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Visitor Self Sign-In with a QR Poster

Visitors can now sign themselves in from their own phone, without installing anything. You print a QR poster for a reception desk, the visitor scans it with their phone camera, and the whole sign-in runs in their browser.

This is useful when you would rather not have several people queuing at a single kiosk, when a reception desk is unattended, or simply as a second lane alongside the tablet.

How it works

Visitor self sign-in journey The visitor scans the poster at reception, their phone browser opens the sign-in steps, their host is notified, and they receive a digital badge on screen. On the way out they scan the same poster again to sign out. 1. Scan poster 2. Sign-in steps 3. Host notified 4. Digital badge phone camera no app needed email, photo, documents, host the usual notification on screen nothing printed On the way out: scan the same poster again to sign out Steps 2 to 4 follow the configuration of the kiosk device the poster belongs to.
  1. A visitor scans the poster with their phone camera — no app to install.
  2. Their browser opens the sign-in flow at https://s.smartlobby.co.
  3. They complete exactly the same steps your kiosk asks for: email, visitor type, their details, a photo taken with the phone camera, any legal documents to sign, and who they are visiting.
  4. Their host is notified in the usual way.
  5. The visitor gets a digital badge on screen. Nothing is printed.
  6. When they leave, they scan the same poster again to sign out.

The sign-in steps, required fields and legal documents are taken from the kiosk device the poster belongs to. There is no second configuration to maintain: change your device settings and the phone flow follows.

What the poster looks like

What the printed A4 poster contains An annotated illustration of the A4 poster layout: a heading, a one-line instruction, a large QR code filling most of the sheet, then the location name, the device name, a reminder to scan again to sign out, and small print identifying which poster generation it is. The code shown here is a drawing, not a working code. A4 PORTRAIT — 210 x 297 mm Sign in on your phone Scan this code with your phone camera. No app needed. NOT A REAL CODE Head Office Main Reception Scan the same code again when you leave, to sign out. 2026-08-17T12:56:33Z Heading and one-line instruction Location language The QR code — 150 mm square Location name Device name Sign-out reminder what the visitor reads first printed in the language set for that location, not yours big enough to scan from several metres, not just at the counter so a visitor knows they are in the right place which kiosk this desk uses same gesture as signing in Small print: which poster generation this is Illustration only — the code above is a drawing and cannot be scanned.

The code shown above is a drawing, not a working code — every poster carries a code unique to one location and device, so there is no generic poster to reuse. Print your own from the dashboard.

Printing a poster

  1. Go to Device Settings in the admin dashboard.
  2. Make sure the device has a Location assigned. A poster cannot be produced without one.
  3. Under Self Sign-In Poster, click Print.

An A4 PDF is downloaded — print it on ordinary A4 with no scaling and no trimming. It carries a large QR code, the location and device name, a short instruction for the visitor, and a reminder to scan the same code again on the way out.

The QR is deliberately big (150 mm square), so the poster works on a wall or a pillar a few metres from the door, not only propped on the counter. When printing, choose Actual size (or 100%) rather than "Fit to page" — the sheet is already A4, and scaling only shrinks the code.

The poster is produced in the language configured for that location, not the language you happen to be using in the dashboard — so a poster for an overseas site prints in that site's language.

Good to know

The poster is a credential, so treat it like one. Anyone who can read the QR code can start a sign-in for that location. That is exactly what you want on a reception desk, but it also means a photograph of the poster keeps working. Put posters where visitors can see them and staff can keep an eye on them, rather than in a publicly published photo of your lobby.

Every scan opens a short-lived session. A scanned poster gives the visitor 30 minutes to complete their sign-in. If they wander off mid-way, the session lapses and they simply scan again.

Sign-out is the same gesture as sign-in. Visitors do not need to remember a different action, and the poster says so in small print.

A phone cannot reach your label printer, so a self sign-in always ends on an on-screen badge even if badge printing is enabled for that device. Visitors who need a physical badge should use the kiosk.

The small print on the poster identifies which poster it is. The dashboard shows the same value next to the device under Current poster:, so you can check whether the paper on a wall is the one your account currently expects.

Updated On August 17, 2026