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How to Set Up a Microsoft 365 Visitor Check-In App

Nimra Malik Oct 26, 2026 869 views

Question details

The user is looking to create a self-service visitor management and reception check-in process for guests and contractors.

How to Set Up a Microsoft 365 Visitor Check-In App

Product: Microsoft 365
Device & OS: not provided
Scenario: Implementing a seamless reception check-in process for external visitors and contractors at an organization.
Observed behavior: Seeking a way to deploy a customized visitor management app utilizing Microsoft resources like Power Apps, Power Automate, and SharePoint.

Before you start

Ensure you have Microsoft 365 global admin or environment admin privileges to deploy apps in Power Apps and create backend lists in SharePoint.

Solution 1Recommended

Deploy a Visitor Sign-In Sample from Power Platform

Use pre-built community templates to quickly configure a check-in app without building from scratch.

The Microsoft Power Platform Community provides free templates that integrate seamlessly with your existing Microsoft 365 tenant. This method provides high customizability while retaining your data within SharePoint and Microsoft Dataverse.

Download the Template

Visit the Microsoft Power Platform Community and search for the 'Visitor Sign-In' sample app template. Download the solution package to your local drive.

Set Up Backend Storage

Open SharePoint and create a new list for your visitor logs. Ensure it has columns for Visitor Name, Company, Host Name, and Check-in Time.

Import and Configure

Navigate to the Power Apps maker portal (make.powerapps.com). Go to 'Solutions', click 'Import', and upload the downloaded package. Connect the app to your newly created SharePoint list.

Enable Notifications

Open Power Automate and link the flow provided in the template to send an email or Microsoft Teams notification to the host when a visitor successfully signs in.

Deploy a Visitor Sign-In Sample from Power Platform

Security Tip: Configure the Power App to run in Kiosk Mode on a dedicated reception tablet to prevent visitors from accessing other corporate data.

Solution 2

Install a Visitor Management App from the Microsoft Store

Utilize existing third-party or Microsoft-approved check-in apps from the app store for a faster deployment.

Free Microsoft Office alternative

Manage Visitor Logs Effortlessly with WPS Office

If you don't require an automated enterprise app, WPS Office offers a free, lightweight alternative. You can easily create a professional visitor log or digital check-in tracker using WPS Spreadsheet and WPS Form without needing complex Power Platform configurations.

1. Create a Visitor Log: Open WPS Spreadsheet and use a pre-designed template to track visitor names, dates, times, and purposes.
2. Set Up a Digital Form: Use WPS Form to create a shareable digital check-in sheet that guests can fill out on a tablet or via a QR code at the reception desk.
3. Export and Secure: Export your daily or weekly visitor logs to PDF format instantly for secure, non-editable record keeping.

Free and lightweight alternative to Microsoft OfficeFully compatible with Microsoft Excel, Word, and PowerPoint formatsEasily build digital visitor sign-in sheets using WPS FormsFamiliar user interface for quick adoption and seamless migration

microsoft office alternative - wps office

Frequently Asked Questions

What licenses are required for a Microsoft 365 visitor check-in app?

Depending on the complexity and the connectors used (e.g., standard SharePoint vs. premium Dataverse connectors), you may be able to use the seeded Power Apps licenses included with your E3/E5 subscription, or you might require standalone Power Apps per-user or per-app licenses.

Can external guests use the Power App without a Microsoft account?

Yes. Typically, the reception check-in app is set up on a shared device (like an iPad or Surface tablet) that is securely logged in using a generic service account. Visitors simply interact with the app's interface without needing to sign in to a Microsoft account.

Where is the data stored when using the Visitor Sign-In sample?

Most Power Platform community samples are designed to store visitor data securely in a SharePoint list or within Microsoft Dataverse environments hosted in your own Microsoft 365 tenant, ensuring compliance with your organization's data retention policies.

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