Visitor Aware is a cloud-based SaaS platform that does not require any proprietary hardware. This help article provides guidance around different hardware configurations to help ensure a successful deployment within your building(s).


Visitor Management Kiosk Considerations


There are two ways to implement visitor management through Visitor Aware:

  1. iPad kiosk
  2. Web kiosk

One or both of the above options can be used to check individuals in across all customer locations. iPad kiosks are highly recommended to help manage visitor traffic and contain all the necessary hardware to complete a visitor check-in by utilizing the built-in cameras.


iPad Kiosk


Managing visitors with an iPad kiosk is possible with the iOS Visitor Aware Check-in Kiosk application available through the Apple App Store. This software is designed to allow guests and visitors to use the kiosk directly through a self-service check-in process. When evaluating the iPad kiosk implementation please consider the following:

  • The Visitor Aware Check-in Kiosk application is only compatible with iOS devices.
  • Android devices are not supported and the Visitor Aware Check-in Kiosk application is not available in the Google Play Store.
  • iPad Pro mobile devices are not recommended as check-in kiosks due to:
    • Cost
    • Physical size
    • Limited kiosk stand hardware options
  • Our strong recommendation is to purchase an iPad stand that holds the iPad in the portrait orientation.
    • Our customers have had great success with this iPad stand.
  • When an iPad is operated in the landscape orientation, there is a known issue that can become an annoyance.
    • If the iPad is tilted too far, the visitor's photo will be saved in a sideways position on the visitor's profile and the visitor photo will print sideways on the visitor badge.
    • While this can be an annoyance, this does not negatively impact how the software works to screen visitors
  • The iPad stand must have front and back camera access to complete the entire check-in process.
    • Front camera for the visitor's photo
    • Rear camera to scan the visitor's driver's license
  • There must be enough clearance between the stand's iPad enclosure and the wall for a visitor to comfortably place their hand behind the iPad enclosure. The rear facing camera is used to scan the visitor's driver's license.
  • A stand with built-in cable management helps prevent visitors from damaging cables or presenting a tripping hazard.
  • Ensure the iOS Check-in Kiosk is near an electrical outlet and remains plugged in. We do not recommend relying on the iPad's battery as this would require the device to be swapped out and charged multiple times throughout the day.


Web Kiosk


There are two ways to implement the web kiosk using a web browser:

  1. Kiosk Mode
  2. Staff Assisted

Both options must be used through a web browser either on a laptop, Chromebook, or PC. To determine which implementation option(s) work best for you, consider who will be completing the check-in process. Within Kiosk Mode, the check-in kiosk is visitor facing through a web browser allowing the visitor to complete the check-in process directly in a self-service environment. With the Staff Assisted option, someone in the front office or lobby will complete the visitor's check-in process for them and the visitor will not be directly completing the process.


Any web browser enabled device can be used for the web kiosk implementation. When evaluating the web kiosk implementation please consider the following:

  • A built-in camera or an external web camera is required to take a photo of the visitor. 
    • Either option can be used for a self-service web kiosk. 
    • An external web camera is required for the Staff Assisted implementation to ensure the camera is pointed at the visitor during the check-in process.
  • A handheld ID scanner can be used to scan driver's licenses. This optional hardware is highly recommended to prevent mistyping visitor information (either by accident or intentionally) to ensure the visitor's information matches their legal identification. The scanner can be used for both the Staff Assisted and Kiosk Mode deployments.
  • Chromebooks cannot directly print visitor badges due to their proprietary OS not allowing our Print Helper to be installed. There are options to print badges when using a Chromebook as a check-in kiosk. Please reference the Badge Printer section below.
  • Kiosk Mode ensures that visitors only have access to the check-in kiosk screen within the software. It does not lock the web browser or tab down onto the device's screen to prevent the visitor from accessing other websites or applications on the device.


Additional Considerations


Facial Recognition


For customers who have access to use facial recognition, please place the kiosk stand in an optimal location:

  • Limit the amount of geometric shapes in the background of the visitor's photo when they use the front facing camera. For example, if there is electrical conduit or paintings in the background creating various geometric shapes, our software may encounter difficulty properly identifying the visitor through facial recognition and could request each visitor to present an ID every time.
  • There must only be one face in the photo frame when the software takes the visitor's photo. Please make sure to remove artwork or photographs containing geometric shapes and/or faces from being in the background of the visitor's photo.
  • Avoid direct overhead lighting when possible as this can cause heavy shadowing on the visitor's face. If the software is unable to recognize the visitor to an existing profile, it will always request the visitor for more information requiring the visitor to scan their driver's license or to potentially type in their information depending on the client account settings.
  • Ensure visitors look into the front-facing camera to ensure their entire face is within the photo frame.
  • Visitors must remove objects from their face that may prevent the software from properly identifying the visitor through facial recognition. Example: ball cap covering too much of the visitor's face, facial mask, large sunglasses, etc.

If geometric shapes are unavoidable in the visitor's photo background, customers can consider purchasing a popup banner background or suspend a background screen behind where the visitor will stand. For example, think of your local DMV setup and how they take your license photo by having the driver stand in front of a screen.


Badge Printer


Our recommended badge printer of choice is the Brother QL-820NWB. This printer offers three ways to print visitor badges: 

  1. Cable Connected
  2. Wifi
  3. Bluetooth.

Badge printers that are cable-connected will require our Print Helper application to automate the badge printing process. Download and install the print helper application on the PC or laptop that the badge printer is connected to.

  • The Print Helper application must be open to print badges. You may minimize the application but do not close out of it.
  • When the Print Helper is open, it will automatically print a badge for the selected location allowing any number of kiosks to be used. Every visitor badge will print to the one badge printer.
  • There is a way to assign kiosks to print to a specific printers, when using the Print Helper application, to prevent multiple printers from printing duplicate badges. This is done by using the Custom Application Identifier.
  • The Print Helper application cannot be installed on Chromebooks. If Chromebooks are being used as the web kiosk hardware, consider cable connecting the badge printer to a different PC or laptop located near a receptionist or secretary. The Print Helper application can be installed on that device to automatically print badges and offers an additional layer of security by allowing personnel to review the badge before handing it to the visitor.
  • A 2.4 Ghz network is required to use the wifi printing capability. If available, this would allow multiple iPads to print to one wifi enabled badge printer. The iPad kiosk can be assigned to print badges directly to the wifi enabled badge printer from within the Visitor Aware Check-in Application settings through the gear icon.
  • If a bluetooth connection is desired, this will be a one-to-one connection (one iPad to one QL-820NWB) and can be configured directly from the iPad check-in application settings (gear icon).