Kiosk Mode for Visitor Management – deskbird Help Center

Visitors Plus

deskbird's Kiosk Mode provides an intuitive, tablet-based solution to streamline on-site experiences for both employees and visitors. It includes two dedicated modes — one for Meeting Rooms and another for Visitor Management — helping companies simplify bookings, check-ins, and guest arrivals, even without a fully staffed reception.

In Visitor Management Kiosk Mode, companies can let pre-registered guests self check-in and allow walk-in visitors to register their visit directly on-site. Hosts are automatically notified via Microsoft Teams or email, and a default host can be assigned per office for seamless communication. All visitor activities are synced in real time with the deskbird Visitor Dashboard, providing a unified view of all check-ins and ongoing visits.

In Meeting Room Kiosk Mode, a tablet placed outside each room displays real-time availability, enables instant bookings, and allows check-ins for scheduled meetings. This helps prevent unattended bookings, reduce conflicts, and optimize room usage — supported by optional LED indicators that visually signal room status.

How to Set Up Kiosk Mode for Visitor Management
Using Kiosk Mode for Visitor Management
Supported Devices and System Requirements

1. How to Set Up Kiosk Mode for Visitor Management

All kiosks and displays are now managed from one central place in the web app: Admin > Kiosk & displays > Devices. From here you pair, configure, and manage every device in your company.

You can pair a Visitor Management Kiosk in two ways: enter the setup code in the Admin panel (no mobile app required), or scan the QR code with the deskbird mobile app.

💡 Tip: A step-by-step guide is also available directly on the Devices page — click How to connect kiosk in the top-right corner.

Step 1: (Optional) Install the deskbird mobile app on your smartphone

You only need the deskbird mobile app if you want to pair the kiosk by scanning the QR code. If you prefer code-based setup in the Admin panel, you can skip this step.

Step 2: Run the Kiosk App on the device

There are three ways to run the kiosk mode:

Install the deskbird Kiosk App from Google Play Store or Apple App Store

Once the kiosk is running (app or browser), you'll see a QR code and a setup code on the screen.

Step 3: Pair the device

Option A: Enter the setup code (Admin panel — no mobile app required)

On the kiosk device, copy the setup code shown next to the QR code (the session can time out — if it does, restart the kiosk screen to generate a new code).
In the web app, go to Admin > Kiosk & displays > Devices.
Click + Pair device.
On Input code, paste the code into Enter the code shown on your device, then click Next.
On Choose display type, select Visitors kiosk (Allow visitors to register, sign required documents, and check in independently), then click Next.
On Configure display, give the device a recognizable name, select the Office, and choose the Default host, then click Pair.

💡 Note: Only offices with a Visitor Management license can be selected. The default host is notified for any visit where a contact person has not been assigned.

Option B: Scan the QR code (mobile app)

Ensure the deskbird app is installed on your phone and that you are logged in with an Administrator account.
Scan the QR code on the device using the native phone camera app, a QR reader app, or the QR reader function within the deskbird app (Open the app > Book > tap the QR code symbol in the upper-right corner > scan the code).
Select Visits in the Pair your kiosk screen, then complete the configuration (name, office, and default host).

Pair your kiosk screen with the Visits option selected

💡 Note: For the Android Kiosk App to install updates automatically, the app must be running in locked full-screen mode. In this mode, the app has device owner rights and can apply updates without manual intervention. If the app is not locked in full-screen mode, updates will not be installed automatically.

Step 4: Kiosk is ready to use

The kiosk goes live immediately after pairing and appears in the Paired devices list on the Devices page. Visitors can start checking in right away.

Managing your devices

From Admin > Kiosk & displays > Devices, you get an overview of every connected device. The Overview shows the total number of devices and a breakdown by type (Room kiosks, Visitors kiosks, Signage - Floor plan, Signage - Rooms overview). The Paired devices table lists each device with its Device name, Type, Display content, and Last seen. You can search by device name, filter, and sort the list, edit a device's configuration, or unpair devices you no longer need.

Disconnecting a kiosk

To disconnect a paired kiosk on iOS or Android, tap 5 times on the bottom-left corner of the kiosk screen to open the Kiosk settings panel. From there, you can Disconnect / Reset the app. To pair the device again using a code, both steps are required: unpair the device in Admin > Kiosk & displays > Devices (so it is removed from the system) and reset the kiosk app on the device.

If the kiosk is running in a browser, clear the cache and cookies for the site and reload the page. This removes the pairing.

2. Using Kiosk Mode for Visitor Management

Visitors can check in easily using the on-site deskbird Kiosk tablet. The kiosk supports multiple languages, which can be selected in the top-right corner of the screen before starting the process. There are two ways to check in:

Option 1: With visitor code

If the visitor has received an invitation via email, they can use the With visitor code option on the welcome screen.

On the welcome screen, select With visitor code.
Enter the unique code from the invitation email under Enter your visitor code.
Tap Continue to confirm.

The system automatically recognizes the visitor's details and displays the assigned host and visit time. The visitor reviews and confirms the information to complete the check-in. Once confirmed, a message appears confirming that the host has been notified.

Option 2: Manual check-in

For walk-in visitors, select Manual on the welcome screen.

Enter your first name and last name when prompted.
Enter your company name. You can also tap Skip if not applicable.
Specify whom you are visiting. If you're unsure, select I don't know — the default host will be notified.
Review your visit summary. This screen shows your host, visit date & time, and your personal details.
Tap Continue to complete your check-in.

After submission, you'll see a confirmation message and the host will be notified.

💡 Tip: Both check-in options automatically notify the host via Microsoft Teams or, if Teams is not available, by email. The visit also appears in real time on the deskbird Visitor Dashboard.

3. Supported Devices and System Requirements

The kiosk application is designed to be independent of the hardware provider's choice.

General requirements for compatibility

Android tablets running Android 12L (API level 32, released March 2022) or later are supported through the deskbird Kiosk App, available on the Google Play Store
iPads are supported through the deskbird Kiosk App, available on the Apple App Store
Chrome 80 or later is required, but Chrome 85 (released August 2020) or later is recommended for Wake Lock support to prevent the device from sleeping

Other recommendations

Choose devices with a screen size of at least 10 inches for optimal user experience.
Displays with LCD technology are most suited for continuous operation. Displays with OLED technology are at risk of image retention and burn-in from static content.

💡 The Visit Kiosk automatically adapts to the tablet's system appearance, switching themes when the device changes between light and dark mode.

👀 Looking for the deskbird Kiosk App for Meeting Rooms? - Check this out: Kiosk Mode for Meeting Rooms

Download the current .apk-file for Android:

kiosk_1.8.0.apk
4 MB Download