What are the best solutions for touchless visitor check-in at offices?

Your reception desk creates a bottleneck every morning as visitors wait with clipboards while your team searches for pens that work. Guests arrive to empty lobbies because their hosts work from home, leaving everyone unsure about protocols. Those handwritten visitor logs create security holes while shared clipboards make everyone uncomfortable about germs.

These manual check-in processes make your company look disorganized and waste everyone’s time. Contactless check-in fixes these problems by automating guest arrivals so visitors feel welcomed and your team can focus on actual work instead of managing clipboards.

In this blog, we will explore the different types of touchless visitor solutions and essential features that make guest arrivals smooth and professional.

What is touchless visitor check-in?

Touchless visitor check-in removes physical contact points from the guest arrival process. Instead of shared clipboards and pens, visitors use their personal smartphones to register their presence, receive digital badges, and notify their hosts automatically.

Unlike traditional visitor logs that create administrative work and security concerns, contactless check-in systems provide digital records with clear audit trails while maintaining professional standards for guest management.

Types of touchless visitor check-in solutions

The touchless visitor management market includes four main categories that address different organizational needs and technical requirements for guest registration.

1. Mobile-first platforms

These solutions let you place QR codes anywhere in your lobby or entrance area. Visitors scan the code with their phone cameras to access web-based registration forms without downloading apps. The platforms offer flexibility for placement and require minimal hardware. They rely on visitor smartphone access and internet connectivity, which can present challenges for guests with older devices.

2. Kiosk-based systems (Visitor kiosk)

Dedicated visitor kiosks provide centralized check-in points for organizations that prefer controlled registration areas. These systems work well for visitors without smartphones and offer consistent experiences. They require hardware installation, mounting, and ongoing maintenance.

3. Badge printing solutions

Automated credential dispensing combines touchless registration with physical access cards for visitors who need visible identification. These platforms work with existing security systems and provide clear visitor identification. They require badge printer hardware, supplies management, and physical space for equipment installation.

4. Integrated workplace platforms

Comprehensive systems handle visitor management alongside desk booking, meeting rooms, and other office functions. These solutions reduce vendor relationships and provide coordinated workplace experiences. They offer complete functionality that grows with your organization’s needs.

touchless visitor check in system kiosk

The touchless visitor management market includes numerous providers, each with different strengths and approaches to guest registration functionality.

How to choose touchless visitor check-in software

Consider these practical factors when evaluating contactless check-in systems for your office:

  • Match your lobby environment. Unmanned receptions need systems that work without staff help, while staffed lobbies can use simpler solutions that rely on reception support.
  • Identify your must-have features. Automatic badge printing, health and safety tracking, or integration with access control systems will narrow your options significantly.
  • Calculate total costs upfront. Include monthly software fees, badge supplies, printer maintenance, and hardware replacement over 2-3 years, not just initial setup costs.
  • Test with real visitors. Have non-tech-savvy people try the check-in process on their own devices before committing to any system.
  • Evaluate your broader workplace needs. If you also manage desk and room booking, or parking reservations, look for all-in-one workplace platforms that handle everything through unified systems instead of coordinating multiple vendors.

Essential touchless visitor check-in features

Effective touchless visitor systems balance security requirements with seamless guest experiences while accommodating flexible work arrangements and remote host coordination.

  • Pre-registration workflows. Hosts can invite visitors in advance with check-in links and arrival instructions. Guests complete security screening before arriving, which eliminates lobby delays and reduces administrative work for your reception team.
  • QR code and mobile check-ins. Visitors register instantly through their smartphones without downloading apps or creating accounts. They scan codes at entrances to complete registration and receive digital confirmations, making the process fast and familiar.
  • Automated host notifications. The system alerts team members about guest arrivals through email, Slack, or other channels.
  • Digital badge creation. If your company requires physical visitor identification, look for solutions that integrate with badge printing systems and work with your existing security controls.
  • Real-time visitor tracking. Current lists of everyone in the building support security and emergency evacuation requirements. The system logs departure times and updates occupancy records automatically without manual tracking.
  • Analytics and compliance reporting. Track visitor patterns and peak arrival times. The insights help inform facility planning and resource allocation decisions based on actual usage data.

Touchless visitor check-in best practices

Successful touchless visitor implementation requires a setup that works for both your team and guests who may be unfamiliar with digital check-in processes.

  • Clear pre-arrival communication. Send visitors check-in instructions, parking directions, and contact information before they arrive.
  • Visible signage and wayfinding. Post clear QR codes and step-by-step instructions at building entrances.
  • Security compliance balance. Work with security teams to determine which visitor information must be collected in advance versus at arrival.
  • Staff training and support. Prepare reception staff to assist visitors with registration questions and technical difficulties.
contactless visitor check in system kiosk

Joan complete touchless visitor solution

Joan visitor management automates guest registration so your reception team can focus on other work while maintaining professional first impressions. Joan handles pre-registration workflows, sends automatic host notifications, and creates digital visitor records that meet privacy regulations.

Guest registration, host notifications, and departure tracking happen automatically through mobile check-ins and QR codes. Visitors receive clear arrival instructions and digital confirmations while hosts get instant alerts about guest arrivals, even when working remotely.

The best part is that Joan provides this visitor management as part of a complete workplace platform that also handles desk and room booking, parking and asset reservations, and workplace digital signage. Your team coordinates everything through one interface instead of switching between multiple vendors and systems.

Ready to streamline your visitor management? Connect with our team to explore how Joan improves guest experiences through integrated touchless check-in.