Frontdesk App – Visitor Check-in

The Visitor Check-in is a dedicated tablet interface positioned at the reception of Ofis Square locations. It simplifies the visitor management process, replacing manual registers with a digital, secure, and automated check-in experience.

Key Responsibilities

Name
Visitor Registration
Description
Digitally capture visitor details including name, contact info, and company.
Name
Host Notifications
Description
Instantly alert members when their guests arrive via Push, SMS, and Email.
Name
Security & Compliance
Description
Maintain a real-time digital log and capture live photos of all visitors for security audit trails.
Name
Self-Service Check-In
Description
Enable guests to check into pre-scheduled meetings via a QR code scan.

Hardware & Access

The application is designed to run in "Kiosk Mode" on high-definition tablets (iPad/Android) mounted at the front desk.

Visitor Entry Flow

The Kiosk manages a seamless 5-step workflow designed to minimize friction for the visitor while ensuring the host is prepared for their arrival.

1. Welcome & Initial Check-In

The landing screen greets the visitor with a clear "Check In" call to action.

Walk-Ins: Visitors without a prior invitation start a fresh registration.
Invited Guests: Visitors who received a QR code in their invitation email can scan it for an instant check-in, bypassing the manual form entry.

2. Identity Capture

The platform captures essential visitor data to maintain building security and host context.

Fields Captured:

Full Name (Required): Used for host alerts and security logs.
Phone Number (Required): Used for verification and sending check-in confirmations.
Email (Optional): For sending meeting follow-ups or digital floor plans.
Company (Optional): Provides context to the host (e.g., "John Doe from Google is here").

3. Host Selection

To ensure the correct member is notified, the visitor utilizes a real-time global search.

The Handshake:

The visitor types the Name or Email of the person they are visiting.
The Kiosk queries the Ofis Square database and presents a filtered list of members.
The visitor selects their host, which automatically retrieves the host's notification preferences.

4. Security Photo

A critical step for building safety. The kiosk utilizes the tablet's front-facing camera to take a live capture of the visitor.

Process: The visitor aligns their face in the frame and captures a photo.
Skip Option: Depending on location policies, this step can be bypassed if the visitor prefers or if the host has pre-validated their identity.

5. Host Handshake & Approval

Once the visitor submits their details, a multi-channel notification is triggered to the host.

Workflow Stages:

Submission: Kiosk submits the payload (including gender: male by default and a photo) to the backend.
Notification: The host receives an instant "Visitor Alert" via the Member App and Email.
Approval: The host can view the visitor's details and photo directly on their phone and click "Accept".
Greet & Entry: Upon host approval, the visitor is officially checked in. The system can then send a "Visit Approved" SMS to the visitor and prompt the front desk staff to greet and escort them to the meeting zone.