Purpose
This article explains the full visitor check-in lifecycle, who performs each function, what visitors must bring, and how lobby staff interacts with scheduled vs. unscheduled guests.
Who Performs Check-In?
| Role | Capabilities |
|---|---|
| Security/Reception / Guard | Full check-in (scheduled & walk-ins), ID scan, QR scan, badge printing, watchlist response |
| Host/Employee | No check-in rights; receives notifications when their visitor arrives |
| Tenant Admin | No check-in; can view visitor lists |
| Building Admin | View-only; check-in handled by Security/Reception |
Types of Visitors
Scheduled Visitors
Invited ahead of time via iVisitor. They typically bring:
A QR code sent by email/text
A government-issued ID
Optional instructions from the host
Scheduled visitors appear instantly to Guards when scanning QR codes.
Walk-In Visitors
Not pre-registered. They require:
ID scan (recommended)
Host approval
Manual entry of name, company, or purpose
Walk-ins take longer and usually cause lobby delays.
Where Check-In Happens
1. Security/Reception Desktop Check-In
Full access to scheduled and walk-in workflows
Badge printing (optional)
Photo capture
QR code scanning (optional)
Guard tools (watchlist notifications, reports)
2. Self-Service Kiosk (iPad or Tablet)
Badge Printing (optional)
QR code scanning
Minimal manual entry
Automatic arrival notifications
Ideal for recurring visitors or high-volume lobbies
What Happens When a Visitor Checks In
Guard or kiosk validates identity
A badge is printed (if enabled)
Host receives arrival notification
Visit is logged in the Visitor Report
Any watchlist match triggers alerting protocol
Best Practice
Encourage visitors to bring IDs and QR codes to reduce delays
Use kiosks during peak hours or recurring contractor visits
Confirm host notification settings before high-traffic events
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