Customizing the Check-In Flow

Customizing the Check-In Flow

KyberAccess provides a fully customizable check-in flow that allows you to tailor the visitor experience to your organization's specific needs. Whether you need to collect additional information, require ID scanning, or enforce NDA signing, you can configure every step of the check-in process from the admin dashboard.

This guide walks you through each configuration option and shows you how to build a check-in flow that balances security requirements with a smooth visitor experience.

Accessing Check-In Flow Settings

1. Log in to your KyberAccess dashboard at app.kyberaccess.com.
2. Navigate to Settings from the left sidebar.
3. Click Check-In Flow under the Configuration section.
4. You will see the Flow Builder interface, which displays each step of your current check-in process as a visual pipeline.

Understanding the Default Flow

By default, KyberAccess includes the following check-in steps:

• Visitor Information — Name, email, phone number, and company
• Host Selection — Choose the person being visited
• Photo Capture — Selfie taken via the kiosk or front desk camera
• Badge Printing — Automatic badge generation

You can add, remove, reorder, or configure each step to match your facility's requirements.

Adding and Removing Steps

Adding a New Step

1. In the Flow Builder, click the + Add Step button between any two existing steps.
2. A modal will appear with available step types:
   • ID Scanning — Scan driver's license or government ID (AAMVA barcode support)
   • NDA / Waiver Signing — Present a document for electronic signature
   • Custom Fields — Add custom questions or data collection fields
   • Background Screening — Run the visitor against watchlists
   • Photo Matching — Compare the selfie against the scanned ID photo
   • Health Screening — Custom health questionnaire
   • Visitor Agreement — Display terms and conditions
3. Select the step type and click Add to Flow.
4. The new step appears in the pipeline, and you can drag it to reorder.

Removing a Step

1. Hover over the step you want to remove in the Flow Builder.
2. Click the trash icon (🗑️) that appears in the top-right corner.
3. Confirm the removal when prompted.

Note: The Visitor Information step cannot be removed, as a name is always required for check-in. However, you can customize which fields within it are required.

Configuring Individual Steps

Visitor Information Step

1. Click on the Visitor Information step in the Flow Builder.
2. In the configuration panel, toggle fields on or off:
   • Email — Required / Optional / Hidden
   • Phone Number — Required / Optional / Hidden
   • Company — Required / Optional / Hidden
   • Purpose of Visit — Enable a dropdown with customizable options
3. Click Save Changes.

ID Scanning Step

1. Click on the ID Scanning step.
2. Configure scanning options:
   • Scan Method — Barcode (AAMVA), OCR, or both
   • Accepted ID Types — Driver's license, passport, military ID, state ID
   • Auto-populate Fields — Automatically fill visitor info from the scanned ID
   • Store ID Image — Choose whether to save a 4K photo of the ID
   • Expiration Check — Reject expired IDs automatically
3. Click Save Changes.

Photo Capture & Matching

1. Click on the Photo Capture step.
2. Configure options:
   • Camera Source — Select which camera to use (front-facing, USB, IP camera)
   • Photo Quality — Standard or 4K resolution
   • Enable Photo Matching — Compare the captured selfie with the ID photo using AI
   • Match Threshold — Set the confidence level (recommended: 85%+)
   • Action on Mismatch — Alert front desk, block check-in, or allow with flag
3. Click Save Changes.

Host Selection Step

1. Click on the Host Selection step.
2. Configure options:
   • Host Directory Source — Manual list, Google Workspace sync, or Microsoft 365 sync
   • Search Method — Type-ahead search, dropdown list, or department-first browsing
   • Pre-registration Override — Skip host selection if the visitor was pre-registered
   • Notification Trigger — Notify the host immediately upon selection or after full check-in
3. Click Save Changes.

Reordering Steps

1. In the Flow Builder, click and hold the drag handle (≡) on any step.
2. Drag the step to its new position in the flow.
3. Release to drop it in place.
4. The flow auto-saves after reordering.

Tip: Place ID scanning early in the flow so that visitor information fields auto-populate, reducing manual data entry.

Conditional Steps

KyberAccess supports conditional logic so certain steps only appear based on previous answers.

1. Click on any step and select the Conditions tab.
2. Click + Add Condition.
3. Set the condition:
   • If [field] equals/contains/is not [value]
   • Example: If Purpose of Visit equals Contractor, then show the NDA Signing step
4. You can chain multiple conditions with AND/OR logic.
5. Click Save Conditions.

This allows you to create different check-in experiences for different visitor types — contractors might need to sign NDAs, while regular guests skip that step.

Kiosk Mode Configuration

If you use KyberAccess in kiosk mode (self-service check-in on a tablet or iPad):

1. Go to Settings → Kiosk Mode.
2. Enable Kiosk Check-In Flow — this uses the same flow builder but with kiosk-specific options.
3. Configure kiosk-specific settings:
   • Timeout — Auto-reset after inactivity (default: 60 seconds)
   • Welcome Screen — Custom message and branding
   • Language Selection — Enable multi-language support
   • Accessibility Mode — Larger text and high-contrast options
4. Click Save.

Tip: Test your kiosk flow by clicking Preview Kiosk in the top-right corner before deploying.

Multi-Location Flow Management

If your organization has multiple locations:

1. Navigate to Settings → Locations.
2. Select a location from the list.
3. Click Check-In Flow for that location.
4. Each location can have its own unique check-in flow, or you can apply a Global Flow Template.
5. To apply a template: click Apply Template, select a saved flow, and click Apply.

Testing Your Flow

1. After configuring your flow, click the Preview button in the Flow Builder toolbar.
2. Walk through the check-in process as a visitor would.
3. Verify that all steps appear correctly and conditional logic works as expected.
4. Click End Preview when finished.

Troubleshooting

Best Practices

• Keep it short — Aim for 3–5 steps maximum. Long flows frustrate visitors and slow down lobby throughput.
• Front-load ID scanning — Scanning the ID first auto-populates visitor info and saves time.
• Use conditional steps — Don't make every visitor sign an NDA; use conditions to target specific visitor types.
• Test with real visitors — Preview mode is helpful, but real-world testing catches issues with camera angles, lighting, and scanner positioning.
• Review regularly — Audit your check-in flow quarterly to remove unnecessary steps and update compliance requirements.