---
title: Set up visitor management for your office
description: Configure your visitor management workflow, visitor types, and invite management in Calven
---

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# Set up visitor management for your office

## Here's how to set up visitor types, sign-in questions, iPad kiosks and badge printing for your office

Calven Visitor Management gives your guests a smooth, welcoming arrival, from a personalized email invite before they arrive to a quick sign-in at the front desk. Pair an iPad kiosk for self sign-in, print visitor badges, invite guests ahead of time, and keep track of every visit in Calven web.

This article is an admin guide to setting up visitors for your office. If you're looking to invite a visitor yourself, check out our guide to [creating and managing visitor invites](https://knowledgebase.calven.com/invitevisitors?hsLang=en).

**Who can set up visitors?** Users with the *visitor administrator* or *global administrator* role. You'll find all visitor configuration in Calven web under [*Services \> Visitors \> Settings*](https://app.calven.com/admin/visitors/settings).

[Learn more about administrator roles in Calven](https://knowledgebase.calven.com/administrator-roles?hsLang=en)

#### Table of contents

1. [Create visitor types](https://knowledgebase.calven.com/visitors-admin#create-visitor-types)
2. [Set up sign-in questions](https://knowledgebase.calven.com/visitors-admin#sign-in-questions)
3. [Pair an iPad kiosk](https://knowledgebase.calven.com/visitors-admin#pair-ipad-kiosk)
4. [Capture sign-in photos](https://knowledgebase.calven.com/visitors-admin#sign-in-photos)
5. [Print visitor badges](https://knowledgebase.calven.com/visitors-admin#print-visitor-badges)
6. [Sign visitors in and out](https://knowledgebase.calven.com/visitors-admin#sign-visitors-in-and-out)
7. [View the visit log](https://knowledgebase.calven.com/visitors-admin#visit-log)
8. [Invite visitors ahead of time](https://knowledgebase.calven.com/visitors-admin#invite-visitors)
9. [Connect to your building's visitor system](https://knowledgebase.calven.com/visitors-admin#building-visitor-system)

### Create visitor types

Visitor types let you set up a different sign-in process for each kind of person who comes into your office, such as:

- General visitors
- Facilities contractors
- Staff from other locations
- Family and friends
- Event attendees

To create a visitor type:

1. Go to [*Visitor types*](https://app.calven.com/admin/visitors/visitor-types) and click *Actions \> Create visitor type*
2. Give your visitor type a name and an icon
3. Choose which offices it should appear at, for both invites and kiosk sign-in

#### Visitor type settings

- ***Enabled*** determines whether the visitor type can be used. Disabled visitor types won't appear when inviting guests ahead of time, or on the kiosk at sign-in.
- ***Host required*** means a host must be selected when inviting a guest ahead of time, and when signing in at the kiosk. If it's turned off, visitors will still be asked to choose their host at the kiosk, but they can select *I don't know my host* instead.
- ***Notify host of sign-in updates*** lets hosts know when their visitor signs in or out, via the notification channels configured in visitor settings.

#### Custom messages

Each visitor type can override Calven's default messages, so you can give visitors the right instructions for their visit:

- ***Invite message*** is shown in the email invite visitors receive before they arrive
- ***Sign in success message*** is shown on the kiosk when a visitor finishes signing in

For example, your invite for staff from other locations might tell them to use the employee entrance, while your invite for vendors points them to the main entrance.

#### Additional notification recipients

Want your front desk team or an assistant to know when a visitor arrives? Add them as *additional notification recipients*, and they'll be notified alongside the host whenever a visitor signs in at the kiosk. You can add any email address, including a shared inbox like reception@acme.com.

**Note:** if *host required* is off and a visitor selects *I don't know my host*, Calven will notify your additional notification recipients instead (as long as host notifications are enabled). That way, nobody is left waiting at the front desk.

### Set up sign-in questions

Sign-in questions let you collect the information you need from visitors when they sign in at the kiosk. Each visitor type has its own set of questions, so a contractor can be asked for their company and induction status while a family member just confirms who they're visiting.

#### What types of questions can I ask?

- **Text input:** a free-text answer, with an optional minimum and maximum character count
- **Option:** single or multiple choice, with an optional minimum and maximum number of selections
- **Acknowledgement:** asks visitors to agree to something, like a safety policy or NDA (which admins can add by typing or pasting text into the question) with an optional link for more details. Turn on *send receipt to visitor on sign-in* to email visitors a copy of what they agreed to.

**Coming soon:** a document question type, for showing visitors a document during sign-in.

#### Can visitors skip questions?

Yes - each question has a few settings to keep sign-in quick and relevant:

- ***Response required*** means visitors can't skip the question
- ***Ask returning visitors*** controls whether visitors see the question again. When it's turned off, visitors who've answered the question on a previous visit won't be asked again.
- ***Conditional logic*** only shows the question based on a visitor's answer to an earlier option question. For example, you might only ask for a vehicle registration if a visitor answers *yes* to *are you parking on site?*

![](https://knowledgebase.calven.com/hs-fs/hubfs/image-png-Dec-04-2024-05-50-19-0058-PM.png?width=670&height=355&name=image-png-Dec-04-2024-05-50-19-0058-PM.png)

### Pair an iPad kiosk

Pair an iPad at your front desk and visitors can sign themselves in when they arrive. Kiosks are optional - you can also sign visitors in on their behalf from Calven web.

1. Download the [Calven Visitors app](https://apps.apple.com/us/app/calven-visitors/id6445804277) on your iPad
2. Open the app and generate a pairing code. The code expires after 1 hour, but you can always generate a new one.
3. In Calven web, go to the [*Kiosks*](https://app.calven.com/admin/visitors/devices) tab and click *Actions \> Pair new kiosk*
4. Enter a name for the kiosk, the office it's located in, and a welcome message to show on screen
5. Click *save*. Your kiosk is now up and running!

If you haven't set up visitor types for this office yet, head back to [create visitor types](https://knowledgebase.calven.com/visitors-admin#create-visitor-types) before welcoming your first guest.

![](https://knowledgebase.calven.com/hs-fs/hubfs/image-png-Dec-04-2024-05-50-25-0359-PM.png?width=670&height=465&name=image-png-Dec-04-2024-05-50-25-0359-PM.png)

We recommend turning on [Guided Access](https://support.apple.com/en-us/111795) on your iPad. It locks the iPad to the Calven Visitors app, so your kiosk works like a dedicated sign-in device and visitors can't wander off into other apps.

#### Why aren't my changes showing on the kiosk?

Changes you make in visitor settings, like editing a visitor type or adding a sign-in question, don't appear on paired kiosks automatically. To apply them:

1. Tap *configure* in the bottom right corner of the iPad
2. Enter the kiosk's security code, which you'll find on the [*Kiosks*](https://app.calven.com/admin/visitors/devices) tab in Calven web
3. Tap *refresh* to load the latest configuration

![](https://knowledgebase.calven.com/hs-fs/hubfs/visitors-calven-dev-app_configuration%20(1)-png.png?width=670&height=462&name=visitors-calven-dev-app_configuration%20(1)-png.png)

![](https://knowledgebase.calven.com/hs-fs/hubfs/Frame%202608421-png.png?width=669&height=419&name=Frame%202608421-png.png)

**Note:** you'll need to refresh each kiosk after every configuration change in visitor settings.

### Capture sign-in photos

Know who's in your office at a glance. With sign-in photos enabled, visitors will be asked to take a quick photo of themselves when signing in at the kiosk. Their photo will appear next to their name in the [*Visit log*](https://app.calven.com/admin/visitors/visitor-log?presetRange=TODAY), in the details of each visit, and in host notifications (if enabled).

You can turn on sign-in photos for each visitor type in its settings. If you have a badge printer connected, you can also choose whether to include photos on printed badges.

![](https://knowledgebase.calven.com/hs-fs/hubfs/image-png-Jul-17-2025-06-24-41-2694-PM.png?width=670&height=426&name=image-png-Jul-17-2025-06-24-41-2694-PM.png)

#### Set up the kiosk camera

1. Tap *configure* on the kiosk and enter its security code (you'll find it on the [*Kiosks*](https://app.calven.com/admin/visitors/devices) tab)
2. Tap *camera configuration*
3. Allow camera permissions when the iPad asks. Make sure you do this before your first visitor arrives!
4. Zoom in or out to frame the perfect headshot. You can always fine-tune this once the kiosk is in position.
5. Turn on a camera countdown if you'd like one (it's off by default)

### Print visitor badges

Connect a label printer to your kiosk and Calven will print a badge for each visitor as soon as they finish signing in. If sign-in photos are enabled for the visitor type, their photo will be included on the badge.

Calven currently supports:

- **Printer:** Brother QL-820NWB
- **Labels:** QL die cut 60mm x 86mm and 62mm x 100mm

![](https://knowledgebase.calven.com/hs-fs/hubfs/image%20(25)-png.png?width=670&height=424&name=image%20(25)-png.png)

#### Connect your printer

1. Plug in the printer, turn it on, and follow the Brother quick setup guide to connect it to your office network (2.4 GHz). Prefer a wired connection? You can also connect the printer with an Ethernet cable to a nearby access point, router or network wall port.
2. Open the printer's WLAN settings and note down its IP address
3. In Calven web, go to the [*Kiosks*](https://app.calven.com/admin/visitors/devices) tab, select the kiosk you're connecting, open the *printing* tab, enter the printer's IP address and click *save*. Refresh the page to see your new configuration.
4. On the kiosk, go to *configuration \> refresh device* to load the new settings
5. Go to *configuration \> printer configuration* and tap *print example badge*
6. The first time you print, the iPad will ask you to allow network permissions for the Calven Visitors app. Calven needs these permissions to print badges.
7. Done! Your kiosk is ready to print visitor badges.

![](https://knowledgebase.calven.com/hs-fs/hubfs/image-png-Jul-17-2025-06-22-11-9186-PM.png?width=407&height=385&name=image-png-Jul-17-2025-06-22-11-9186-PM.png)

**Note:** anyone on the same network as your label printer can connect and print to it, which may cause an error message on the printer. If this happens, check out our guide to [troubleshooting label printer errors](https://knowledgebase.calven.com/label-printer-error?hsLang=en).

#### Can I re-print a badge?

Yes - if a label needs replacing or the printer has a hiccup, go to *configuration \> printer history* on the kiosk, find the visitor in your list of recent labels, and select it to re-print.

### Sign visitors in and out

#### Sign in an invited guest on their behalf

Visitor administrators and global administrators can sign in invited guests from Calven web, skipping the kiosk sign-in entirely. This works whether or not your office has a paired kiosk - handy for VIP guests, or for front desk teams who prefer to check people in themselves.

1. On the *Invites* page, click on the visitor's invite
2. Under *registrations*, tick the visitor(s) you want to sign in
3. Click *Actions \> Sign in visitor*

![](https://knowledgebase.calven.com/hs-fs/hubfs/Invites-png.png?width=670&height=419&name=Invites-png.png)

#### What if a visitor arrives without an invite?

No problem - visitors don't need to be invited ahead of time to sign in. At the kiosk, they can choose their visitor type, select their host and answer the sign-in questions for that visitor type, just like an invited guest.

If *host required* is turned off for their visitor type, visitors who aren't sure who they're meeting can choose *I don't know my host*. Calven will then notify your additional notification recipients, so someone at the front desk knows they've arrived.

#### Can I sign in a walk-in visitor from Calven web?

Yes - visitor administrators and global administrators can sign in visitors who arrive without an invite, straight from the [*Visit log*](https://app.calven.com/admin/visitors/visitor-log?presetRange=TODAY). No kiosk required, so it's ideal for offices without a paired kiosk, or for regular guests your front desk already knows. Use the walk-up visitor action in the *Visit log* to sign walk-up visitors in without an invite. You can sign in several visitors at once, and add or edit a note on a visitor while you're there.

**![](https://knowledgebase.calven.com/hs-fs/hubfs/image-png-Oct-22-2026-05-13-53-1607-AM.png?width=2960&height=2056&name=image-png-Oct-22-2026-05-13-53-1607-AM.png)**

#### How do visitors sign out?

Visitors can sign out on the kiosk when they leave, or an administrator can sign them out from the [*Visit log*](https://app.calven.com/admin/visitors/visitor-log?presetRange=TODAY). If nobody signs a visitor out, Calven will sign them out automatically at the time set in your [*general settings*](https://app.calven.com/admin/visitors/settings).

### View the visit log

The [*Visit log*](https://app.calven.com/admin/visitors/visitor-log?presetRange=TODAY) gives your front desk team a live record of who's in the office and when they arrived. Use the date range selector to look back at past visits, and the office filter to see visitors at a specific location.

![](https://knowledgebase.calven.com/hs-fs/hubfs/Frame%202608414-png.png?width=670&height=419&name=Frame%202608414-png.png)

Click on any visit to see the visitor's details and their answers to sign-in questions. From there, click *previous visits* to see every other time they've visited.

![](https://knowledgebase.calven.com/hs-fs/hubfs/image-png-Dec-04-2024-05-51-49-0891-PM.png?width=670&height=541&name=image-png-Dec-04-2024-05-51-49-0891-PM.png)

Need to dig deeper? Click *Actions \> Export visit log* to copy your records into a spreadsheet for reporting and analysis.

### Invite visitors ahead of time

Inviting visitors ahead of time means they'll get a personalized email invite before they arrive, and signing in on the day takes seconds. Visitors can be invited via:

- Calven web
- The Calven Outlook add-in, for anyone who has it installed
- Outlook, using Calven's concierge email address ([Calven Support](mailto:support@calven.com) will help you set this up)

You'll see all upcoming invites on the *Invites* page. When an invite includes multiple visitors, they're grouped together so you can expand the invite to see everyone.

![](https://knowledgebase.calven.com/hs-fs/hubfs/image-png-Dec-04-2024-05-52-19-7698-PM.png?width=670&height=430&name=image-png-Dec-04-2024-05-52-19-7698-PM.png)

**Coming soon: visitor pre-registration.** Visitors will be able to answer their sign-in questions from their invite before they arrive, making sign-in on the day even quicker. Admins will be able to choose which visitor types support pre-registration, and which questions should still be answered onsite.

### Connect to your building's visitor system

If your building has its own visitor system, Calven can connect to it and register your visitors with the building as soon as they're invited. Visitors will then receive a QR code in their invite that they can use to get through building entry. To set this up, contact [Calven Support](mailto:support@calven.com).

**Now that your office is set up for visitors, check out how to [create and manage visitor invites](https://knowledgebase.calven.com/invitevisitors?hsLang=en).**

Calven values your feedback! What would make visitor management work better for your office? What's missing? [Let us know](https://nukar.share.hsforms.com/2tFZxlYkxT9Ke8TVuyQxZ8w) to help guide what comes next for Calven visitors.

- [Getting started](https://knowledgebase.calven.com/getting-started?hsLang=en)
- [Booking & Automations](https://knowledgebase.calven.com/booking-automations?hsLang=en)
- [Features](https://knowledgebase.calven.com/features?hsLang=en)
- [Administrator](https://knowledgebase.calven.com/administrator?hsLang=en)
- [Integrations](https://knowledgebase.calven.com/integrations?hsLang=en)
- [Troubleshooting](https://knowledgebase.calven.com/troubleshooting?hsLang=en)

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