One Kiosk for the Whole Building – Visitor System for Commercial Buildings

A commercial building with three tenants doesn't need three separate visitor systems. Gjestin is built to handle setups where a single shared kiosk in the entrance area serves every company in the building – with full separation of data and administration between tenants. Here's how it works in practice.

The challenge of multi-tenant commercial buildings

Many commercial buildings have a single shared reception on the ground floor, but the tenants are spread across different floors and have different employee lists, different contact persons and different needs. Traditionally, the solution has been either one large shared visitor book (chaotic), separate systems per tenant (expensive and impractical), or no registration at all (not GDPR-compliant).

Gjestin solves this with a hierarchical setup that works like this:

1. The guest arrives and is greeted by the kiosk in the entrance area
2. The kiosk shows a list of every company in the building
3. The guest selects which company they're visiting
4. The guest selects who they're meeting from that company's employee list
5. The employee is notified by SMS regardless of which floor they're on

Data separation – every tenant is isolated

A critical requirement in multi-tenant setups is that tenants' data is fully separated. Tenant A cannot see tenant B's visitor log, and neither can see the other's employee list. Each company has its own administration account in Gjestin with access only to its own data.

The building owner or the building's facilities manager can be given access to an aggregated dashboard showing total visitor volume per day – useful for planning security staffing and cleaning – without exposing any personal data.

Who manages the system?

It's flexible. The most common models are:

Model 1: The building owner manages it

The building owner or property manager has a single Gjestin subscription and sets up every tenant as a separate "location" in the system. The building owner handles invoicing and technical administration. Tenants log in with their own user accounts and manage only their own employee lists. This is the simplest model for the building owner.

Model 2: Tenants manage it themselves

Each tenant has its own Gjestin subscription. They share the physical kiosk in the entrance area (a single iPad), but each manages their own system. This gives tenants full autonomy and is a natural fit if the tenants are large enough to handle it themselves. The Gjestin subscription is per company, not per kiosk.

Evacuation in multi-tenant buildings

One of the biggest benefits of a shared visitor system in a commercial building is the evacuation overview. In an emergency, you need to know who is in the entire building – not just with one tenant. With Gjestin Advanced, the building's HSE officer has access to a combined evacuation list that includes every checked-in guest, regardless of tenant.

This is impossible to achieve with separate systems per tenant, and completely impossible with paper-based solutions. Read more about evacuation and HSE requirements.

Practical setup – what do you need?

For a multi-tenant setup, you need:

• One iPad placed in the entrance area (or one per entrance door)
• A Gjestin subscription per tenant, or one shared subscription managed by the building owner
• An internet connection at the kiosk – WiFi or a network cable
• Setup of the tenant structure in the admin panel – typically takes under an hour

We'll help you through the setup and can run a digital training session for all tenants' administrators at the same time. Get in touch to discuss what works best for your building.

What about visitor passes and access control?

Gjestin can issue visitor passes (printable or digital) to guests at check-in. In buildings with access control, the visitor pass can be used as documentation that the guest is registered and authorised. Integration with physical access control systems (such as Salto, Assa Abloy or Paxton) is available via Power Automate – get in touch to discuss the possibilities.