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Visitor registration point

Streamline your visitor management with a Kisi visitor registration point. Visitors check in upon arrival by filling out the registration form on a dedicated device or by scanning a QR code on their own mobile devices.

  • User-Friendly Interface: Visitors can register quickly using accessible terminals or mobile-friendly QR codes, reducing the need for assistance.
  • Automatic Host Notifications: Hosts receive instant email alerts when visitors check in, keeping them informed in real time.
  • Personalized Communications: Customize your check-in process with branded instructions and logos for a tailored visitor experience.

To display a visitor registration point on a dedicated device, you have two options:

  • Kisi Kiosk Pro: a purpose-built device that runs the registration form and prints visitor badges automatically to a connected label printer.
  • Your own tablet: pin the registration form as a PWA on any iOS or Android tablet you already own. Badge printing requires connecting a printer manually.

Plans​

An organization can have one Visitor Management installation.

  • Inviting visitors from the dashboard works without a paid plan
  • Registration points need a paid Visitor Management plan. If your organization doesn't have one, clicking Add Visitor Registration Point opens an upgrade dialog where you can click Activate Trial to start a 30-day free trial of Visitor Management Pro.
  • The registration form logo, the background color, Accept NDA and the Agreements tab need Visitor Management Pro. On other paid plans, the registration form shows no logo or agreement and uses the default background.

If the paid plan becomes inactive, the registration link shows Kiosk Suspended.

Create a visitor registration point​

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Before starting the configuration, create a Team of users who should be allowed as hosts. This can be a single Team for all registration points or separate Teams per registration point. To keep the host list up to date, you can set up a SCIM provisioning for automatic updates. Learn more about Kisi Teams and SCIM provisioning.

  1. Sign in to Kisi with your organization admin account
  2. On your organization dashboard, navigate to Visitor Management
  3. In the top right corner, click Add Visitor Registration Point
  4. Specify the Registration Point Name. This is required.
  5. Under Select Team, select the Team of users who should be shown as hosts at this registration point. This is required.
  6. Under Add Visit Reasons, type each possible reason for a visit (e.g., "Interview," "Delivery," etc.) and press Enter. Add at least one and up to 10 reasons, each up to 30 characters.
  7. (Optional) Under Select Group, select the Kisi group whose access visitors receive. Without a group, visitors are only added to the visitor log and get no access.
  8. If you selected a group, choose how visitors receive access under Select Access Type: Access Link, QR Code or QR Code & Access Link. The default is Access Link.
  9. (Optional) If you didn't select a group, use Visitor Email Field to make the email field optional or hide it. See Make the visitor email optional below
  10. Under Access Duration (Hours), set how many hours the visitor's access should remain active after check-in, from 1 to 240
  11. (Optional, Visitor Management Pro) Click Add Logo and upload your company's logo, which will be displayed on the registration form. You can also choose the background color of the registration form.
  12. (Optional) Under Slack Webhook URL, paste a Slack webhook URL to receive a notification in Slack whenever a visitor checks in. See Host notifications in Slack for how to generate the URL
  13. At the bottom, enable either of the two available toggles as needed:
    • Print Badge to print visitor badges at check-in. See Print visitor badges below for setup details
    • Accept Visitor Photo to have visitors take a photo during check-in. This is on by default.
  14. Click Save
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If you leave Access Duration (Hours) empty, access runs from 8 AM to 6 PM on the day of check-in. Visitors who check in after 6 PM then get access that has already ended.

Agreements, custom instructions and custom fields are available in the registration point settings after creation. See Configure registration point settings below.

Hosts​

Only users in the selected Team appear as hosts on the registration form. If the Team has no members, the registration link shows Kiosk Error: No members found in the allowed team.

Adding or removing people under Add Host Member changes the membership of that Kisi Team. This also affects anything else the Team is used for in Kisi.

To display a visitor registration point on your own tablet or share it with visitors, copy the registration link:

  1. On the main Visitor Management screen, select the registration point from the dropdown in the top right corner
  2. Click Copy Registration Link
  3. Share the link via email or your preferred messaging tool, or use it to pin the form to your own tablet

Alternatively, download the QR code and place it in a visible area at your reception so visitors can easily scan it with their mobile device.

Add multiple visitor registration points​

The visitor registration point supports multiple registration points per organization. Each registration point can have its own separate list of allowed hosts (including SAML sync if included in the pricing plan), visit reasons, configurable fields, and branding (Visitor Management Pro). Note that agreements and instructions are shared across all registration points. To add a new registration point:

  1. On the main Visitor Management screen, click Add Visitor Registration Point in the top right corner
  2. Configure the settings for the new registration point and click Save
  3. Switch between registration points using the dropdown in the top right corner
  4. Download a separate QR code or copy a registration link to share with visitors for each registration point

How visitors check in​

  1. The visitor opens the registration link or scans the QR code and passes a reCAPTCHA check
  2. The visitor fills out the form: Name (up to 30 characters), Email, What is the purpose of your visit? and Who are you visiting?, plus any custom fields
  3. If Accept Visitor Photo is on, the visitor takes a photo. This step can't be skipped and needs camera permission. If permission is denied, the form shows Camera Permission Required.
  4. If an agreement is active and Accept NDA is on, the visitor reviews and accepts the agreement

After check-in, the host receives a New Visitor Registration email with the visitor's photo, name, email, validity period and reason for the visit. If the registration point has a group, the visitor receives an email with an access link, a QR code, or both, valid for the configured access duration. Without a group, the visitor is only added to the visitor log and gets no access.

Configure registration point settings​

To access the full configuration, select the registration point from the dropdown in the top right corner, then click the gear icon (View Registration Point Settings) next to it. This opens the Registration Point Settings page, which has the Configure, Agreements, Instructions and Custom Fields tabs. Without Visitor Management Pro, the page only shows the Configure and Instructions tabs.

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Changes made here only apply to future check-ins at the registration point. They don't affect existing ones.

Configure​

The Configure tab contains the same fields as the initial setup, plus the following options:

  • Under Add Host Member, add or remove users as hosts. This changes the membership of the selected Team. See Hosts.
  • Under Select Access Type, choose how visitors receive access: Access Link, QR Code or QR Code & Access Link. This option only appears when a group is selected.
  • (Visitor Management Pro) Enable Accept NDA to require visitors to accept the active agreement from the Agreements tab at check-in. This is on by default for new registration points.
  • Enable Show in Kisi Kiosk to make the registration point available on the Kisi Kiosk Pro.

Click Save to apply your changes.

Make the visitor email optional​

If the registration point doesn't grant door access, you can choose whether the check-in form asks visitors for their email. This suits sites that only need a log of visitor names. Under Visitor Email Field, select one of these options:

  • Required - visitors must enter an email. This is the default.
  • Optional - the form shows the email field, but visitors can leave it empty.
  • Hidden - the form doesn't show the email field, and the visitor log records only the visitor's name.

Visitors who check in without an email don't receive the check-in confirmation email. Hosts are still notified as usual.

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Visitor Email Field is only available when no group is selected under Select Group. Visitors with door access receive their access link by email, so the email stays required.

Delete a registration point​

Click Delete Registration Point and confirm. The registration link and QR code stop working, and the registration point is removed from the Kisi Kiosk Pro.

Agreements​

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Agreements require Visitor Management Pro.

Upload agreement documents (e.g. NDAs, waivers) that visitors must accept before completing check-in.

  1. Click Upload agreement version
  2. Select a PDF file. Only PDF files are accepted.

The file uploads and becomes the active version as soon as you select it. Only one active agreement version can be in use at a time. If the agreement changes, upload a new version. The previous version is archived automatically and kept in the version history, which you can review in the Agreements tab. The visitor management log tracks which agreement version each visitor accepted, and this information can be exported as a CSV file.

Agreements are shared across all registration points. Because Accept NDA is on by default, a new agreement applies to every registration point that has Accept NDA enabled as soon as you upload it. To stop asking for an agreement everywhere, click Disable Active Agreement.

Instructions​

Enter instructions text and click Save. Add details such as arrival location, required documents, and check-in requirements.

The instructions apply to all registration points. They are included in the email sent to visitors you invite from the Visitor Management dashboard, and in the email visitors receive after they check in at a registration point.

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Custom instructions are only supported in emails, not text messages.

Custom Fields​

Ask visitors your own questions on the registration form. Questions appear below the visit reason.

  1. Click Add question
  2. Under Question, enter the question text
  3. Under Type, select Text field or Dropdown
  4. For a dropdown, type each option under Add Dropdown Options and press Enter
  5. (Optional) Turn on Required so visitors must answer before they can check in
  6. (Optional) Under Visit reasons, select the visit reasons the question is asked for. A question without visit reasons is asked for every reason.
  7. Click Save

Answers aren't included in host email or Slack notifications. To see them, view the visitor's custom fields on the dashboard.

You can't delete the last visit reason a question is asked for. Assign the question another visit reason or delete the question first.

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A registration point can have up to 20 questions of up to 100 characters each. A dropdown can have up to 20 options of up to 50 characters each, and an answer can be up to 500 characters.

Visitor badges are printed at the moment of check-in and include:

  • The visitor's name and reason for the visit
  • The host's name
  • The start and end time of the visit
  • The registration point logo, when one is set (Visitor Management Pro)
  • A QR code, when the registration point gives QR code access

Where to print:

  • Kisi Kiosk Pro: badge printing is part of the bundle. Once the Print Badge setting is enabled and a Brother label printer is connected to the Kisi Kiosk Pro, badges print automatically when a visitor completes check-in. No manual steps are needed. See Kiosk setup and enrollment for setup.
  • Your own tablet: connect a printer to the tablet, enable the Print Badge setting, and print from the browser each time a visitor checks in:
  1. Connect your printer to the tablet and print any document from the browser to confirm it is working.
  2. In Kisi, open the visitor registration point settings, enable Print Badge in the Configure tab, and click Save.
  3. Open the visitor registration form link and check in a test visitor.
  4. Once the badge loads, the browser print dialog opens automatically. Select your printer and print. If nothing prints, click Print Again.
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This is not the same as the Badge Printer add-on, which generates PDF employee badges for download. The visitor registration point badge printing is specifically for printing visitor badges at the point of check-in.

Visitors may see one of these screens when they open the registration link:

  • Kiosk Not Found - the registration point was deleted, or the link is invalid
  • Kiosk Suspended - your organization's paid Visitor Management plan is inactive
  • Kiosk Error - the host Team has no members, or the logo or agreement can't be loaded

Accessing the Visitor Management app as a non-admin user​

Admin users can share access to the app with non-admins when it needs to be used by team members who don’t have full admin rights.

To share access:

  1. Sign in as an organization administrator.
  2. Go to the app and click Manage User Access in the top-right menu.
  3. Add the users you want to grant access to and click Save.

Once granted, the app will appear in their navigation, and they’ll be able to use it without needing full admin rights.

Last updated on by valentinanikitina