The Visitor kiosk improves the flow of visitors and prevents bottlenecks at the entrance with its user-friendly design that makes it easy for clients to check-in by themselves, without staff assistance. Clients with a Multipass can drop into a class without having to register in advance, and sound alerts can be turned on when visitors use the kiosk.

Before getting started, make sure your access point is ready!

To prepare the kiosk for your clients, you'll need:

In the Access Management tab, select your access point and then click Visitor kiosk.

As visitors check-in via the kiosk screen, admins can maintain visibility from their own screen(s) behind the front desk by referring to the Check-in Overview and the Attendance Tracking (if enabled).

Clients must be registered to at least one eligible access type to check-in.

The Visitor kiosk does not record check outs. When it's time to leave, visitors should visit the front desk so that admins can track check outs and child pick-ups.

Clients registered to a single eligible access type are immediately checked in after scanning their account barcode. This includes clients using an eligible membership/subscription for entry (without being registered to an activity).

Clients registered to multiple eligible access types must check-in separately to each event they're attending that day. After checking-in to the first, clients can use the 'Register for more activities' button to check-in for another (until there are no eligible items left to choose from).

While the Visitor kiosk is open on a separate device, admins will manage the access point on their own computer from the Check-in Overview.

When a visitor has successfully checked in:

Admins are notified to review an account if a Notify alert is enabled in the settings for all clients, and/or enabled for a specific client in the Visitor information.

Visitors can successfully check-in at the kiosk even if their account needs review. Once the matter is addressed, the client isn't required to scan their barcode again.

Entry is blocked to clients who aren't registered to at least one eligible access type, and/or a Block entry alert is enabled in the settings for all clients, and/or is enabled for a specific client in the Visitor information.

Clients who are blocked entry at the kiosk must visit the front desk. Once the matter is resolved, the client or the admin must scan the barcode again to check-in.

Visitors must visit the front desk if they can't check in. Admins can refer to the Visitor Information to address the issue.

In Access Management, a Multipass can be configured to work in one of two ways:

To allow clients with a Multipass to register to a drop-in on arrival, include the drop-in as an eligible activity in the Multipass' configuration and mark both the activity and the Multipass as eligible access types in the access point's settings.

Clients who use a Multipass to register to a drop-in on arrival must select their Multipass at the Visitor kiosk before choosing their class(es).

Clients with this type of Multipass are granted access without needing to register to an activity. A pass can be deducted each time the Multipass is selected to check-in.

In the Multipass' configuration, two options are available:

Admins need the View and scan entries and Manage access points permissions. The View and scan entries permission is required, and the Manage access points option can be added for extra access to create and modify access points.

The Visitor kiosk allows clients with a Multipass to register on the spot for available drop-ins (but not session activities). Otherwise, they can register by means of the online store, or an admin can perform the registration on their behalf.

Clicking the Visitor kiosk from the access point opens a new 'VISITOR KIOSK' tab in your internet browser. If you navigate away from this tab, it logs you out.

In addition to making a 2D scanner accessible to visitors, we recommend using an internet-connected touch device (like an iPad), so they can view and interact with the kiosk on a separate screen. Another option is setting up a separate computer and mouse that clients can use to interact with the kiosk screen.

Admins will monitor visitor scans on a separate device/computer, without the risk of being logged out or having clients see what's happening in the back office.

The 'Done' button is there to ensure clients don't want to check-in for anything else. After successfully checking-in, it isn't necessary to click the 'Done' button as the confirmation screen expires after 5 seconds and returns to the home page.

In fact, the next visitor can scan their barcode to start their own check in process even if the confirmation screen is still showing.

For security purposes, clients should visit the front desk when it's time to leave. Scanning at check out should be limited to the front staff in the event an admin needs to verify which individual is responsible for picking up a child or wishes to be notified before a visitor leaves.

If a client is registered to only one eligible event that day, but scans their barcode again at the kiosk, they'll see the following message:

If a client is registered to multiple events that day, they must scan their barcode more than once to check-in to each event individually. After they've checked in to every eligible event, they'll see the same screen as shown above

The admin must cancel the invoice for the wrong class in the client's billing. Afterwards, the client may scan their barcode again and pick the right class.

Keep in mind the first scan status remains in the Check-in Overview, although an additional scan status is added after the client checks-in to the new class. If you're using the Attendance Tracking, the check-in record for the faulty event is removed and replaced with the new one.

It's not possible to change the Visitor kiosk interface. You can add images to your offers to help beautify the client experience.

Absolutely. If you limit the time clients can check-in to activities, they won't appear as available at the Visitor kiosk until entry is allowed.

For example, a client who shows up 15 minutes before the activity starts won't be able to see the activity as an option at the kiosk if entry is only accepted 10 minutes before the start time. They must wait until the activity becomes visible and available for selection in order to check-in.

If no entry limits are specified in the access point's settings, then clients can check-in to an activity at any time of the day, as long as the activity occurs that day. This means that if clients arrive after an activity has ended, they can still check-in.

If the Multipass is used to register to a drop-in at arrival, 1 pass is deducted for each class the client checks-in for.

If the Multipass is usable for open access, 1 pass is deducted the first time the client selects their Multipass to check-in. Only 1 pass is used within the same day.

If a Multipass has the 'deduct a pass per scan for open access' option selected, a pass is deducted every single time a client selects their Multipass to check-in. However, if you enable check-outs for Multipasses, the only time another pass would be deducted after the initial check-in is if the client checked-out at the front desk, and then selected their Multipass at the kiosk to check-in again.

If a Family Multipass is used to drop-in at arrival, the client must first choose the account member(s) and then select the class. One pass is deducted for each member that registers to a class. Multiple account members can be selected at once, but only one class can be registered in at a time.

If a Family Multipass is open access, the client must choose how many members are checking-in. One pass is deducted for each member selected.

Any member within the account can use a family membership. After the client scans their account barcode and selects the family membership, one or more members can be selected to check-in.
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Once the check-in process is completed, the family membership can still be used by other members of the account, however they must scan their own account barcode to check-in (and not the barcode of a member that has already checked-in).

Access Management can be used to track entry with activities, memberships, multipasses, private lessons and facility bookings with an invoice.
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Create an Access Point in Access Management

Monitoring the Check-in Overview and Attendance Tracking

Family Multipass

Creating, Managing and Selling Multipasses

Create a Membership

Family Memberships

Membership Cards (can be used with Access Management)

Print Amilia ID Cards (can be used with Access Management)

Check in at a Kiosk