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Solution · Operations & productionThe customer checks in on a screen at the door, and the visit register writes itself
Entrance kiosk: declarations and the visit register
A tablet in a stand at the entrance walks the customer through what happens by pen at the counter today: details, the rules, a declaration signed on screen. A UiPath robot files the signed document in the archive, adds the entry to the visit register and tells staff in Teams who is checked in. The range officer keeps doing his job; only the paper and the queue disappear.
Executive summary
Every entry to a shooting range or a similar venue starts with paper: a declaration, a line in the visit register, sometimes a booking number; at peak times one person behind the counter handles it all while the queue grows to the door.
A tablet kiosk walks the customer through it alone: details, the rules, a fingertip signature on screen; the robot files the declaration as a PDF, adds the entry to the visit register and tells staff in Teams who is ready.
A regular types his phone number and only signs, because his details fill themselves in; check-in drops from minutes to under one, and the register is complete and searchable whenever an inspection asks.
a kiosk app in Power Apps on an ordinary tablet; the declarations archive and visit register in SharePoint; staff notices in Microsoft Teams; bookings from Bookings or your own system
Business problem
Paper at the door costs the most exactly when the venue is busiest
Shooting ranges, trampoline parks and similar venues share the same entry ritual: before the customer does what they came for, they fill in a declaration and get entered into the visit register. On a weekday it is a formality. On Saturday at ten it is twelve people at once, one person behind the counter, two pens and a clipboard circling the waiting area. The paid lane or court time is running while the customer queues for a sheet of paper.
Paper has a second life too: the binder. Declarations land there by the hundred, register lines are written by hand between one customer and the next, so they end up incomplete or illegible. When an inspection comes, or anything needs proving weeks later, somebody leafs through the binder hunting for one signature from the 14th of March. Sometimes the Saturday sheet is simply not there, because something slipped in the rush.
The most absurd part concerns the regulars. A club member who has come every Wednesday for three years fills in the same form with the same data every Wednesday. He loses patience, the staff lose time, and the quality of the entries drops, because routine loosens care exactly where the records should be ironclad.
At the same time nobody sensible wants to hand a machine the part of the entrance that truly matters: the human contact, the judgement, the safety briefing and the range officer’s decision. That stays with people. What needs automating is the sheet, the register line and the queue, which is everything the customer and the staff honestly hate.
How it works today
Below is what the work looks like before anything is automated.
- PersonThe customer walks in and receives a clipboard with a declaration and a pen
- WaitingAt peak times forms are filled in on knees in the waiting area while the queue grows
- Risk of errorStaff decipher the handwriting and copy a line into the visit register
- Risk of errorThe declaration lands in a binder, hundreds of sheets a year
- WaitingA regular fills in the same form at every single visit
- Risk of errorAt an inspection somebody leafs through the binder hunting for one signature
Why the current process costs more than it appears
The bill that never shows up in a budget.
- How many counter minutes does one entry cost: handing out the form, deciphering it, the register line, filing the sheet?
- How many customers at the Saturday peak see the queue and put the visit off?
- How long does it take to find a specific declaration from two months ago when somebody asks?
- How many register lines are incomplete or illegible because they were written in a rush?
Cost of inaction
The model assumes 850 entries a month and 4 counter minutes per set: form, deciphering, register line, filing. You will see your own numbers in the visit register and the staff roster.
The estimate puts no price on record quality: an incomplete line or a lost declaration costs nothing until somebody asks about it. Then it costs a lot.
A model organisation with realistic proportions – the numbers exist so you can run the same maths on your own data; they are not a client result.
A sports shooting range with a club: 6 lanes, about 850 entries a month, two staff at weekends, bookings in Bookings, Microsoft 365. Declarations on paper, the visit register by hand.
Saturday, 9:55 am: twelve people in front of the counter, including a company with a 10 am booking and three club members who came as they do every week.
Each walks up to the tablet by the door. The company picks its booking from the list, the participants enter their details one by one, scroll the rules to the end and sign with a fingertip.
A club member types his phone number; his details fill themselves in, so he only reads and signs. It takes him less than a minute, before he has taken his jacket off.
The robot files every declaration as a PDF in the group’s SharePoint archive, adds a register line with the time and lane, and the staff channel in Teams grows a list: “checked in: 12, incl. booking Kowalski Ltd”. The range officer runs the briefing and decides, as always.
In the modelled Saturday the counter writes not a single line by hand, and the queue for a sheet of paper disappears. These are model figures, not the venue’s records.
Proposed solution
The kiosk is an ordinary tablet in a stand, running an app built in Power Apps, part of the Microsoft 365 you already have. The app leads the customer step by step: pick a booking or walk in, enter details, scroll the rules, sign the declaration on screen. The wording of the form and rules is yours to the comma; our job is making it touchable.
Behind the screen works a UiPath robot: it saves the signed declaration as a PDF in a SharePoint archive, adds the entry to the visit register with the time, and tells staff in Teams who is checked in and which lane they are waiting for. A returning customer types a phone number and gets the form pre-filled from previous visits, so only the signature remains. On the way out, one tap can record the exit time, if your register keeps those too.
The kiosk deliberately does not do two things. It does not verify identity or permits: documents are checked by a person, as before. And it does not replace the range officer: the briefing, the judgement and the decision to admit stay entirely with people. If the tablet dies or a customer prefers paper, the counter works the old way, and staff can complete the entry in the same app from their computer.
UiPath Orchestrator: the check-in queue, retries and an audit trail of every register entry; UiPath Integration Service connectors to SharePoint, Teams and Outlook 365; Power Apps as the kiosk app on an ordinary tablet
A kiosk app with your form, rules and on-screen signature, a PDF declarations archive, an automatic visit register, a returning-customer mode and check-in notices in the staff Teams channel
Bookings from Microsoft Bookings or your reservation system via export or API; the tablet and stand supplied by the venue, no dedicated kiosk hardware
How the automated process works
- AutomationAt the tablet the customer picks a booking or walks in from the street
- SystemDetails, rules and a signature on screen; a regular only signs
- AutomationThe robot files the PDF declaration and adds the line to the visit register
- AutomationStaff see the checked-in list and booking numbers in Teams
- PersonDocuments and permits are checked by a person; the range officer briefs and decides
- SystemAt an inspection a declaration is found by surname in seconds
Human-in-the-loop model
Automation handles
- Walking the customer through the form, the rules and the on-screen signature
- The PDF archive and the visit register with times, with no handwritten lines
- Check-in notices in Teams and pre-filling details for returning customers
People decide
- Checking documents and permits; the kiosk verifies nothing on a person’s behalf
- The safety briefing and the range officer’s decision to admit
- Exceptions: a customer without a phone, a group of minors, a dead tablet, the paper fallback
Before and after
Systems and integrations
The stack is short on purpose: one engine, one execution layer, one place where a person decides.
Inputs
- your declaration form and venue rules
- bookings from Bookings or the reservation system
- returning customers’ details from previous visits
- taps and signatures on the tablet at the door
Automation layer
- UiPath Orchestrator
- UiPath Robots
- UiPath Integration Service
- UiPath Action Center
Target systems
- a PDF declarations archive in SharePoint
- a visit register with entry and exit times
- check-in notices in the staff Teams channel
Human touchpoints: documents and briefing as before; a glance at the checked-in list in Teams; a weekly look at the register
Technologies used
the check-in queue, retries, an audit trail of every register entry
Athe form, rules and signature on an ordinary tablet’s screen
Athe archive, register and notices where staff already look
Athe day’s bookings via connector, export or API
Bstandard consumer hardware bought by the venue; no dedicated kiosk units
BHow we deliver this
From this description to a running process
We deliver this solution through our process automation service: first we measure the process on company data, then we build, test and maintain the robots.
Industry
Case studies
Delivered client work is described under Case studies.
Illustrative economic model
Numbers you can check against your own data.
The model assumes 850 entries a month and recovering most of the 4 counter minutes per entry; it puts no price on customers saved from giving up in the queue, because we do not honestly know that number. Put your own figures into the calculator beside.
Run the numbers on your data
An illustrative estimate based on your inputs. It models freed capacity, not promised savings.
Business benefits
- Check-in in tens of seconds instead of minutes, even when a whole group walks in at once
- A visit register that is complete, legible and timestamped, without a single handwritten line
- Declarations in a PDF archive, findable by surname in seconds
- Regulars stop filling in the same form every week
- Staff see in Teams who is checked in and spend their time on people, not paper
The management view
- Entrance throughput grows without an extra hire, visible on the best, most profitable Saturdays
- Attendance records stop depending on handwriting and haste; at an inspection everything is in place
- The same mechanics work in any venue with declarations at the door, from a shooting range to a trampoline park
Board-level KPIs
time from door to check-in · queue length at the Saturday peak · completeness of visit register entries · time to produce a declaration on demand · share of regulars checked in under a minute
Security and governance
The automation has exactly the permissions it needs. Not one more.
- The kiosk collects only the data the declaration and register need; the retention period is set by the venue, in line with GDPR
- The kiosk scans no identity documents and records nothing; document checks stay with staff
- The on-screen signature is embedded in the declaration PDF, and every register entry is logged: who, when, from which device
- Admission to shooting is decided solely by the range officer; the kiosk assesses and admits nobody
- Data stays in your Microsoft 365 tenant; the robots run in the EU region of UiPath Automation Cloud
Why now
The season of strong weekends arrives faster than a deployment takes; a quick-win kiosk stands at the door within weeks.
Customers know on-screen check-in from airports and clinics; a pen on a clipboard stands out more every year, and not favourably.
The tablet and Power Apps are hardware and licences most venues with Microsoft 365 already have, or can add cheaply.
Relevant executive roles
The best Saturdays stop bottlenecking at the counter; the records are ready for any inspection
They work with people and safety instead of handing out pens and copying entries
Checks in within a minute, and as a regular only signs; the queue for a sheet of paper is gone
Common questions and objections
The form and content of your records are yours to set, ideally with whoever handles your formal affairs; we reproduce your exact template on the kiosk, with the signature embedded in the PDF and a full trail of entries. On request the kiosk can also print a paper copy during a transition period.
The counter goes back to paper, as before, and staff complete the entries in the same app from their computer once the connection returns. The kiosk is an improvement, not a single point of failure for the venue.
A group can receive a link before the visit and fill in the declarations at home; at the door the kiosk shows the participant list to tick off and collects only the missing signatures. Twelve people walk in within minutes instead of half an hour.
When this is not the right solution
- A venue with no mandatory declarations or visit register: there is no paper for the kiosk to remove
- A few customers a day: the counter copes easily and the tablet will stand there as decoration
- Expecting the kiosk to verify identity or admit a customer to shooting: that is always a person’s job
A question for the next management meeting
How many customers last strong Saturday saw the queue to the counter before they saw anything else of our venue?
Implementation approach
Scope without ambiguity, before anything is signed.
We deliver
- A Power Apps kiosk app with your form, rules and on-screen signature
- A robot keeping the PDF declarations archive and the timestamped visit register
- A returning-customer mode and a group mode with a fill-in-at-home link
- Check-in notices in the staff Teams channel and a day view for the counter
- A staff handbook, a fallback procedure and two weeks of assistance after go-live
We need from you
- Your declaration template, venue rules and visit register conventions
- Access to Microsoft 365 and bookings from Bookings or your system
- A tablet in a stand at the door and an hour with staff to walk through today’s customer entry
Stages
Discovery
How a customer enters today, from the door to the lane; half a day on site
Templates and rules
The form, the rules, register conventions, group and regular modes
Build
The kiosk app, the archive, the register, the Teams notices
Parallel run
A week: kiosk and paper side by side, comparing completeness
Go-live
The kiosk takes over entries; a review after the first strong weekend
A quick win. The biggest work is a one-off translation of your templates onto the screen; the technology runs on Microsoft 365, and the kiosk is an ordinary tablet in a stand.
Saturday, 10 am: twelve walk-ins. The old way: two pens and half an hour. The new way: twelve signatures on screen before the range officer finishes his coffee.
Count last month’s entries and the minutes the counter spends on each. Send us those two numbers with your declaration template; we will send back a draft of the kiosk screens and the arithmetic of the recovered time.
Count your Saturday at the counterThe neighbouring process usually has the same problem
The corporate group fills in declarations on their knees while the paid lane time ticks away.
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See the solution Legal & complianceMember licences and certificates under controlThe licence expired in March, and the member shot in April. Who was supposed to catch that?
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