Visitor Check-In

Pre-Registering Visitors

Pre-Registration Methods From the Dashboard 1. Go to Visitors → Pre-Register 2. Enter the visitor's name, email, and expected arrival time 3. Select the host (employee being visited) 4. Click Send Invitation The visitor receives an email with a QR code they can scan at the kiosk. Via Calendar Integration If you've connected Google Calendar or Outlook: 1. Create a calendar event and invite external guests 2. KyberAccess automatically detects the external attendee 3. A pre-registration invitation is sent automatically Bulk Pre-Registration For events or large groups: 1. Go to Visitors → Pre-Register → Bulk Upload 2. Download the CSV template 3. Fill in visitor details and upload 4. All visitors receive individual QR codes

QR Code Check-In

How QR Check-In Works 1. Visitor receives a QR code via email (pre-registration) or at the kiosk 2. Visitor scans the QR code at the iPad kiosk 3. Kiosk confirms identity and displays a welcome message 4. Badge prints automatically (if badge printing is enabled) QR Code Sources - Pre-registration email: QR code is embedded in the invitation email - Apple Wallet / Google Wallet: Visitors can save their pass to their phone wallet - Printed badge: For returning visitors, the QR is on their printed badge Returning Visitors When a returning visitor scans their QR code, KyberAccess recognizes them and fast-tracks their check-in, skipping ID scanning and photo capture if already verified. Troubleshooting - QR not scanning: Ensure the phone screen brightness is at maximum - Expired QR: Pre-registration QR codes expire after the scheduled visit date

Walk-In Visitor Registration

Walk-In Flow When a visitor arrives without pre-registration: 1. Kiosk displays Welcome screen with a "Check In" button 2. Visitor enters their name and the person they are visiting 3. ID Scan (if enabled): Visitor scans their driver's license 4. Photo Capture: Kiosk takes a selfie photo 5. Host Notification: The host receives an email/SMS/push notification 6. Badge Prints: A visitor badge prints automatically Customizing the Walk-In Flow Go to Settings → Kiosk Config → Flow Builder to: - Reorder steps - Add health screening questions - Require NDA/waiver signing - Add custom fields (company name, vehicle info, etc.)

Visitor Check-Out

Manual Check-Out Visitors can check out by: 1. Scanning their QR badge at the kiosk (when in check-out mode) 2. Tapping "Check Out" on the kiosk welcome screen 3. Front desk staff can check out visitors from the dashboard Automatic Check-Out Configure auto-checkout in Settings → Check-Out Rules: - Set a time-based auto-checkout (e.g., all visitors checked out at 6 PM) - Set a duration-based auto-checkout (e.g., after 8 hours) Why Check-Out Matters - Accurate headcounts for emergency evacuation - Compliance reporting and audit trails - Occupancy tracking and analytics