Visitor Management - Construction Contractors

Good afternoon.  The best I can think of is for some way to get them a QR code or a 6 digit code.  That being said, this will not generate without an email.  Would you be open to a short call to review some ideas or possible options?  If so, you can email me at dave.becker@appspace.com and we can arrange a call.  

Please know this response comes from one of my peers/colleagues, so I am offering this as guidance from them. Hope this will help you. 


 

Recurring QR code:
Instead of checking each crew member in individually as a drop-in guest, we can set up one recurring visitor invitation for the whole project (e.g., under a generic name like "Construction Crew") tied to a recurring reservation for the length of the job. Appspace has a "multi check-in/check-out" setting that lets the same QR code be scanned repeatedly by different people until the event ends. So we'd generate that one QR code once, print/laminate it, and the foreman or facilities director just scans it each morning for however many crew show up — no email, no per-person registration, no waiting on a receptionist.

This should also cut down on the timeouts, since those are likely tied to the drop-in flow creating a brand-new guest record every single time. A recurring code hits the system very differently.

Badge printing:
Appspace natively supports Brother QL series label printers for this. We can hook one up either at the kiosk or at the facilities director's station, and set badge printing to "Auto" so every time that QR code gets scanned, a badge prints automatically without anyone hitting a manual print button. It'll need to be paired with a kiosk device running iOS 26, Android 12+, ChromeOS, or Neat OS.

Based on Appspace's documentation, there's a specific feature built for almost exactly this scenario — the trick is combining a recurring visitor invitation with the multi check-in/check-out rule, rather than relying on drop-in guest check-in each time (which is likely what's causing your timeouts, since drop-in creates a brand-new record every visit).

The setup

1. Create one recurring event/reservation for the project In the Space Reservation / Visitors console, set up a recurring booking for the duration of the construction project (host = your facilities director). There's a "Visitor multi check-in/check-out" option you can enable at the resource rule level — this is the key setting.

2. Invite a single generic "visitor" instead of 10 individuals Rather than inviting each crew member by email, create one visitor invitation under a generic name (e.g., "ABC Construction Crew"). Confirming that single invitation generates a QR code and a 6-digit alphanumeric code used at the visitor kiosk to check in.

3. Enable multi-use on that one QR code This is the part that solves your actual problem: Appspace has a multi-check-in/check-out feature that, when enabled, lets visitors check in and out multiple times using the same QR code, code, or email until the event ends. Administrators can set this constraint at the building level so visitors can check in and out multiple times throughout an event using the same QR code.

4. Print and reuse it Once that single QR code is generated, print/laminate it once. Your facilities director scans it (or has the crew scan it) each morning at the kiosk — no email required, no receptionist needed, no re-registration per person. Since it's tied to a recurring reservation, it stays valid for the life of the project without you regenerating it daily.

On the timeout issue specifically

Since drop-in check-in creates a new record and often calls out to directory/email validation each time, doing this 10x per morning is a likely contributor to your kiosk timing out. Moving to one recurring, reusable QR code should reduce those repeated backend calls significantly. Appspace's Visitor Kiosk card supports both QR/code check-in for invited visitors and a separate drop-in feature for on-the-spot invitations — worth confirming with Appspace support whether drop-in specifically is what's timing out, since that would confirm switching to the recurring-invite approach as the fix.

One thing to check with Appspace support directly

The multi-check-in rule documentation notes it's only supported at the building level and tied to resources created by the Appspace provider — so your admin will want to confirm your specific building/site is configured to allow this before rolling it out. Their support team can walk through the exact console steps (Console → Space Reservation → Resource Rules → enable Visitor multi check-in/check-out) since UI paths shift between releases.

Badge Printing from the QR Code:

What's supported

Badge printing is currently supported on iOS 26, Android 12 (or later), ChromeOS, and Neat OS devices, all configured with Brother QL Series printers. So whichever device you're running the kiosk/facilitator dashboard on, it needs to be one of those OS versions, paired with a Brother QL series printer (QL-800, QL-820NWB, etc. are common choices vendors use for this exact use case).

How to set it up in Appspace

1. Connect the printer to the kiosk device — Brother QL printers connect via WiFi, Bluetooth, or USB depending on model. If a non-supported device is used for the kiosk, the print option must be disabled instead.
2. Configure the Visitor Kiosk card — there are "Print Badge" options for Auto and User Action, plus a toggle for whether to include the visitor photo on the badge.
3. Set it at the admin level too — if badge printing is required, a supported printer needs to be connected either to the visitor kiosk itself or to the device where the facilitator dashboard is displayed — so you have flexibility on whether the printer sits at the kiosk or at your facilities director's station.

How this fits with your recurring QR code setup

Since you're already planning to enable multi-check-in on one recurring QR code for the crew, you'd set Print Badge = Auto so each scan of that same QR code automatically kicks out a badge for that person, rather than your director having to tap print manually 10 times. Each badge would pull from whatever fields are on the visitor record (crew name, date, "Construction — Escort Not Required" language, etc.) — so even though it's the same QR code, each print run captures that day's check-in timestamp.

One caveat worth flagging to your admin

Older docs mention badge printing being iOS 15/Brother-QL-only, but the current requirements list has expanded to include Android, ChromeOS, and Neat OS. Worth double-checking with Appspace support which specific kiosk hardware you're running, since the supported device list has changed over time and you don't want to buy a printer that doesn't pair with your current kiosk OS version.