Workflow Configuration

How to set up and customize visitor management workflows on the friendlyway Cloud Platform.

friendlyway Visitor Management is based on defined workflows — configured processes that represent sequences of screens on check-in kiosks for different visitor types.

Each screen in a workflow is assigned a unique URL that can be embedded as a web object in a ScreenFlow for kiosk playback.

To create and configure workflows, go to Check-in → Workflow. A standard (default) workflow is preconfigured for new Platform users.

The configuration options described here cover workflow-specific settings. You can configure general settings that apply across all your visitor workflows on the Settings tab.

Adding and copying workflows

• The left-side panel displays your workflow list (in alphabetic order), which is collapsible and expandable via the bottom arrows (Hide <, Show >).

• Click + Add at the top of the panel to create a new workflow.

• Use the three-dot action menu for any workflow on the panel to:

  • Rename the workflow

  • Copy it (create a new workflow with the same settings)

  • Delete it (Note: The default workflow cannot be deleted)

Tip: If you need a slightly modified workflow for a different target group, copying an existing workflow rather than adding a new one can save you time.

Defining overall workflow properties

Before selecting individual screens, use the Properties panel on the right side to customize the overall workflow, including its:

• Default and secondary languages

• Timeout in seconds

• Date and time format options

• Design schema and settings

• Additional settings (hide back button, keyboard, or language selector, restrict check-in without checkout, trigger a certain action, or make adjustments related to keyboard size on the screens)

Configuring workflow screens

A workflow is visualized on the Platform as a tree diagram, where each card represents a separate screen and connector lines roughly define the screen order.

The actual screen order is determined by the composition of your ScreenFlow, where you have freedom to embed individual workflow screens in any sequence that fits your purpose.

To configure an individual screen, select it by clicking a card and make the necessary changes in the settings panel on the right.

While different scenarios are possible, the most basic workflow comprises the following screens:

1

Welcome

An initial welcome screen that presents visitor options.

2

Self-Registration

A planned visitor pre-registers online via the link in their invitation email, whereas an unplanned (ad hoc) visitor registers by providing their personal details at the kiosk. They may be later asked to sign documents, complete questionnaires, fill out forms, or agree to security terms.

3

Check-in

The visitor arriving at the venue should enter their PIN or present their QR/barcode for scanning at the kiosk to get checked in.

4

Check-in Result

A confirmation screen where the visitor may be added to a wait list until the host approves or rejects their access to the premises. A badge or an RFID card may also be issued to allow visitors to move freely around the premises. Notifications and other features are also configured here.

5

Checkout

Upon departure, visitors can check out using the kiosk, or the system may automatically check out all visitors at a pre-configured time (cross-workflow setting).

6

Checkout Result

A screen with a farewell message.

Information about checked-in and checked-out visitors is then stored in the Visit Log for compliance and reporting.

Screens for configuring individual system features include:

• Agreement

• Form

• Photo

• Map

• ID Verification

• Profile

• Badge

• Physical access

• Call

• Error

• Timeout