Register a visitor who arrives without an appointment

When a visitor arrives at the front desk without a prior invitation, use Register walk-in visitor on the Reception page to enter their details and admit them in one step. Unlike visitor self-registration on a phone, the reception walk-in form checks the visitor in immediately upon saving (unless the building’s policy requires approval first).

1. Click Register walk-in visitor

Open Reception from the main navigation menu:

• On a computer — Click Register walk-in visitor under the page header. (Use Schedule upcoming visit instead if you are pre-registering a visitor for a future date.)
• On a phone — Tap the + button in the bottom-right corner and select Register walk-in visitor.

The walk-in form applies only to immediate arrivals: the Visiting date and Arrival time fields are locked to the current date and time.

2. Enter visitor information

Complete the fields on the Visitor information step:

• Visiting purpose — Shown when your organization has more than one purpose configured. Select the purpose first, as it determines which fields appear below and which steps (photo or surveys) are included in the wizard.
• Visiting date and Arrival time — Pre-filled with the current date and time (read-only).
• Expected leave time — Select the visitor’s expected departure time.
• Location — Select the building (and optionally the room). Only buildings where your account is assigned as a receptionist appear in this list.
• Inviter — Select the employee the visitor is meeting. This field appears only when Allow proxy visitor invitation by reception is enabled in the admin console; otherwise, the walk-in is recorded without a host.
• Visitor details — Enter the visitor’s name, email address or mobile number, company, and any additional fields required by the visiting purpose (marked with a red dot). If your organization has the business card scanner enabled, click Scan business card to populate these fields from a photo of the visitor’s business card.

3. Take a visitor photo (if required)

Whether the Take a photo step appears—and whether it is optional or mandatory—depends on the selected Visiting purpose. When a photo is mandatory, Next step remains disabled until you capture a photo using a camera attached to your reception device (file uploads are not supported). For details on how visitor photos are stored and printed on badges, see The visitor photo.

4. Complete visitor surveys (if required)

Each survey attached to the visiting purpose (such as a health declaration, NDA, or safety briefing) appears as a separate step. Ask the visitor the questions and record their responses.

5. Review and submit

The confirmation step displays a read-only summary of the visit details, visitor information, vehicle details, and survey answers. Verify the details with the visitor and click Submit.

6. Issue the visitor pass and print the badge

After submission, the dialog displays Register success along with the visitor’s Visitor code and QR pass:

• Automatic badge printing — If a label printer is connected to your reception app, the badge prints automatically. If nothing prints, see Connect a badge printer to your reception desk.
• Group arrivals — Click Register another visitor to clear the form and register the next person immediately, or click Done to close the dialog.

7. Verify the visitor is checked in

After closing the dialog, locate the visitor’s card on the Reception list. Under Visiting period, the card shows their arrival time, the Visiting status badge, and the Check out button.

Admin console settings that control the walk-in form

Administrators control which fields and steps appear in the reception walk-in form across three admin console pages:

Only Allow proxy visitor invitation by reception is specific to the reception desk; all other settings apply to both the reception walk-in form and the visitor’s self-registration form.