Mounted at your building entrance, the Kiosk lets visitors check in to their booking without needing the Kadence app or a confirmation email. 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 |
Add a Kiosk device | Yes | Yes |
Configure Kiosk settings | Yes | Yes |
Edit existing Kiosks | Yes | Yes |
Remove or deactivate a Kiosk | Yes | Yes |
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:
Neat Devices via your Pulse account
Google Play (Android)
Apple App Store (iOS)
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, customise 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, recognisable name, such as:
“London Reception”
“HQ Front Desk”
“Level 1 Check-in”
This helps you manage multiple devices across locations.
3. Visitor instructions
Customise 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 customisation
Tailor the visual experience to match your workplace:
Choose a colour mode and theme
Set a default language
Visitors can switch language at the start of check-in if needed.
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.
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.
Frequently Asked Questions
Do visitors need the Kadence app or a QR code to check in?
Do visitors need the Kadence app or a QR code to check in?
No - visitors can check in directly at the Kiosk using their email address. No app, QR code, or pre-registration link is required.
What happens when a visitor checks in?
What happens when a visitor checks in?
Their host is automatically notified, and the visit is logged in Kadence for visibility and reporting.
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 customise the Kiosk branding?
Can I customise the Kiosk branding?
Yes - you can tailor the Kiosk with colour modes, themes, and messaging to match your workplace experience.
Can visitors check in for any booking?
Can visitors check in for any booking?
Visitors can check in to bookings associated with their email address for the selected building.
What happens if a visitor cannot be checked in?
What happens if a visitor cannot be checked in?
The Kiosk will display your configured ‘unsuccessful check-in’ message, helping guide the visitor on next steps.
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.