Frontdesk

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Overview

Knowlix Frontdesk provides a digital visitor management system for offices and facilities. Visitors check in at self-service kiosks, notify their host upon arrival, and optionally request refreshments while they wait. The module suits any location without dedicated reception staff or designated waiting areas. Key features:

• Kiosk-based self-check-in with optional QR code support
• Automatic host notification by email, SMS, or internal message
• Drink request and fulfillment tracking
• Visitor logs with check-in and check-out times
• Planned visitor pre-registration for faster arrival

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Configuration

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Creating Stations

A station represents any location where visitors arrive and wait. Each station gets its own kiosk interface. Create as many stations as your facility requires. Navigate to Frontdesk > Configuration > Stations and click New. Required fields:

• Frontdesk Name - short, descriptive label shown on the kiosk (e.g., “Main Lobby”, “East Wing Reception”)
• Responsibles - the person or people alerted when a visitor checks in at this station

After saving, the Kiosk URL field populates automatically. Use this URL to access the kiosk on a dedicated device. Adding a background image: Hover over the camera icon in the top-right of the station form and click the Edit icon to upload a photo. This image appears as the background on the kiosk welcome screen.

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Station Options

In the Options tab of each station form, configure the check-in experience: Host Selection: When enabled, visitors can select the person they are meeting from a list. Enabling this reveals additional notification settings:

• Notify by email - sends an email to the host when the visitor checks in. Customize the email template as needed.
• Notify by SMS - sends a text message to the host upon check-in. SMS messages are limited to 242 characters. Select or customize the SMS template.
• Notify by Discuss - sends an internal message to the host via the communication module. This is enabled by default when host selection is active.

Authenticate Guest: Collect visitor contact information during check-in. For each field (Email, Phone, Organization), choose Required, Optional, or None. Theme: Choose Light (pale gray) or Dark (dark gray/black) to match your space’s aesthetic. Self Check-In: Displays a QR code on the kiosk screen. Visitors scan it with their phone to complete check-in on their own device. Recommended for high-traffic kiosks where multiple guests arrive simultaneously. Offer Drinks: Activates the drink request feature after check-in. After enabling this option, click Configure Drinks to set up available drink options, then select which drinks to display at this station.

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Side Message Tab

Enter any text you want displayed to visitors after they complete check-in, such as a welcome message or instructions for finding the waiting area. This text appears on the right side of the confirmation screen.

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Setting Up Drink Options

Navigate to Frontdesk > Configuration > Drinks and click New to add each drink option. Drink form fields:

• Drink Name - the name displayed on the kiosk (required)
• People to Notify - who receives a notification in the communication module when this drink is requested (required)
• Sequence - controls the display order on the kiosk; lower numbers appear first

Add a photo by hovering over the image field and clicking the Edit icon. The image appears on the drink selection screen in the kiosk.

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Kiosk Setup

Each station should run on a dedicated device such as a tablet. Open the kiosk in one of two ways:

• From the Frontdesk dashboard, click Open Desk on the station card. The kiosk opens in a new browser tab.
• Go to Frontdesk > Configuration > Stations, open the station, copy the Kiosk URL, and paste it into a browser.

Security note: When the kiosk URL is opened, the current Knowlix session on that device is automatically signed out. This prevents visitors from accessing the system.

Mount the device securely at the station and lock it to the kiosk URL to prevent users from navigating away.

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Visitor Check-In Flow

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Standard Check-In

When a visitor arrives at the kiosk, they tap Check In and fill in the requested information. Fields marked with a red asterisk are required. After completing the form, they tap Check In to submit. If no input is detected for 10 seconds at any point during the process, the kiosk returns to the welcome screen automatically.

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Planned Visitor Check-In

If visitor information was entered in advance, a Quick Check In panel appears on the right side of the kiosk screen listing expected visitors for the day. The visitor taps their name to check in instantly without re-entering their information.

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Drink Selection

If the station has drinks configured, a prompt appears after check-in: “Do you want something to drink?” The visitor selects a drink or declines. A confirmation message appears if a drink was requested, and the designated staff member receives an internal notification.

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Notifications

After check-in, configured notifications are sent immediately:

• The host receives their selected notification (email, SMS, or internal message)
• Staff assigned to deliver drinks receive a notification in the communication module

The notification message format includes the station name, visitor name, phone number, organization, and who they are visiting.

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Visitor Management

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Visitor List

Navigate to Frontdesk > Visitors to view all current and past visitors. By default, the list shows Checked-In and Planned visitors for today. Visible columns: Additional columns (Drinks, Checkout, Email, Company) can be enabled using the column settings icon in the top-right of the list. Checking out a visitor: When a visitor leaves, click the Check Out button at the end of their row. The departure time is recorded. Visitors do not self-checkout - staff must mark departures for accurate records. Confirming a drink was served: If a visitor requested a drink, a Drink Served button appears on their row. Click it after delivery to remove the visitor from the drink service queue. Printing a visitor badge: For planned visitors, a Print Badge button appears. The badge PDF includes the visitor’s name, company, host name, check-in time, and your company logo. Print on adhesive labels or insert into badge holders.

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Pre-Registering Planned Visitors

When expecting guests in advance (job candidates, auditors, client visits), register them before they arrive to streamline their check-in. Navigate to Frontdesk > Visitors and click New. Enter visitor details including:

• Name (required)
• Station where they will arrive (required)
• Phone, email, company, and host information

Important: Planned visitors should be checked in from the Visitors list in the Frontdesk module by staff, not through the kiosk. If a planned visitor uses the kiosk, a separate check-in record is created, and the planned entry remains in “Planned” status. Inform pre-registered guests to skip the kiosk and have staff handle their arrival.

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Reporting

Access reports from Frontdesk > Reporting. Visitors report - shows the number of visitor check-ins by month for the current year. Filter and group by station, date range, or status for specific analysis. Drinks report - displays total requests for each drink option. Useful for understanding demand and planning refreshment supplies.

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Best Practices

Use a dedicated tablet for each kiosk and secure it with a kiosk browser app or similar restriction. Pre-register expected visitors to reduce check-in friction for important guests. Assign drink delivery responsibilities clearly so requests are fulfilled promptly. Check out all visitors when they leave to maintain accurate occupancy records, especially relevant for safety and security compliance. Review the visitor log periodically to ensure your reception flow meets building security requirements. Your Knowlix: “Show me visitors currently checked in” or “How many visitors did we have this week?” or “List all planned visitors for tomorrow” or “Which drinks were requested most this month?”