Mounted at your building entrance, the Kiosk lets visitors check in to their booking without needing the Kadence app. Their host is notified automatically, keeping your workplace secure, professional, and running smoothly.
Who can do this?
As a Global or Building Admin, you have full control over Kiosk devices across all buildings.
Action | Global Admin | Building Admin | Coordinator / Booking Scheduler |
Add a Kiosk device | Yes | Yes | No |
Configure Kiosk settings | Yes | Yes | No |
Edit existing Kiosks | Yes | Yes | No |
Remove or deactivate a Kiosk | Yes | Yes | No |
Before you begin
Make sure you have the following in place:
The building is already set up in Kadence
You've installed the Kadence Kiosk app on your device
You're using a supported device:
Neat Frame devices
Android tablets
iOS devices (e.g. iPad)
Step 1: Install and launch the Kiosk app
Download the Kadence VMS Kiosk app onto your device:
Open the app
On first launch, a 6-digit setup code will appear on screen
This code securely links your physical device to your Kadence workspace.
The setup code refreshes every 15 minutes. If it expires, simply wait for a new code to appear.
Step 2: Pair the device in Kadence
Log in to Kadence as a Global or Building Admin
Go to devices.onkadence.co
Enter the 6-digit device code displayed on your Kiosk
Click Validate Code
Alternatively, as a Global Admin:
Navigate to Settings → Visitor Management → Kiosks
Click Add Kiosk
Once validated, your device will be linked and ready for configuration.
Step 3: Configure your Kiosk
After pairing, customize how your Kiosk looks and behaves.
1. Assign a building
Select the building this Kiosk belongs to. This ensures:
Visitors are checked into the correct location
Bookings are validated against the right building
2. Name your device
Give your Kiosk a clear, recognizable name, such as:
"New York Reception"
"HQ Front Desk"
"Level 1 Check-in"
This helps you manage multiple devices across locations.
3. Visitor instructions
Customize what visitors see throughout their journey:
Post check-in – e.g. "Please take a seat in the lobby — your host will be with you shortly."
Unsuccessful check-in – Provide guidance if something goes wrong
Check-out instructions – Let visitors know what to do when leaving
Clear messaging helps reduce confusion and keeps your reception running smoothly.
4. Kiosk customization
Tailor the visual experience to match your workplace:
Choose a color mode and theme
Set a default language
Visitors can switch language at the start of check-in if needed.
5. Unscheduled visitors (walk-ins)
By default, visitors need a pre-existing booking to check in at the Kiosk. If you'd like to allow walk-ins to create a booking on the spot, you can enable this in the Kiosk settings.
Screenshot placeholder: "Unscheduled visitors" toggle in Kiosk settings
Prerequisites: The Unscheduled visitors toggle is only available when onsite bookings are active for the building and the building's onsite capacity is greater than zero. If either condition isn't met, the toggle will be disabled — you'll see a message prompting you to update your building settings first.
In the Kiosk create or edit screen, find the Unscheduled visitors toggle and turn it on
Choose how host search works for walk-ins using the Host must have a booking sub-toggle (visible only when Unscheduled visitors is enabled):
On (default): Only employees with a booking at this building today can be selected as a host — ideal for buildings where staff consistently book in advance
Off: Any employee in the company can be selected as a host — useful for buildings where employees don't regularly book
Optionally, use the Exclude hosts list to add employees (such as executives) who should never appear as selectable hosts for walk-in visitors. This list applies globally across all Kiosks and buildings in your company.
Screenshot placeholder: "Host must have a booking" toggle and "Exclude hosts" list in Kiosk settings
Incognito users and super admins are always excluded from host search, regardless of your settings.
When the building reaches its onsite capacity, the walk-in check-in option is automatically hidden from the Kiosk. Scheduled visitors checking in via email or QR code are not affected.
6. Badge printing
If you want your Kiosk to automatically print a visitor badge after each check-in, configure badge printing directly from the Kiosk setup screen. Badge printing is supported on Neat, Android, and iOS devices.
Screenshot placeholder: Kiosk "Badge printing" settings panel
In the Kiosk create or edit screen, turn on the Auto print on check-in toggle
Use the Badge profile selector to choose which badge layout to print — the building's default profile is pre-selected, but you can select any profile configured for this building
Enter the Printer IP address of your Brother QL-820NWB label printer (connected over your network)
Click Save to apply
If a badge fails to print, check-in is not affected — the visitor is still checked in successfully, and the building admin is notified by email.
To set up or manage the badge profiles available for selection, see Setting up badge printing in building settings below.
Step 4: Save and activate
Click Save to apply your settings
The device will automatically sync and update
Once complete, your Kiosk is live and ready for visitor check-ins.
Setting up badge printing in building settings
Badge profiles are reusable layouts that define how a visitor badge looks. You can create multiple profiles per building — for example, one for standard visitors and another for contractors — and choose which profile prints at each Kiosk.
Enable badge printing
Go to Settings → Visitor Management → Badge printing
Select the building you want to configure
Turn on the Enable badge printing toggle
Create a badge profile
Click Create profile
Give the profile a name (e.g. "Standard Visitor" or "Contractor")
Customize the badge layout:
Orientation — choose Portrait or Landscape
Fields — toggle on or off: Host name (one host shown), Booking date & time, Building name, Photo (captured at Kiosk check-in). Visitor name is always included.
Use the live preview to see how the badge will look, and click Test print to print a sample with placeholder data
Click Save
Screenshot placeholder: Badge customization editor (fields, Portrait/Landscape toggle, live preview)
Set the default profile
If a building has only one profile, it is automatically the default. When you have multiple profiles, set the default via the ⋮ menu next to the profile and choose Set as default. The default profile is pre-selected in every print flow and in Kiosk badge settings, but can be overridden per Kiosk.
Screenshot placeholder: Building badge profiles list with ⋮ menu open
Edit or delete a profile
Open the ⋮ menu next to any profile to edit or delete it.
A profile cannot be deleted if it is the only profile while badge printing is enabled, or if it is currently assigned to a Kiosk for auto-print. Reassign the Kiosk or disable badge printing first.
Hardware
Kadence badge printing works with the Brother QL-820NWB label printer, connected over your network via its IP address. Use Brother DK-1202 compatible labels.
Managing your Kiosks
To manage existing devices:
Go to Settings → Visitor Management → Kiosks
Select a Kiosk from the list
As a building admin, you can manage Kiosks on a per building level:
Navigate to Buildings from the left-hand menu
Click the three vertical dots (⋮) next to a building
Select Edit building
Click Visitor Management from the top menu
Scroll down to Kiosks
From here, you can:
Edit settings – Update configuration at any time
Force a sync – Push updates instantly to the device
Deactivate or remove – Unlink the device from the building
Removing a Kiosk will require it to be re-paired before it can be used again.
Visitor guide: Collecting your visitor badge
If your host's building has badge printing enabled, your badge will print automatically once your check-in is complete.
No name on your booking?
If your booking doesn't include your name, you'll be prompted to enter it on the Kiosk before check-in completes. Your name is saved back to the booking automatically.
Collecting your badge
Your badge will print from the label printer at the reception desk as soon as you've checked in. Pick it up and wear it for the duration of your visit.
If a badge doesn't print, don't worry — your check-in has still been recorded and your host has been notified.
Frequently Asked Questions
Can I use multiple Kiosks in the same building?
Can I use multiple Kiosks in the same building?
Yes — you can deploy multiple Kiosks across entrances or floors. Each device can be named and managed individually.
Can I customize the Kiosk branding?
Can I customize the Kiosk branding?
Yes — you can tailor the Kiosk with color modes, themes, and messaging to match your workplace experience.
Does the Kiosk work offline?
Does the Kiosk work offline?
No — Kiosks require an internet connection to validate bookings, notify hosts, and sync visit data in real time.
Can I move a Kiosk to another building?
Can I move a Kiosk to another building?
You'll need to update the device configuration or reassign it to a different building in Kadence.
What happens if I remove a Kiosk?
What happens if I remove a Kiosk?
Removing a device unlinks it from your workspace. It will need to be re-paired using a new setup code before it can be used again.
Can I update Kiosk settings after setup?
Can I update Kiosk settings after setup?
Yes — you can edit settings at any time and push updates instantly using the "Force sync" option.
Can walk-in visitors check in without a pre-existing booking?
Can walk-in visitors check in without a pre-existing booking?
Yes, if an admin has enabled the Unscheduled visitors toggle for that Kiosk. Walk-in visitors can create a booking on the spot by entering their name, email, and selecting a host. The booking is created and check-in completes immediately.
How do I control which employees appear as hosts for walk-in visitors?
How do I control which employees appear as hosts for walk-in visitors?
You have two controls. The Host must have a booking toggle (in Kiosk settings) limits host search to employees who have a booking at the building that day — turn it off to allow any company employee to be selected. The Exclude hosts list lets you permanently remove specific employees (such as executives) from appearing as selectable hosts across all Kiosks company-wide.
What happens when the building is at capacity?
What happens when the building is at capacity?
When the building's onsite capacity is full, the walk-in check-in option is automatically hidden from the Kiosk — new walk-ins are blocked until space opens up. Scheduled visitors can still check in via email or QR code as normal.
Which devices support badge printing?
Which devices support badge printing?
Badge printing is supported on Neat, Android, and iOS Kiosk devices. Photo capture on the badge is also supported across all three platforms.
What printer and labels do I need for badge printing?
What printer and labels do I need for badge printing?
Kadence badge printing uses the Brother QL-820NWB label printer, connected over your network via its IP address. Use Brother DK-1202 compatible labels. Each badge can be printed in Portrait or Landscape orientation, depending on how the profile is configured.
What information can I show on a badge?
What information can I show on a badge?
Visitor name is always shown. You can also toggle on: Host name (one host shown), Booking date & time, Building name, and Photo (captured at the Kiosk during check-in). Configure these per badge profile in Settings → Visitor Management → Badge printing.
Can I have more than one badge design per building?
Can I have more than one badge design per building?
Yes — you can create multiple badge profiles per building, each with its own layout, orientation, and field configuration. For example, you might have one profile for standard visitors and another for contractors. One profile is always the default (set via the ⋮ menu), and each Kiosk can be configured to use any profile for its auto-print.
What happens if a badge fails to print at the Kiosk?
What happens if a badge fails to print at the Kiosk?
A print failure doesn't affect check-in — the visitor is still checked in successfully and their host is notified as normal. The building admin will receive an email alert so the issue can be investigated.