Visitor kiosks that welcome guests

Welcome visitors with ease and professionalism. The smart visitor management kiosk streamlines registration, eases reception workload, and creates a welcoming experience. Less wait, more personal attention - make a lasting impression.

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Works seamlessly with Outlook & Google Workspace
Meets ISO 27001, GDPR and the AI Act. Data in the EU
Live in weeks, not months

Reception kiosk, Breda

14:01

Welcome to Gfacility

Check in to let your host know you have arrived

Touchless, GDPR-proof

A demo, nothing is stored. Each kiosk runs in one language, set by the administrator.

Why a digital reception

Less work at the desk, and a better arrival

A tablet at reception does four things at once for the front desk. Each one is worked out further down this page.

Create an unforgettable first impression
The first screen your guest sees carries your logo, your colours and your own welcome.
The screen→
Gather additional information or have tests taken
You decide what the screen asks: extra details, house rules or a statement the guest accepts before the check-in completes.
The sign-in fields→
Hospitable reception without staff
Guests sign in, print their badge and check out, even when nobody is sitting at the desk.
Check-out→
Let suppliers register themselves
A supplier or a courier registers at the door, so a delivery is recorded too.
Signing in at the door→

The screen at the desk

Five choices you make once, and after that a visitor is welcomed, signed in and gone again without reception having to step in.

1
In your house style
The first thing a guest sees is your logo, your colours and your welcome, not someone else's software.
2
Everyone signs in
The invited guest with a QR code, the unannounced visitor, and the supplier or courier at the door.
3
A badge you designed
Your guest walks your building all day with your house style on their chest.
4
Self check-out
A guest leaves without hunting for anyone, so the list of who is in the building stays right.
5
And the numbers
Who is in the building, which passes are still out, and what a manned desk costs.

The screen in your lobby

An unforgettable first impression, on the first screen your guest sees

The first thing a guest sees is the screen at your reception, so it shows your logo, your colours and your own words instead of someone else's software. And no check-in completes until the house rules have been accepted, so everyone who walks in has agreed to the same conditions.

Your logo, your colours and your own font, so the entrance looks like the rest of your building
The welcome and the thank-you are written in your words, not in software English
House rules accepted before the check-in completes, by every visitor, every day
Every acceptance stays on the visit, so compliance is something you can show rather than assume

Set in Gfacility

Your colours
Your logo
Your words
House rules

You manage all of this from your desk, and a saved change is on the screen in the lobby straight away.

The thank-you screen

Thanks, your host knows you have arrived. Take a seat, someone will come and get you.

House rules accepted at 09:14

The tablet in the lobby

Change received

Your logoLanguage: English

Welcome to Breda

Let us know you are here and we will tell your host.

Check inSign inI accept the house rules

House rules are accepted with a tick and a timestamp on the visit, never with a signature.

Three ways to sign in

Everyone signs in their own way, at the same screen

Not everyone who walks in is an invited guest, and today each of them interrupts somebody at reception. All three sign in at the same screen instead, and what they fill in is a real visit in Gfacility rather than a line in a book at the desk.

One screen for all three, so nobody at the desk has to break off what they were doing
You decide which details are asked for, and which of them are mandatory
Whoever signs in becomes a visit in Gfacility, seen by reception, the host and the reporting alike

The invited guest
Scans the QR code from the invitation and is checked in before the coat is off.
The unannounced visitor
Fills in the details you asked for, while reception carries on with its own work.
The supplier or courier
Signs in the same way at the door, with a purpose like Delivery, so a drop-off is on the record too.

Which details are asked for, and which of them are mandatory, is yours to set: an extra detail or a declaration to accept fits into the same sign-in.

What signing in creates

Visit created

Nothing is kept in a separate list at the door. A sign-in creates a visit in Gfacility, so reception, the host and the reporting all read the same visit.

Visitor: Liam Brooks
Host: Peter Klein
Location: Breda, reception
Purpose: Meeting
Checked in: 09:14

Name, host and purpose are always asked, because a visit without them is not a visit.
A walk-in lands at the location the kiosk belongs to, and a location holds one kiosk.

The badge

The badge your guest wears is one you designed yourself

A guest carries your badge around the building all day, so it is worth looking like your organisation rather than a strip of paper out of a machine. You design it once, and the kiosk prints it while the guest is still standing there.

A front and a back you design yourself, with text, shapes and your own logo
Fields, from the visitor's name to the licence plate, filled in at print time
The kiosk prints over Wi-Fi, USB or Bluetooth to a Brother label printer
Reception reprints one badge, or a whole selection at once

1Your own design

Badge template

Visitor badgeYour logo

Emma Clarke

Host Peter Klein · 10:00

You design this badge yourself, and the fields on it are filled per visitor as it prints.

2At the kiosk

Kiosk, main entrance

Guest checked in

Printing the badge

Prints over Wi-Fi, USB or Bluetooth to Brother QL-820NWB.

A kiosk prints with its own badge template, so the entrance decides what the badge looks like, not the meeting it belongs to.

3At reception

Visitors today

2 selectedPrint badges

Visitor	Host	Badge number	Badge
Emma Clarke	Peter Klein	V-0413	Reprint
Daniel Hughes	Peter Klein	V-0414	Reprint
Priya Shah	Peter Klein	V-0415	Reprint

A reprint is checked per visitor, so a colleague who may not see a booking does not get that badge and the rest still print.

The badge is a printed label, not an access credential: nothing on it is encoded and it opens no door or turnstile.

Check-out

Leaving without finding a receptionist

A guest who walks out of the front door without telling anyone stays on your list for the rest of the day. At the kiosk they check themselves out in one move, and the visit records the time.

Check out with the QR code from the invitation, or with the email address the invite went to
The email route finds the visit that starts today and is still checked in, nothing else
A second check-out on the same visit is refused, so the first time recorded stays the real one
No signature and no ID scan: check-out records the time and marks the visit as checked out

Reception kiosk, Druivenstraat 47

Check-out on

1At the kiosk

Check out

Scan the QR code from your invitation, or type the email address you were invited on.

Scan the QR code

The code from the invitation email

Or use your email address

Email address

emma@northwind.com

Check out

2On the visit

Thanks for your visit

Checked out at 16:12, recorded on the visit.

3At reception

Visitors today

Druivenstraat 47

VisitorStatusCheck-inCheck-out

Daniel HughesChecked out08:5409:58

Emma ClarkeChecked out09:2616:12

Priya ShahChecked in13:10

The list of who is in the building stays right all day, which is exactly what an evacuation list depends on.

Check-out stays optional per kiosk. A reception that does not want it leaves it off, and the kiosk refuses check-out altogether.

The numbers

What every visit tells you, and what it saves

Everything recorded at the entrance adds up to two things: a picture of who is in your building right now, and an entrance that no longer has to be staffed all day to get it.

Visitor overview

Head office Breda, today

In the building now

Follows from the check-ins and check-outs at the kiosk and at the desk, so the list is right at the moment you need it.

Badges not handed back

Every visitor record keeps whether the badge came back, so reception knows which ones are still out.

Visits today

Announced visits and sign-ins at the door together, sliceable per building and per day in the reporting.

Illustrative figures from a demo tenant. On your own board these are your visits.

Manned or digital reception

A worked example rather than a price list. Put the two next to each other and the difference is in what has to be covered, not in what a visitor gets.

Manned reception

€ 45,000-55,000

employer costs per FTE per year, indicative

Covering full opening hours quickly takes more than one FTE: breaks, illness and holidays have to be covered too.
The desk is staffed whether anyone walks in or not.
A second entrance or a second site means the same cost again.

Digital reception

One screen per entrance

signing in, checking out and the badge, without the desk

The kiosk takes over signing in, checking out and printing the badge.
The desk becomes optional, or can run with less cover.
What is left is the welcome you choose to give in person, not the registration.

The amounts are indicative and differ per organisation: opening hours, salary scale, region and the number of entrances all move the figure. Treat them as an order of magnitude for your own sum, not as a quote.

One link in the chain

The kiosk is part of a streamlined visitor process

The screen at the door is one step. Around it sits the whole visit: the invitation, what the guest fills in beforehand, the message to the host and what all of it reports afterwards.

1
The invitation
The host plans a meeting and the guest gets an invitation by email, with the QR code that starts the check-in.
2
The guest fills in the rest
In the guest portal the visitor completes their own details before they travel, so nothing has to be typed at the door.
3
Kiosk: check in and badge
The QR code or a sign-in on the screen, the house rules accepted, and the badge printed while the guest is still standing there.
You are here
4
The host is notified
The host gets a message that their guest has arrived, so nobody has to go looking for them.
5
Reporting
Every visit lands in the visitor list and in the reporting: who is in the building, and what the arrivals look like over time.

Transform workplace management

Gfacility brings your workplace together. Our all-in-one platform connects room bookings, attendees, visitors, and catering in one smooth flow - so meetings run effortlessly and everyone stays focused.

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Everything you need for space reservation

Overviews and filters

Quickly find the relevant information through user-friendly overviews with advanced filtering capabilities.

Notifications

Receive timely notifications for important updates, tasks and reservations.

Workflows

Automate (approval) processes and streamline tasks with customised tailored workflows.

Catalogue and policies

Attractive catalogue with detailed room information and flexible rules to control who can book which rooms, and when.

Communications

Easy communication via email, with all correspondence automatically linked to the booking space.

Analysis & reporting

Get valuable insights from edetailed analyses and flexible reporting.

Mobile app

Work anywhere with the convenient mobile application, designed for maximum flexibility.

Reviews

Collect feedback and provide insightful ratings to monitor quality.

Custom visitor badges

Create and print customised visitor badges for a professional and personalised welcome.

Google integrations

Google Calendar plug-in and user integrations.

Microsoft integrations

Microsoft Outlook plug-in and user integrations.

Configurable layout

Adjustable release times and extension options.

Integrations

Seamlessly connect with building access control and parking management systems to automate entry permissions and access to parking.

GDPR automation

Automatically delete visitor data after a set retention period to ensure privacy compliance and data security.

Pre-registration form

Send guests a simple pre-registration form before their visit to capture details, preferences, and any required documents in advance.

Touchless check-in

Enable visitors to check in using their own smartphone - no physical contact required.

Emergency evacuation list

Access a real-time list of all visitors on site to ensure safety during evacuations.

Multi-location management

Manage visitor flows and reporting across multiple office sites from a single dashboard.

Frequently asked questions

General

What is a visitor management kiosk?

A visitor management kiosk is a self-service check-in station that automates the arrival process for guests, contractors, and deliveries. Instead of manual sign-in, visitors use a touchscreen or QR code to register, print a badge, and notify their host automatically.

How does the kiosk improve the visitor experience?

It shortens queues, eliminates paperwork, and ensures a smooth, professional welcome. Guests can check in within seconds, receive clear instructions, and feel attended to, even without a staffed reception desk.

Can it be used in multiple locations?

Yes. Manage all your kiosks from a single dashboard, whether you have one office or dozens of sites worldwide.

Operations

Does it support multiple visitor types?

Yes. You can set up different workflows for contractors, VIPs, deliveries, or interview candidates, each with its own sign-in requirements.

Integration

Does the kiosk integrate with our existing systems?

Absolutely. The kiosk connects with access control systems, parking management, Microsoft Outlook, Google Calendar, and other workplace tools for a seamless visitor journey.

Customization

Can we customise the kiosk for our brand?

Yes. You can add your logo, brand colours, and welcome messages to create a fully branded visitor experience.

Can the kiosk work without a receptionist?

Yes. The visitor kiosk system is fully equipped for an unmanned reception. It handles check-in, badge printing, host notifications, and access control, ensuring a welcoming experience even without on-site staff.

Security

Is it GDPR/AVG compliant?

Yes. The system automates data retention policies, deleting visitor information after a set period and storing all data securely.

From manual to meaningful

Booking a meeting room shouldn’t feel like a project on its own. With Gfacility, you skip the email chains, avoid double bookings, and make sure every meeting has the right space, people, and setup - without the usual hassle.

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