What this module does
Staff pre-register a visitor, a QR code handles check-in and check-out at the kiosk, the host is notified instantly, and guest Wi-Fi credentials go out automatically — all without anyone standing at reception.
Visitor Management & Digital Check-In
Pre-register a visitor, issue a QR code, and let the front desk run itself — host notified the moment they walk in.
Paper logbooks don't scale, and they don't look good to enterprise clients touring your space. FlexiAres replaces the front desk clipboard with a digital flow: staff pre-register a visitor, a QR code handles check-in and check-out at the kiosk, the host is notified instantly, and guest Wi-Fi credentials go out automatically — all without anyone standing at reception.
Key capabilities
Full visitor profile
Contact details, purpose, host, and expected date captured up front.
Optional ID-proof upload
Attach identity documents at registration, not scrambled together at the door.
Company association
Visitors are linked to the client company they're visiting for cleaner reporting.
QR code check-in
Self-service arrival at the kiosk — no manual sign-in sheet.
Same-day validation
Expected date is checked automatically, catching early or wrong-day arrivals.
Instant host notification
The host is alerted the second check-in happens — no calls to reception.
Automatic Wi-Fi credentials
Guest Wi-Fi emailed at check-in when enabled — no printed cards.
Digital check-out
Departure is recorded the same way, closing the loop on every visit.
Searchable visit history
Every registration, check-in, and check-out retained and searchable.
Pre-register visitors before they arrive
Staff create a visitor record ahead of time — name, contact, purpose, expected date, and the host they're meeting. Add an ID-proof upload if your building requires one. The visitor is linked to their company automatically, so front-desk staff and hosts see exactly who's coming and why.
- Full visitor profile — contact details, purpose, host, and expected date captured up front
- Optional ID-proof upload — attach identity documents at registration, not scrambled together at the door
- Company association — visitors are linked to the client company they're visiting, for cleaner reporting
Check-in that runs itself
Every visitor gets a unique QR code. At the kiosk, they scan it, the system confirms it's the right day, pulls up their details and the host company's branding, and records their arrival — no staff member needed at the desk. Learn more about QR Check-In.
- QR code check-in — self-service arrival, no manual sign-in sheet
- Same-day validation — the system checks the visitor's expected date automatically, catching early or wrong-day arrivals
- Branded kiosk welcome — the visiting company's details display automatically for a professional first impression
- Digital check-out — departure is recorded the same way, closing the loop on every visit
The host knows the moment their guest arrives
No more calling around to find out if someone's waiting in the lobby. The moment a visitor checks in, their host is notified automatically — in real time, without anyone at the front desk lifting a phone.
- Instant arrival notification — the host is alerted the second check-in happens
- Zero manual coordination — no calls, no messages, no walking to reception to check
Guest Wi-Fi, delivered automatically
If your space offers guest internet access, FlexiAres can send Wi-Fi credentials straight to the visitor's inbox at check-in — no printed cards, no asking staff for the password.
- Automatic Wi-Fi credential email — sent the moment a visitor checks in, when enabled
- Configurable per company — turn this on only where it makes sense for your operation
A visitor log you can actually search
Every registration, check-in, and check-out is recorded and tied to the right company and location — giving you a clean, searchable visitor history for audits, security reviews, or simply knowing who's been on-site.
- Full visit history — every visitor record retained and searchable
- Location-aware reporting — visitor data scoped correctly across every site in your portfolio
Parcels and messages, logged once, seen everywhere
Reception logs an incoming courier or a phone message once — the member sees it instantly in their app, with pending-delivery counts so nothing gets left at the front desk unclaimed.
- Courier and parcel tracking, visible to members in real time
- Reception message logging — phone messages reach the member without a manual callback
Frequently asked questions
How does a visitor check themselves in?
Each visitor is issued a QR code. At the kiosk, they scan it, the system confirms it's the correct date, and their arrival is recorded — no staff member needs to be at the desk.
Does the host get notified when their visitor arrives?
Yes. The moment a visitor checks in, the host is notified automatically in real time.
Can visitors be registered before they arrive?
Yes. Staff can pre-register a visitor with their name, contact details, purpose, expected date, and host — so everything is ready before they walk in.
What happens if a visitor arrives on the wrong day?
The system checks the visitor's expected date against today's date before allowing check-in, so a wrong-day or early arrival is flagged rather than let through silently.
Is ID proof required to register a visitor?
No, it's optional. Staff can attach an ID-proof document at registration if your building or company policy requires it.
Can guest Wi-Fi be shared with visitors automatically?
Yes, if enabled for your company. Wi-Fi credentials are emailed to the visitor automatically at check-in — no manual sharing required.
Is a visitor linked to the company they're visiting?
Yes. Each visitor record is associated with the relevant client company, so reporting and kiosk branding both reflect who they're there to see.
Does check-out get recorded as well as check-in?
Yes. Departure is recorded through the same digital flow, so every visit has a complete arrival-to-departure record.
Can I see a history of past visitors?
Yes. Every registration, check-in, and check-out is stored and searchable for audit and reporting purposes.
Does visitor management work across multiple locations?
Yes. Visitor records and check-in data are scoped correctly to the right business and location, so multi-site operators see accurate, site-specific data.
Do I need dedicated hardware for the kiosk check-in?
The check-in flow works through a QR scan at a front-desk device — any tablet or kiosk device capable of scanning a QR code and connecting to the app can be used.
Is there a paper backup needed if the kiosk goes offline?
The digital check-in flow requires connectivity to record visits in real time; we'd recommend confirming your kiosk device's network reliability as part of setup.
Can members see when a courier or delivery has arrived for them?
Yes. Front desk staff log incoming deliveries, and members see pending delivery counts directly in their app.
Are phone messages taken at reception passed on automatically?
Yes. Messages logged at the front desk appear in the member's app for them to view and acknowledge.
Explore other modules
View all modules →
Meeting Room Management
– room bookings and displays
Operations & Experience
– check-in and tasks
Space & Inventory Management
– visitor-to-space mapping
Next step
Replace the front desk clipboard for good
Pre-registration, QR check-in, instant host alerts — visitor management that runs itself.