When organisations replace their paper visitor book with a digital system, one of the first practical questions is: how will visitors actually sign in?
There are two main options. A kiosk — a tablet or touchscreen mounted at reception — guides visitors through the sign-in process on a shared device. A QR code — printed and displayed at the entrance — lets visitors scan with their own phone and complete sign-in on their personal device.
Both are supported by DigiGreet. Both can be set up within a day. But they are not interchangeable — each suits different sites, different visitor profiles, and different working environments. Here is how to think through the choice.
How kiosk sign-in works
A kiosk is a shared device — typically an iPad or Android tablet on a stand — positioned at reception. When a visitor arrives, they tap through the sign-in flow on the screen: entering their name and company, selecting their host, reading any health and safety or NDA content, and confirming their arrival. DigiGreet then notifies the host automatically and, if a label printer is connected, prints a visitor badge.
The whole process takes under 60 seconds for a straightforward visitor sign-in. For sites that also manage contractors, the same kiosk can handle document checks, induction confirmation, and access decisions.
How QR code sign-in works
A QR code is printed and displayed at the entrance — on a desk stand, a wall mount, or a reception counter. Visitors scan it with their own smartphone camera, which opens the DigiGreet sign-in form in their browser. They complete the same sign-in flow on their own device: name, company, host, any required confirmations. The host is notified the same way.
No shared hardware is touched. No app download is required. The visitor uses a device they are already comfortable with.
Where kiosk sign-in works best
Older visitor profiles
QR codes are second nature to many people — but not everyone. Visitors who are less comfortable with smartphones may hesitate at a QR code, unsure what to do or which camera app to use. A kiosk removes that uncertainty: there is a screen in front of them, with clear instructions, and nothing to download or navigate to. For sites that regularly receive older visitors, or visitors from industries where smartphone use is less habitual, a kiosk tends to produce a smoother experience.
Sites that print visitor badges
If you print visitor badges — for security, identification, or compliance reasons — a kiosk with a connected label printer is the straightforward setup. QR code sign-in can trigger badge printing at reception, but it requires a member of staff to collect and hand over the badge, which reintroduces the human step you were trying to remove.
High-volume receptions
For busy receptions where visitors arrive in groups — conference centres, training facilities, large offices — a kiosk creates a clear, dedicated sign-in point that keeps the process moving without relying on everyone having their phone ready. Multiple kiosks can be deployed side by side for very high volumes.
Sites requiring NDA or health and safety confirmation
If visitors must read and confirm a non-disclosure agreement, a site safety briefing, or a data processing notice before entering, a kiosk presents this in a controlled, visible way. The larger screen makes it easier to read longer documents, and the shared device creates a consistent, auditable process.
Where QR code sign-in works best
Low or no reception staffing
If your reception is unmanned for part of the day — or entirely — a QR code is the more practical option. There is no device to manage, no screen to clean, and no hardware that can go wrong or run out of battery. A printed QR code simply works whenever a visitor scans it, with no staff involvement at any point.
Contactless environments
For sites where hygiene or contamination is a concern — food production, pharmaceutical, clinical environments — a QR code eliminates the shared touchscreen entirely. Visitors sign in on their own device, which they have already been touching all day.
Tech-savvy visitor profiles
For offices where visitors are typically professionals — account managers, consultants, recruiters, developers — QR code sign-in is fast, familiar, and feels appropriately modern. Most will have their camera app open before they have finished reading the sign next to the code.
Sites with limited reception space
A kiosk needs a surface, a stand, a power socket, and clearance for visitors to approach and use it. A QR code is a piece of printed card on a small stand. For compact entrances, serviced offices with shared lobbies, or co-working spaces, the QR code option has a significantly smaller footprint.
Lower upfront cost
A kiosk requires hardware — a tablet, a stand, and optionally a badge printer. A QR code sign-in setup costs nothing beyond printing. For organisations trialling digital visitor management before committing to hardware, starting with QR code sign-in is a sensible first step.
Can you use both?
Yes — and many DigiGreet customers do. A common setup is a kiosk at the main reception for the majority of visitors, with QR codes at secondary entrances, delivery points, or overflow positions where a kiosk would not be practical. Both feed into the same DigiGreet dashboard, so you have a single view of everyone on site regardless of how they signed in.
Some sites also use QR codes as a backup for when the kiosk is in use by another visitor, reducing bottlenecks during busy periods.
Quick comparison
| |
Kiosk |
QR code |
| Hardware needed |
Tablet + stand (+ optional badge printer) |
Printed code only |
| Visitor uses own phone |
No |
Yes |
| Badge printing |
Yes (with printer) |
Requires staff step |
| Contactless |
No |
Yes |
| Works unmanned |
Yes |
Yes |
| Upfront cost |
Medium (£150–£400 for hardware) |
Minimal |
| Best for |
Staffed receptions, badge printing, mixed visitor profiles |
Unmanned entrances, contactless sites, tech-savvy visitors |
Which should you choose?
If you have a staffed reception, regularly print visitor badges, or your visitors include a mix of ages and technical comfort levels — start with a kiosk.
If your reception is unmanned for any part of the day, your visitors are typically professionals comfortable with smartphones, or you want to avoid shared hardware for hygiene reasons — QR code sign-in is the simpler and lower-cost option.
If you are not sure, the easiest approach is to start with QR code sign-in — it requires no hardware investment — and add a kiosk once you have seen how your visitors respond to the digital process.
DigiGreet supports both methods on all plans. During a free demo, we can walk through your specific site layout and visitor profile and recommend the setup that will work best.
Book a free demo — we will help you choose the right setup for your site.
Get in Touch