Digital Check-In at the Workplace – How It Works

Digital check-in lets guests register on arrival in under a minute – no queue, no paper, and no need for the receptionist to interrupt whatever they're doing. Here we explain exactly how it works, what options exist, and what you need to get started.

What is digital check-in?

Digital check-in is the process where a visitor registers electronically on arrival at a business. Instead of writing their name and company in a paper-based visitor book, the guest opens a digital form – either on a tablet in reception or directly on their own mobile phone via a QR code.

The result is the same as with a paper-based book, but with important benefits: the data is secure, deletion happens automatically, the employee the guest is meeting is notified immediately, and the business has a real-time overview of who is inside the building.

Digital check-in is part of what's often called a digital visitor system – software that handles the whole cycle from pre-registration to check-out.

Two ways to carry out digital check-in

There are two common setups for digital check-in at Norwegian workplaces:

Option 1: QR code (the guest's own phone)

A QR code is placed prominently in reception or at the entrance door. The guest scans the code with their mobile phone's camera, and the check-in form opens directly in the browser. No app to download – it works on all modern smartphones.

This is the most popular setup for businesses with an unstaffed reception, since it doesn't require anyone to greet the guest. It's also the cheapest option – you don't need any extra hardware beyond a printout of the QR code.

Option 2: Tablet in reception

An iPad or Android tablet is mounted on a stand in reception. The guest fills in the form directly on the screen. This gives a more professional and welcoming guest experience, and suits businesses with a staffed reception or a high volume of visitors well.

Read more about choosing between these two options in the article QR Code or Tablet – What Works Best?

Step by step: how digital check-in works with Gjestin

1. The guest arrives

   The guest comes to the entrance or reception and sees a QR code or a tablet with the Gjestin kiosk.

2. Scan or tap

   The guest scans the QR code with their phone camera, or starts check-in directly on the tablet. The check-in form opens immediately – no login or app required.

3. Fill in the form

   The guest enters their name, company and who at the business they're meeting. You can customise the form with extra fields – for example the purpose of the visit, a licence plate number for parking registration, or signing a non-disclosure agreement.

4. Privacy information is shown

   Before the guest confirms, brief information is shown about what the data is used for and how long it's stored, in line with GDPR Article 13.

5. The host employee is notified automatically

   Immediately after check-in, an SMS and/or email is sent to the employee the guest is meeting: "Per Hansen from Telenor has arrived and is waiting for you in reception."

6. The visit is logged

   The guest's name and time of visit are added to the admin panel. Security staff or the receptionist can see a real-time overview of everyone inside the building, and the evacuation list is updated automatically.

7. Check-out on departure

   The guest scans the QR code again on departure to check out, or the system automatically registers check-out after a set time. The visit is now fully documented.

What do you need to get started?

To set up digital check-in with a QR code, you need:

• A subscription to a visitor system (Gjestin Basic from NOK 990/month)
• A printer to print the QR code (or a screen to display it on)
• An internet connection on site

If you also want a tablet:

• An iPad (4th generation or later) or an Android tablet
• A stand – ideally with a lock for security
• Power for the tablet (either a wall outlet or a battery-powered stand)

Setup takes under 30 minutes. Gjestin has a guide that takes you through every step, with Norwegian support available if you need help.

Who is digital check-in suitable for?

Digital check-in and GDPR

Digital check-in involves collecting personal data, so GDPR applies. It's actually one of the main reasons to switch from paper to digital: paper-based visitor books are rarely GDPR-compliant, because every guest can see each other's names.

Gjestin is built with GDPR compliance at its core:

• All data is stored encrypted on Norwegian servers
• Guests are automatically shown GDPR information at check-in
• Data is automatically deleted after a chosen period (90 days by default)
• Only authorised users have access to the visitor log
• A data processing agreement is offered to every customer

Read more in our article on GDPR and visitor registration.

Digital check-in and HSE

One of the most important features of digital check-in is the evacuation list. In a fire or emergency, it's crucial to know exactly who is inside the building – including visitors who may not know the escape routes.

With Gjestin, security staff or the person responsible for HSE can pull up the evacuation list directly on their mobile phone – regardless of whether the PC in reception is unavailable. The list shows everyone checked in in real time and can be used for roll call at the assembly point.

Read more in the article Evacuation and HSE: How to Know Who's in the Building.

Pre-registering guests

Digital check-in can be made even smoother with pre-registration. Employees using Gjestin can send an invitation to the guest by email or SMS before the visit. The guest registers in advance and receives a QR code in return. On arrival, the guest scans the code and is in within seconds – without filling in the form again.

This is especially useful for:

• Meetings with many participants (board meetings, courses, conferences)
• Recurring supplier visits where the same people come regularly
• Security-cleared facilities where pre-clearance is required

Questions and answers about digital check-in