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Self check-in · AI assistant · Live queue · TV calling

Check-ins in seconds,
not half an hour.

Workflow replaces clipboards, sign-in sheets and front-desk lines with a tablet visitors check themselves in on — by tapping, or just talking to an AI assistant, in six languages — a live queue your staff work from any computer, and a waiting-room TV that calls each person to the right room.

Create free account See how it works
  • Live in an afternoon
  • Runs on tablets & TVs you already own
  • Nothing to install
  • Six languages built in
92%
faster check-in
30 min → 2.5 min average
27.5 min
given back to every visitor
no lines at the front desk
<1 sec
from tablet to staff screen
real-time, no refreshing
0
clipboards, sheets or pens
and no re-typing at the desk

The problem

Your front desk is a bottleneck — and everyone feels it.

Paper sign-in sheets, a line at reception, staff copying names into a computer, visitors asking “how much longer?”, and someone shouting names across a crowded waiting room. Every minute of it costs you.

Before

The clipboard routine

  1. 8 min Wait in line to reach the desk
  2. 6 min Fill in a paper form on a clipboard
  3. 7 min Staff re-type it and look up the visit
  4. 5 min Questions, corrections, “which room?”
  5. 4 min Names called out — missed, called again
≈ 30 minutes before the visit even starts
With Workflow

Tap, type, take a seat

  1. 15 sec Tap the reason for the visit on the tablet
  2. 45 sec Type name (and phone or birth date if needed)
  3. instant Staff see them in the queue — nothing to re-type
  4. ~1 min Called on the TV: “Maria G. — please go to Room 2”
  5. 0 min No line, no shouting, no paper
≈ 2.5 minutes on average

How it works

Three screens. One smooth visit.

Everything runs in a web browser and stays in sync in real time — the moment a visitor taps “Continue”, your team knows.

1

Visitors check themselves in

A tablet at the entrance greets each visitor in your branding. They tap why they came, type their name — and they’re in line. No paper, no waiting at the desk.

2

Staff see them instantly

New arrivals appear on every staff screen in under a second — with a chime, wait times and color-coded reasons. Call, check in, transfer or mark a no-show in one click.

3

The TV calls them to the right room

“Now calling Maria G. — please go to Room 2.” A chime and full-screen announcement in the waiting room, using only first names and last initials for privacy.

Features

Everything a busy front desk needs. Nothing it doesn’t.

Built from real front-desk workflows — from the first tap on the tablet to the end-of-month report.

Self check-in kiosk

A friendly, touch-first check-in on any tablet. Large buttons, clear steps, automatic reset for the next visitor, and a help button that alerts your staff.

AI check-in assistant New

Visitors talk or type instead of filling in a form. The assistant collects what each visit needs, and visitors confirm their details before checking in.

Six languages New

English, French, Russian, Vietnamese, Chinese and Spanish. Your own text translates automatically, and staff see each visitor’s preferred language.

Live staff queue

Today’s line for every kiosk, updated in real time on every computer. Wait times, filters, search, sorting, and adjustable columns and text size.

Call to a station

Call visitors to a room, desk or window with a custom message. Your last station is remembered, and “Call again” tracks repeat calls.

Waiting-room TV display

“Now calling” announcements with an optional chime and full-screen flash, plus a numbered waiting list. Fully brandable — colors, fonts, logo and background.

Reasons & smart routing

Visitors pick why they came. Each reason can route to a different queue, require a phone or birth date, follow its own opening hours and color-code the row.

“Checking in now” radar

See who is mid-check-in, at which kiosk and which step — so you can greet people by name and help anyone who’s stuck before they reach the desk.

Your brand, your words

Upload your logo and background, then tune every color and font size with a live preview. One-click readability presets keep text crisp over photos.

Instant email alerts

Notify the right person the moment someone checks in for a specific reason — the lab, a provider, a manager — with your own subject and message.

Multi-location ready

Run every site from one account. Each facility has its own time zone, kiosks, TVs and queues — duplicate a kiosk to open a new location in minutes.

Team roles & staff portal

Owners, admins and staff each see exactly what they need. Staff get a focused portal for the queue and history — no settings to break.

Reports & CSV export

Visits, average and longest waits, no-show rates, by reason and by queue, for any date range — and every check-in downloadable as a spreadsheet.

Set up a device in seconds

Scan a QR code with the tablet’s camera, or type a short pairing code on the TV. No long web addresses, no IT ticket.

New AI check-in assistant

Visitors just say who they are. The assistant does the rest.

Turn any kiosk into a friendly assistant that visitors talk or type to — no form to figure out. It asks the right questions for each visit, then shows the details on screen to confirm.

  • Talk or type — a short conversation instead of a form
  • Understands “I’m here for my blood test” and picks the right reason
  • Asks for phone or date of birth only when that visit needs it
  • Nothing is submitted until the visitor taps “Yes, check me in”
  • Alerts your staff when someone asks for a person
  • Prefer the classic form? Visitors switch with one tap, and you choose per tablet when you pair it
You stay in control. The assistant runs on F9 Networks’ own AI service, not an outside AI company, and healthcare clients get a signed BAA. You decide which tablets use it, and you can turn talking off for any kiosk so visitors type and nothing goes to a speech service. Every check-in is confirmed by the visitor first.

New Six languages

Welcome every visitor in their own language.

Offer English, Français, Русский, Tiếng Việt, 中文 and Español on any kiosk. Visitors tap their language, and your team sees it the moment they check in.

  • Visitors pick their language on the welcome screen
  • Buttons, labels and messages come translated out of the box
  • Translate your own messages and reasons automatically, then review them
  • Staff see each visitor’s preferred language in the queue, so you know when to bring an interpreter
  • The AI assistant listens and replies in the language they chose

For your front desk

One click per step. Every visit accounted for.

Your team works from a single, calm screen. Each row shows who’s waiting, for what, and for how long — and the actions they need are right there.

  • Call — announce on the TV with the station and message
  • Check in — done, timed and signed with the staff member’s name
  • No-show — clears the line and counts toward your reports
  • Return to queue — a fresh visit for someone who needs another turn
  • Transfer — move a visitor to another queue in one step
  • Add at the desk — for phone-ahead or walk-up visitors

For your visitors

A welcome that looks like you — and works for everyone.

Design your kiosk and TV with your logo, photos, colors and words, and see every change live before it reaches the screen. Large, high-contrast buttons make check-in easy for every age.

  • Custom welcome, questions and thank-you messages
  • Each reason with its own color, hours and routing
  • Ask for phone or date of birth only when you need it
  • Six languages, plus an optional AI assistant visitors can talk to
  • Portrait or landscape, any tablet size, edge-to-edge
  • Changes appear on every screen within seconds
“Mornings used to start with a line out the door and a stack of clipboards. Check-in took our patients about half an hour before they even sat down. With Workflow it averages two and a half minutes. Our front desk finally has time to actually help people — and the waiting room is quiet.”
Practice ManagerMulti-location family health clinic

Average check-in time

0102030 30 min 2.5 min Before With Workflow
92%less time to check in
12×faster front desk

Time savings calculator

See how much time you could give back.

Move the sliders to match your front desk. We compare your current check-in time with Workflow’s 2.5-minute average.

0hours of waiting removed every week
0hours a year
0staff hours freed a week
0minutes saved per visitor
0full-time staff equivalent

Estimates only. “Staff share” is the part of today’s check-in time your team spends taking details and re-typing them; a full-time equivalent is 40 hours a week.

Who it’s for

Anywhere people wait their turn.

Hospitals, medical & dental clinics

Appointments, walk-ins and lab work in separate queues, birth date to tell patients apart, check-in in the patient’s language, and a signed BAA with F9 Networks.

Government & public offices

Route each service to the right window and keep crowded lobbies calm and orderly.

Universities & advising

Advising, financial aid and registrar desks — students see when it’s their turn.

Pharmacies & labs

Pick-ups, consultations and collections, each with its own hours and alerts.

Service & repair centers

Drop-offs, collections and support desks without a line at the counter.

Salons, spas & studios

Branded, welcoming check-in that frees your team to focus on clients.

Get started

Up and running this afternoon.

No hardware to buy, no software to install, no consultants. If you can use a web browser, you can set up Workflow.

Create free account
  1. 1
    Create your account

    Sign up in under a minute and add your location.

  2. 2
    Design your kiosk

    Add your reasons for visit, logo and colors — with a live preview.

  3. 3
    Connect your tablet & TV

    Scan a QR code or enter a 6-character pairing code. Done.

  4. 4
    Invite your team

    Add admins and staff; they sign in and start calling visitors.

Security & privacy

Built to protect your visitors — and your business.

Two-factor sign-in

Authenticator-app 2FA for every team member, with secure self-service recovery.

Encrypted secrets

Passwords hashed, authenticator and mail-server secrets encrypted at rest.

Privacy on screen

Waiting-room TVs only ever show first names and last initials.

Role-based access

Staff see the queue; only owners and admins change settings, billing and the team.

Secure payments

Card details go straight to Stripe — they never touch our servers.

Full audit trail

Every check-in records who handled it and when, plus sign-in history for every account.

Private AI, hosted by F9

The AI assistant and automatic translation run on F9 Networks’ own dedicated AI service, not an outside AI company.

AI only where you want it

Choose the AI assistant or the classic form for each tablet. Visitors can switch to the form any time, and nothing is checked in until they confirm.

Voice on or off

Turn talking off for any kiosk with one switch. Visitors type, and nothing they say is sent to a browser speech service.

Healthcare ready. F9 Networks signs a Business Associate Agreement (BAA) with every healthcare client.

FAQ

Questions, answered.

Still curious? Browse the full Help Center.

What equipment do I need?

A computer for your staff, a tablet (iPad or Android) for each check-in kiosk, and optionally a TV with a web browser — or a streaming stick or mini PC — for the waiting room. Workflow runs in the browser; there’s nothing to install.

How long does setup take?

Most teams are checking visitors in the same afternoon: create an account, add your location and reasons, then scan a QR code on the tablet.

Do visitors need an app or an account?

No. They simply tap and type on the tablet at your entrance, or talk to the AI assistant.

How does the AI check-in assistant work?

Visitors talk or type, and the assistant asks for their name, reason for the visit and anything that reason needs. It then shows the details on screen, and nothing is submitted until the visitor taps “Yes, check me in.” It runs on F9 Networks’ own dedicated AI service, hosted by F9 Networks, not an outside AI company. It’s optional: you choose the assistant or the classic form for each tablet when you pair it, and visitors can always switch to the form. Talking works in Chrome or Edge, and typing works everywhere.

Who controls the AI and visitor data?

You do. You choose which tablets use the AI assistant and which use the classic form. You can turn talking off for any kiosk, so visitors type and nothing is sent to a browser speech service. Conversations go only to F9 Networks’ own dedicated AI service, and visitors confirm every check-in before it’s submitted. Automatic translations are only suggestions until you review them.

Which languages are supported?

English, French, Russian, Vietnamese, Chinese and Spanish. Choose which ones each kiosk offers. Built-in text is already translated, and “Translate automatically” drafts your own welcome messages and reasons for you to review. Each check-in records the language the visitor chose, so your team can see it in the queue.

Can I run several locations?

Yes. Each location (facility) has its own time zone, kiosks, queues and TVs, all managed from one account. You can duplicate a kiosk to set up a new site in minutes.

What do visitors see on the TV?

Only first names and last initials — for example “Now calling Maria G. — please go to Room 2” — plus an optional numbered waiting list.

What if someone doesn’t show up when called?

Call them again with one click, or mark them as a no-show. If they come back, “Return to queue” gives them a fresh turn — and your reports track it all.

Can staff add people who don’t use the tablet?

Yes — “New check-in” adds phone-ahead or walk-up visitors to the same queue.

Is our data secure?

Accounts support two-factor authentication, passwords are hashed, secrets are encrypted, access is role-based, and payments are handled entirely by Stripe.

Do you sign a BAA for healthcare?

Yes. F9 Networks signs a Business Associate Agreement (BAA) with every healthcare client. The AI assistant and automatic translation run on F9 Networks’ own dedicated AI service, not an outside AI company, and you can turn voice off for any kiosk.

Turn 30-minute check-ins into 2.5.

Give your visitors their time back and your front desk room to breathe.

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