.

Analytics

Track walk-in visitor trends under Analytics:

• Walk-In vs. Pre-Registered — see the ratio and identify opportunities to increase pre-registration adoption
• Average Check-In Duration — for walk-ins, this is typically 1–3 minutes; compare to QR code check-ins
• Peak Walk-In Hours — staff your front desk accordingly
• Visitor Types — breakdown by purpose of visit

Troubleshooting

Questions about configuring your walk-in flow? Reach out to support@kyberaccess.com for personalized guidance.