Signing visitors in with a site sign-in kiosk

A site sign-in kiosk is a tablet at your entrance where visitors, contractors and couriers sign in. They agree to your site safety checklist, tell you who they're visiting, and are included in roll calls until they sign out. It costs the same as a time clock kiosk.

Set up the kiosk

  1. In the portal, go to Kiosks and add a kiosk (or open one you have).
  2. Under Kiosk type, pick Site sign-in.
  3. Under Groups, pick the groups at that site. This sets the kiosk's location, and roll calls for those groups include visitors signed in there.
  4. Choose what to ask visitors for, who they can pick as their host, and when anyone still signed in is signed out automatically.
  5. Optionally add a background photo of your site.
  6. Sign in to the kiosk on the tablet as you would a time clock.

Set up the safety checklist

Go to Health & Safety > Visitors > Setup.

  • Add the points visitors need to agree to, such as hazards, PPE and where the assembly area is. Each point can be shown to everyone or only to some kinds of visitor, for example only contractors.
  • Add videos to the checklist with Add video, then pick one of your videos from the list, or Add a new video…. That opens a new tab where you name the video and either:
    • Upload it from your computer. Your browser makes it smaller (720p MP4) and uploads it. Each video can be up to 15 minutes long. Keep that tab open until it's done, but carry on working in the portal: the video is added to the checklist by itself once it's ready, no need to save. This needs a recent Chrome, Edge, Safari or Firefox (Chrome and Edge are the quickest). Videos from phones and cameras (MP4 or MOV) work best. Firefox can't read iPhone videos (HEVC), so use Chrome, Edge or Safari for those.
    • Paste a link to a video on YouTube, Google Drive, SharePoint, OneDrive or Dropbox (shared with "Anyone with the link"), or to an MP4 file. YouTube videos only play while the kiosk has internet.
  • Manage videos lists every video you've added. Play one to check what it is, rename it (press Enter to save; that renames it in every checklist, without visitors having to go through the checklist again), or delete one no checklist uses. A video no checklist uses is deleted after a month. One video can be used by several sites' checklists.
  • Uploaded and linked videos are downloaded by each kiosk once, so they play without internet.
  • Each site can have its own checklist, or use the default.
  • Each checklist shows when it was last saved. Returning visitors only go through it again if it has been saved since they last agreed to it, so they aren't asked every visit.

Contractor documents

On the same Setup tab, add the documents you ask contractors for, such as a Site Safe passport or public liability insurance. Visitors type in the number and expiry date. No photos or files of the card are kept. Choose whether an expired document stops them signing in, or just warns them and you. Visitors are emailed 30 days before a document expires.

When you've seen someone's real card, open their visit on the Visitors page and tick it as checked.

How visitors sign in

  • At the kiosk: they tap Sign in, pick what brings them here, and fill in their details, documents, photo and the checklist. Returning visitors type their mobile number to fill in the rest.
  • With a site pass: anyone with the Timeclock.Kiwi app opens My Site Pass and holds the QR code up to the kiosk's camera. Passes from other apps that follow Open Site Pass work too.
  • With an invite: invite them from the Visitors page, Invites tab. They get an email to fill everything in beforehand, and on the day they scan the QR code from that page at the kiosk.
  • On their own phone: in the kiosk's settings, print the poster. Visitors scan it with their phone to sign in and out. The phone's location is recorded so sign-ins from somewhere else stand out.

Telling the host

The host gets a notification in the Timeclock.Kiwi app (if they use it) and an email. They can reply "On my way", "Please wait at reception" or "Running 10 minutes late". If the reply comes within 10 seconds it shows on the kiosk. After that it goes to the visitor's Timeclock.Kiwi app if they signed in with a site pass, or to their email.

To let visitors pick office staff who don't use Timeclock.Kiwi, connect your directory on the Setup tab: Microsoft Entra ID (including on-premises Active Directory synced with Entra Connect), Google Workspace, SCIM (Okta, JumpCloud, OneLogin) or a spreadsheet. These people aren't users, so they don't change your bill.

Name tags

To print a name tag at the end of sign-in, set Name tags to Print a name tag in the kiosk's settings and pick your label size. The tablet prints with its normal print sheet: AirPrint on an iPad (for example a Brother QL-820NWB), or a printer app on Android. On an iPad the print sheet needs one tap to print.

The watchlist

On the Visitors page, Watchlist tab, add people who shouldn't be on site. They're matched on their full name, mobile, email or site pass. When one signs in, admins and Health & Safety people get an urgent alert. With Hold at the kiosk, the kiosk asks them to take a seat and wait. The kiosk never says why.

Roll calls

Roll calls now pick groups instead of kiosks. You can only pick groups in the locations you look after. Everyone in those groups is included, plus visitors signed in at sign-in kiosks for those groups, marked as visitors with their host's name and their photo.

What's kept

Visit records follow your company's normal data retention period. Photos are always deleted after 30 days.