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. Our recent improvements allow clients with a Multipass to drop into a class without having to register in advance.

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

How it Works

  1. How to Set up the Visitor Kiosk

  2. Successful Check in at the Visitor Kiosk

    - When a visitor is registered to one access type

    - When a visitor is registered to multiple access types

    - How admins track clients at check in

  3. Review Account at the Visitor Kiosk

    - How admins are notified to review an account

  4. Access Denied at the Visitor Kiosk

    - How admins know when access is denied

  5. How Visitors can use a Multipass at the Visitor Kiosk

    - Use a Multipass to register to a drop-in on arrival

    - Use a Multipass with open access

    - How admins track check-ins with a Multipass

  6. FAQ

1. How to Set Up the Visitor Kiosk

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

  • A 2D scanner for visitors to scan their account barcode (i.e., Amilia ID).

  • An internet-connected display device (e.g., a tablet) or a second computer for visitors.

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

(Leaving this screen logs you out, to ensure clients can't access the back office).

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).


2. Successful Check-in at the Visitor Kiosk

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.

⚽ When a visitor is registered to one activity

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).

⚽ 🎾 🏈 When a visitor is registered to multiple activities

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).

How admins track visitors at check in

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:

  • If Attendance Tracking is enabled, the 'Check in' turns into a 'Check out' button. The same applies for clients who use a membership/subscription and/or Multipass for entry (if the check-out option is enabled in the access point's settings).

  • A successful check-in from the kiosk is recorded once per eligible access type in the Check-in Overview and the Visitor information.

  • The Check-in Overview and Attendance Tracking refresh automatically every 15 seconds, meaning admins aren't required to refresh the page.


3. Review Account at the Visitor Kiosk

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.

How admins are notified to review an account

  • In the Check-in Overview, an icon is displayed for you to review the account.

  • If Attendance Tracking is enabled, the 'Check in' turns into a 'Check out' button.

  • When scanning from the Visitor kiosk, the client's Visitor information won't automatically pop up when there's an alert. If an admin isn't actively surveilling the Check-in Overview, we suggest enabling sound alerts in the settings.


4. Access Denied at the Visitor Kiosk

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.

How admins know when access is denied

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

  • In the Check-in Overview, an icon is displayed when access is denied.

  • If Attendance Tracking is enabled, the 'Check in' button remains unchanged.

  • When using the kiosk, the client's Visitor information won't automatically pop up if there's an alert. If an admin isn't actively surveilling the Check-in Overview, we suggest enabling sound alerts in the settings.

  • When the matter is resolved and the client has checked-in, their new scan status appears in the Check-in Overview and the 'Check in' button is updated in the Attendance Tracking (if enabled).


5. How Visitors can use a Multipass at the Visitor Kiosk

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

  • To register to drop-ins upon arrival; or

  • For open access to your facilities

🎫 Use a Multipass to register to a drop-in on arrival

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).

  • If one class is available, the client will first select their Multipass and then select the one available class.

  • If multiple classes are available, the client will first select their Multipass and then choose which class to register for. If they wish, they can 'Register for more activities' occurring that day (until there are no eligible items left to choose from).

  • A Multipass with a limited number of passes will see one pass deducted for each drop-in registration. Even if the client's barcode is scanned again, a pass won't be deducted if they've already checked-in to the class.

  • With a Family Multipass, clients can choose any account member to register. One pass is deducted per person that checks-in. Click here for more info.

  • A Multipass can only be used to register to drop-ins occurring that day. If no classes are available, clients will see an 'Oops' message at the Visitor kiosk.

🔁 Use a Multipass with open access

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:

  1. Usable for open access at a kiosk: Allow the Multipass holder to gain access to your facilities, without having to register for an activity. After checking this option, the 'Activities' section in the configuration window disappears. Clients using the Multipass won't be prompted to select an activity at the Visitor kiosk.

  2. Deduct a pass per scan for open access: Select this option to have one pass deducted each time a client selects the Multipass to check-in (if it has limited passes). If you leave this option unchecked, only 1 pass is deducted within the same day no matter how many times you scan their account barcode.

    Click here to learn more.

    Open access Multipasses can't be used to register to drop-ins at the kiosk.

How admins track check-ins with a Multipass

  • In the Check-in Overview, the check in is shown, including the remaining number of passes (if the Multipass has a limited number of passes).

  • In Attendance Tracking (if check-out for Multipasses is enabled), the client's record appears with a 'Check out' button for when it's time to leave.

  • Clients using a Multipass to register to drop-ins will have a successful check-in record (and one pass deducted) for each class they register to.

  • Clients using an open access Multipass will have a successful check-in record (and one pass deducted) the first time they select their Multipass to check-in.

  • Clients using an open access Family Multipass can choose any account member to register. One pass is deducted per person selected. Click here for more info.


6. Frequently Asked Questions

1. Which admin permission do I need to use Access Management?

Admins need the Manage access points permission.

2. Can clients register for an activity directly at the Visitor kiosk?

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.

3. Why do I have to use a separate device for the Visitor kiosk?

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.

4. Do clients have to click 'Done' after they've finished checking-in?

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.

5. Why can't visitors check-out using the Visitor kiosk?

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.

6. What happens if someone checks-in and scans their account barcode again?

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

7. A client used a Multipass to register to the wrong activity. How can I fix this?

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.

8. Can I change anything on the kiosk screen, like images and colors?

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

9. If I limit entry based on event start times, is this applied to visitors at the kiosk?

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.

10. Is a pass deducted from a Multipass if a client scans again after having checked-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.

11. What can I expect when a client uses a Family Multipass?

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.

12. What can I expect when a client uses a Family membership?

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.

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).

You might also be interested in

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)

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