See it in action

They walk in and start themselves

The kiosk is a tablet on the counter. No app to download, no receptionist required — the visitor taps their language and begins. Sign-out lives on the same screen.

If they were pre-registered, they already have a QR code — in the invite email, or saved to Apple Wallet or Google Wallet in your own brand. Holding it up to the kiosk camera (or the hardware scanner on a Zebra CC6000) here skips the next three steps entirely and goes straight to the badge. Everything below is the first-time path.

Docent already knows the expected ones

This screen is only for someone arriving without a QR code. A scanned code already identifies the visit, so we don't ask for an email we were given at pre-registration — they go straight through.

Typing an email gets a pre-registered or returning visitor recognised instantly, with name, company, and host pre-filled. Invite your visitors@ mailbox to a meeting and every external attendee is pre-registered automatically.

“Who are you here to see?”

The host list is your live Microsoft 365 directory — no spreadsheet to maintain, no stale names. Shared mailboxes, meeting rooms, and disabled accounts are filtered out, so visitors only ever see real people.

The NDA gets signed before they're in

Your own document text, personalized with the visitor's name, company, and today's date. The “I Agree & Sign” button stays greyed out until they actually put finger to glass. The signed PDF is counter-signed, stored on the visit record, and optionally emailed to the visitor — and your re-sign policy decides when a returning guest is asked again.

Safety briefing, delivered at the door

Play your induction video or page through a slide deck right on the kiosk. Visitors can't skip: seeking past the furthest-watched point snaps back, and with slides the acknowledgement unlocks only after every page has been seen. Docent records the mode, seconds watched, and pages viewed as audit-grade evidence — the proof an OSHA inspector or a customer audit actually asks for.

The badge is already coming out of the printer

Camera capture at the kiosk, badge in hand seconds later, on an off-the-shelf Brother label printer. Design the layout yourself in a live-preview editor — fields, typography, your rules — including an ESCORT REQUIRED band when the visit type calls for one. Scanning that QR on a later visit checks them straight back in.

Guest Wi-Fi they can scan, not squint at

Docent creates a per-visit Wi-Fi credential at check-in and prints it as its own scan-to-join label. It's valid exactly as long as the visit and revoked the moment they sign out — no more whiteboard password that hasn't changed since 2019. Works with a static network password, a RUCKUS One guest portal, or Ubiquiti UniFi vouchers.

The host finds out — in Teams, not just email

The moment the badge prints, the host gets an email and an interactive Microsoft Teams card carrying the visitor's photo, their company, and whether an escort is required. Most visitor systems “integrate with Teams” by posting a webhook into a channel. Docent runs a real bot: it installs itself for each host, takes a reply, and relays it back to the desk.

Nobody is still “on site” at midnight

At the hour you pick, anyone still checked in triggers this card to their host and the front desk. One tap signs them out, with a reminder to chase the physical badge back. Keep someone overnight and Docent asks again at 8 am. That's what keeps your emergency roll call honest — the list the fire marshal reads is only as good as your sign-outs.

And afterward, the numbers tell the story

Every check-in feeds a reports tab: visitor traffic by day and site, average time on site, no-show rates, NDA and safety-training compliance, screening flags, host activity, print reliability, and wallet adoption — each filterable by date and location and exportable to CSV or Excel. Nothing new to set up; it's the by-product of the flow above.