Kiosk: Guest Check-In and Check-Out

Before you start

The kiosk gives guests a simple way to start or complete check-in without the front desk handling every step.

Guests may use the kiosk to:

• Check in with their Circool Pass
• Find their Circool account using their phone number
• Complete first-time guest verification
• Check out when leaving the building

Guest has their Circool Pass

When guests have their Circool Pass ready on their mobile device, they can walk up to the kiosk and check themselves in.

Once checked in, the guest will appear on your Guest Management Dashboard, and a name badge will print if badge printing is enabled.

Step 1: Guest selects “I’m visiting”

The guest begins by selecting I’m visiting on the kiosk.

Step 2: Guest selects “I have a Circool account”

The guest selects I have a Circool account.

Step 3: Guest scans their Circool Pass

1. The guest shows their Circool Pass to the kiosk camera.
2. The guest selects a Destination from the dropdown.
3. The guest clicks Check In.

Step 4: Guest uses phone number if needed

If needed, the guest clicks Click here to use your phone number.

Step 5: Guest selects their name

The guest selects their name from the search results to continue check-in.

Step 6: Guest appears on the dashboard

Back on your Guest Management Dashboard, the guest will appear as checked in. Their name badge will print if badge printing is enabled.

First-time guests

First-time guests can also use the kiosk by scanning their ID and taking a quick profile photo during check-in.

This is an alternative to having the guest scan the posted QR code in your atrium or front office area.

Step 1: The guest begins by selecting I’m visiting on the kiosk.

Step 2: The guest selects I’m a first-time guest.

Step 3: The guest clicks Start Verification.

Step 4: Guest captures ID photo

Step 5: Guest captures profile photo

Step 6: Guest selects destination

Step 7: Front desk reviews the request

Back on your Guest Management Dashboard, the first-time guest request will appear as Pending Review.

You will also see a banner that says Guest Needs Approval.

Click Review. This completes the security checks so your team can review the request, approve or deny entry, and print the guest’s name badge if approved.

Guest check-out

Guests can also check out from the kiosk when they leave the school.

Step 1: Guest selects “I’m heading out”

Step 2: Guest scans their Circool pass or badge QR code

Helpful tips

• Let Circool Ready guests use the kiosk: If they have their Circool Pass, they can usually complete check-in without front desk help.
• Watch the dashboard: First-time guests and flagged guests may appear as Pending Review.
• Review before printing a badge: Staff should review any request that needs approval before allowing entry.
• Use kiosk check-out: Guests can scan their Circool Pass or badge QR code when leaving so your dashboard stays accurate.

What happens next

When a guest completes kiosk check-in, Circool updates the Guest Management dashboard and prints a badge if the guest is approved and badge printing is enabled.

If the guest needs review, the front desk will see the request on the dashboard and can follow the school’s normal approval process.

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