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Visitor Self-Check-In Experience

Last updated on Apr 25, 2026

The KyberAccess kiosk provides a guided self-check-in experience that visitors navigate on their own when they arrive at your facility. This article covers what visitors see from start to finish, how administrators can customize the experience, and how to configure language and accessibility options.

What Visitors See on the Kiosk

When a visitor approaches the KyberAccess kiosk (typically an iPad mounted at the reception area), they are greeted by a clean, branded interface designed to walk them through check-in in under 60 seconds.

The kiosk runs the KyberAccess Kiosk App, which operates in a locked single-app mode — visitors cannot exit the app or access other iPad functions.

Step-by-Step Kiosk Check-In Flow

Here is the standard check-in flow that visitors experience:

Step 1: Welcome Screen

The first screen visitors see when the kiosk is idle. It displays:

  • Your organization's logo prominently at the top.
  • A welcome message (e.g., "Welcome to Acme Corp").
  • A tagline or subtitle (e.g., "Please check in to begin your visit").
  • Two primary action buttons:
    • Check In — For arriving visitors.
    • Check Out — For departing visitors.
  • A Scan QR Code option (if QR check-in is enabled) — "Have a QR code? Tap here to scan."

The welcome screen activates a subtle animation or gently pulses the buttons to attract attention when idle.

Step 2: Identification

After tapping Check In, the visitor is asked to identify themselves. Depending on your configuration, one or more options appear:

  • Enter Your Name — The visitor types their first and last name using the on-screen keyboard.
  • Scan QR Code — The visitor holds up their QR code (from a pre-registration email) to the kiosk's camera. The system instantly recognizes them and skips to the confirmation step with pre-filled information.
  • Scan ID — If ID scanning is enabled, the visitor places their driver's license or government ID in front of the camera. The system reads the ID and auto-populates their name and details.

For pre-registered visitors who enter their name, the system attempts to match them to an existing pre-registration. If found: "We found your reservation. Is this you?" with their details displayed for confirmation.

Step 3: Visitor Information

The visitor fills in required and optional fields. The fields shown depend on your check-in flow configuration (managed under Settings > Check-In > Check-In Flow):

  • Company/Organization — Text input.
  • Email Address — Text input with keyboard auto-switching to email layout.
  • Phone Number — Numeric input.
  • Who are you here to see? — The visitor searches for their host by name. The system shows matching results from the host directory. The visitor taps the correct host.
  • Purpose of Visit — Dropdown selection (Meeting, Interview, Delivery, Maintenance, Personal, Other) or free-text input.
  • Custom Fields — Any additional fields you have configured (e.g., vehicle license plate, project name).

Each field is presented one at a time or in groups (configurable), with large touch-friendly input areas and a Next button to advance.

Step 4: Photo Capture

If photo capture is enabled:

  1. The kiosk displays a live camera preview with a silhouette overlay showing where to position their face.
  2. A message reads: "Please look at the camera for your visitor badge photo."
  3. The visitor taps Take Photo or the system captures automatically after a 3-second countdown.
  4. The visitor sees a preview of their photo with options:
    • Use This Photo — Accept and continue.
    • Retake — Try again (up to 3 retakes).

Step 5: Compliance Documents

If document signing is required (NDA, health screening, liability waiver, etc.):

  1. The document is displayed in a scrollable view on the kiosk screen.
  2. The visitor reads through the document.
  3. At the bottom, they tap I Agree or sign using their finger on the touchscreen.
  4. If multiple documents are required, they are presented sequentially.

Previously signed documents for returning visitors are recognized — they see: "You have already signed this document. Would you like to review it again?" with an option to skip.

Step 6: Health Screening (Optional)

If a health screening questionnaire is enabled:

  1. The visitor answers a series of yes/no questions (e.g., "Do you have any symptoms of illness?").
  2. Based on their answers, the system either:
    • Clears them to proceed, or
    • Flags them with a message: "Please wait at the reception desk. A staff member will assist you."
  3. Flagged visitors are not checked in. The host and reception are notified.

Step 7: Host Notification

Once all steps are completed:

  1. The kiosk displays: "Thank you! Your host [Host Name] has been notified of your arrival."
  2. The host receives:
    • A push notification on the KyberAccess mobile app.
    • An email notification with the visitor's name, company, photo, and check-in time.
    • An SMS (if configured).
  3. If auto-approval is enabled for this visitor type, check-in is completed immediately.
  4. If manual approval is required, the kiosk shows: "Please have a seat. Your host will come to meet you shortly."

Step 8: Badge Printing

If badge printing is enabled and a printer is connected:

  1. The badge is printed automatically (or the visitor is instructed to collect it).
  2. The kiosk shows: "Your visitor badge is printing. Please collect it from the printer and wear it visibly during your visit."

Step 9: Completion

The kiosk displays a final confirmation screen:

  • "You're all set! Enjoy your visit."
  • A summary of the visit: Visitor name, host, location, badge number.
  • The screen returns to the Welcome Screen after 10 seconds (configurable).

Customizing the Welcome Screen

Make the kiosk experience match your brand:

  1. Navigate to Settings > Kiosk > Appearance from the admin dashboard.
  2. Customize the following elements:

Logo

  • Click Upload Logo to add your organization's logo.
  • Supported formats: PNG, JPG, SVG.
  • Recommended size: At least 500px wide for crisp display on iPad screens.
  • Adjust positioning: Top-center (default), top-left, or top-right.

Welcome Message

  • Title Text — The main welcome message (e.g., "Welcome to Acme Corp").
  • Subtitle Text — A secondary message (e.g., "Tap below to check in").
  • Font — Choose from available fonts or upload a custom brand font.
  • Font Size — Adjust for readability.

Colors and Theme

  • Primary Color — Used for buttons, headers, and accents. Enter a hex code or use the color picker.
  • Background Color — The screen background. White, light gray, or a brand color.
  • Button Style — Rounded, Square, or Pill-shaped.
  • Dark Mode — Toggle to switch to a dark theme.

Background Image

  • Upload a custom background image or pattern.
  • Set opacity to ensure text and buttons remain readable.

Idle Screen

  • Screensaver — Enable a screensaver that activates after a set idle period (e.g., 2 minutes).
  • Slideshow — Display rotating images or messages when the kiosk is idle.
  • Attract Animation — A subtle motion on the Welcome Screen to draw attention.

Configuring the Check-In Flow

Administrators control which steps appear and in what order:

  1. Go to Settings > Check-In > Check-In Flow.
  2. The flow builder shows all available steps as draggable cards:
    • Identification
    • Visitor Information (with individual field toggles)
    • Photo Capture
    • Compliance Documents
    • Health Screening
    • Host Notification
    • Badge Printing
  3. Drag to reorder steps.
  4. Toggle steps on/off to include or exclude them.
  5. For each step, click the gear icon to configure options:
    • Mark fields as Required or Optional.
    • Set placeholder text and help text.
    • Configure validation rules (e.g., email format check).
  6. Click Save Flow.

Different visitor types can have different flows. Click Add Flow Variant and assign it to a specific visitor type.

Language Options

Support visitors who speak different languages:

  1. Go to Settings > Kiosk > Languages.
  2. Toggle on the languages you want to support:
    • English (default)
    • Spanish
    • French
    • Mandarin Chinese
    • Arabic
    • Hebrew
    • Portuguese
    • Japanese
    • Korean
    • German
    • Italian
    • Russian
    • And more (30+ languages available)
  3. For each enabled language, the system provides pre-translated kiosk text. Review and edit translations by clicking Edit Translations next to each language.
  4. Click Save Languages.

When multiple languages are enabled, the Welcome Screen displays a language selector (globe icon or flag icons) in the top-right corner. The visitor taps their preferred language, and all kiosk screens switch to that language for the duration of their check-in.

Custom Translations

To customize any translated text:

  1. Click Edit Translations next to a language.
  2. A translation editor opens showing every kiosk string with the default translation.
  3. Edit any string to match your preferred wording.
  4. Click Save Translations.

Accessibility Features

KyberAccess is designed to be accessible to all visitors:

Text Size

  • The kiosk supports dynamic text scaling. Visitors can tap the Aa button in the top corner to increase or decrease text size.
  • Three size options: Standard, Large, and Extra Large.

High Contrast Mode

  • Visitors can tap the contrast icon (half-circle) to switch to high-contrast mode with larger text and stronger color contrast.
  • This mode meets WCAG 2.1 AA standards.

VoiceOver / Screen Reader

  • The kiosk app supports iPad VoiceOver. When VoiceOver is enabled on the device, all kiosk elements are labeled for screen reader navigation.
  • Visitors using VoiceOver can navigate the check-in flow using standard gestures.

Touch Accommodations

  • Large, well-spaced touch targets (minimum 44x44pt per Apple Human Interface Guidelines).
  • Extended touch timeout for visitors who need more time to interact.
  • No timed auto-advances — the screen waits for the visitor to tap Next (except the idle timeout on the completion screen).

Wheelchair Accessibility

  • Mount the kiosk at an ADA-compliant height (recommended: 48 inches from floor to screen center for seated access, adjustable mounts available).
  • The KyberAccess kiosk app works in both portrait and landscape orientation.

Multilingual Support

  • As described above, visitors can switch languages on the Welcome Screen.
  • Right-to-left (RTL) languages like Arabic and Hebrew are fully supported with proper text alignment.

Kiosk Check-Out Flow

When a visitor is ready to leave:

  1. They return to the kiosk and tap Check Out on the Welcome Screen.
  2. The kiosk asks them to identify themselves:
    • Scan Badge QR Code — The visitor scans their badge.
    • Enter Name — The visitor types their name and selects from a list of currently checked-in visitors.
  3. The system records the checkout time.
  4. The kiosk displays: "Thank you for visiting! Have a great day."
  5. The host receives a notification that their visitor has checked out.

Best Practices

  • Keep the check-in flow short — Aim for under 60 seconds. Every additional step increases visitor frustration and lobby congestion.
  • Only require fields you actually need — Do not ask for information that will not be used.
  • Enable QR code check-in for pre-registered visitors — It reduces check-in time to under 10 seconds.
  • Test the flow yourself — Walk through the entire check-in process on the kiosk before deploying to visitors. Note any confusing steps.
  • Position the kiosk visibly — Place it near the entrance with clear signage ("Visitor Check-In").
  • Keep the kiosk clean — Provide wipes near the kiosk for touchscreen hygiene.
  • Enable at least 2-3 languages if your visitors are multilingual — it makes a strong first impression.
  • Review accessibility settings annually to ensure compliance with current ADA and WCAG standards.