A new approach to check-in –

flexibel, Contactless and yet personal thanks to our AI Avatars

The digital assistant that welcomes your guests and visitors, carries out check-in processes and takes the strain off your reception.

Giving AI agents a face and a voice

Overcoming language barriers in over 100 languages

Reduced workload and optimised workflows

Whether hotel, event, waiting room or incoming goods – With our avatar-based check-in solution, you create smooth processes and real relief on site.

Digital check-in is simple, contactless and multilingual – by voice or touch, at the terminal or mobile. Depending on the sector, the solution can be flexibly adapted to your requirements.

Why an avatar for check-in?

  • Automation of arrival processes

  • Reduction in waiting times and personnel costs

  • Multilingualism and accessibility

  • Data protection compliant data collection

  • Seamless integration into existing systems (e.g. through partners such as Dubidoc)

Can be combined with navigation (wayfinding), safety briefing or other digital services.

Digital Check-In Journey

Dhis journey shows how avatar-supported check-in is becoming an integral part of modern visitor management – from arrival to successful forwarding.

Before the visit

Visitors receive information on digital check-in in advance – e.g. via appointment confirmation, QR code or e-mail. Optional: Pre-check-in via an online link with pre-selection of request or contact person.

Arrival at the building

The avatar welcomes visitors directly at the entrance – e.g. via a stele, tablet or terminal. Contactless check-in is carried out by voice or touch: name, request or appointment are requested.If required, the language, visit type or security level can be selected (e.g. external service providers, applicants, technicians).

Forwarding & additional information

The avatar names the right area, room or contact person and directs visitors to the right place. Optional: Output of a site plan, transfer to the Wayfinder or forwarding to the safety notice. Further information such as waiting time, WLAN or checklists can be added.

During the stay

The avatar can answer additional questions at info points (e.g. “Where can I find…?” or “What’s next?”). Feedback, security queries or forwarding to digital forms are also possible.

Are you looking for a check-in solution for your application?

Behörde Check In Avatar

Check in with authorities – Efficient, citizen-oriented and digital

Language barriers or uncertainty about orientation make it difficult for many people to access public services. Long waiting times and confusing processes lead to dissatisfaction among citizens and a high workload for employees.

Spontaneous requests and booked appointments often arrive at the same time – coordinating them takes time and nerves.Manual data entry is prone to errors and ties up valuable resources.

Why avatar-based check-in at public authorities is particularly useful

  • Digital registration directly at the entrance – with clear forwarding to the right counter or waiting area.

  • Actively supports multilingual visitors in over 100 languages

  • Reduces waiting times and relieves the reception desk

  • Automated recording of appointment data and requests (by voice input or touch), reduces administrative effort.

  • Guides citizens to the right counter

  • Works barrier-free, incl. voice input and voice output

  • Records concerns in a GDPR-compliant and traceable manner

  • Relieves employees and creates space for individual advice

  • Conveys appreciation through modern, citizen-friendly communication

Can be combined withWayfinding in the buildingfor a consistent user experience.

Application examples for municipalities & citizens’ offices

Area Avatar-supported check-in helps with …
Residents’ Registration Office Registration for the appointment, selection of concerns (e.g. registration certificate, passport, re-registration)
Citizens’ offices Welcome, link to info point, navigation to open or booked appointments
Vehicle registration Preliminary review of documents, appointment confirmation, digital ticket allocation
Job center / Social welfare office Orientation for concerns, language-neutral support, waiting list management
Registry office Visitor reception, pre-selection of the request (e.g. certificate, consultation, wedding ceremony)
Office for Integration / Migration Language-accessible greeting, secure information transfer, forwarding to contact persons

Registration for the appointment, selection of concerns (e.g. registration certificate, passport, re-registration)

Integration

Our check-in avatar can be linked directly to existing appointment management or waiting systems.Our solution can be flexibly adapted to existing processes and hardware (e.g. kiosk systems, tablets).Thanks to its modular architecture, the digital check-in can be introduced and expanded step by step – from the greeting to intelligent visitor control.

Contact us – we will be happy to advise you individually.

Typical challenges in hotel operations – digital customer service

Hotel guests expect a smooth check-in and comprehensive service
– yet many hotels face challenges, whether due to limited availability, staff shortages, language barriers, or manual processes. The hotel check-in assistant offers effective solutions to these common issues and ensures an optimal guest experience.

  • Limited availability of front desk staff
    Solution: The hotel check-in assistant welcomes guests 24/7 and handles all key processes – even outside regular working hours.

  • Language barriers with international guests
    Solution: With multilingual communication, the hotel check-in assistant offers accessible service and increases satisfaction among international guests.
  • Long waiting times during peak occupancy
    Solution: The hotel check-in assistant automates the check-in process and significantly reduces waiting times.
  • Insufficient information for guests
    Solution: The hotel check-in assistant quickly and reliably answers questions about the stay – such as breakfast times or local offers.

  • Error-prone manual processes
    Solution: The hotel check-in assistant automates these tasks, ensures precision, and relieves staff workload.

Benefits of digital hotel check-in

A first-class welcome is key to guest satisfaction – but especially during peak times or outside regular hours, many hotels reach their limits. The Hotel Check-In offers an innovative solution: it welcomes guests 24/7, handles check-in and payment processes, encodes key cards, and answers questions about the stay. This ensures guest satisfaction while relieving your team.

24/7 availability for guests

The digital assistant welcomes guests around the clock – even outside regular working hours and during staff shortages.

Multilingual communication

Guests can be assisted in their native language, with support in 100+ languages – helping to avoid misunderstandings and speed up the check-in process.

Automated check-in processes

The hotel check-in assistant handles the entire check-in process – from registration to key card issuance.

Payment processes made easy

Guests can settle their bills directly at the digital assistant – securely and effortlessly.

Key card encoding

The avatar automatically creates and encodes key cards, giving guests immediate access to their room.

Beantwortung von Fragen zum Aufenthalt

Guests can access information about their stay at any time, such as breakfast hours, leisure activities, or directions.

Relief for the front desk team

By automating routine tasks, staff can focus more on personal assistance and complex inquiries.

Increased efficiency and cost reduction

Automated processes reduce the need for additional staff and minimize waiting times.

Emotional engagement and innovation

An innovative and interactive check-in process creates a positive and attention-grabbing guest experience.

Our References

Technical Integration of the Hotel Check-In

The Hotel Check-In integrates flexibly into your systems:

  • Hotel booking systems (PMS): Seamless integration with systems like Opera, protel, or Mews to synchronize reservations, guest data, and room availability.
  • Payment terminals: Integration for secure card payments and contactless transactions directly at the digital check-in.
  • Key card encoding: Automatic creation and assignment of key cards for quick access to guest rooms.
  • Multilingual user interface: Support for multiple languages to guide guests through the check-in process in their native language.
  • Device compatibility: Works on tablets, kiosk systems, and other devices for maximum flexibility.
  • Cloud-based architecture: Efficient storage and scalability with minimal maintenance effort.

Do you have specific requirements? Let’s talk about them!

Challenges in Logistics – Efficiently Solved with the Digital Truck Check-In

Efficiency, security, and clear processes are critical in logistics – yet these goals are often hindered by long wait times, unclear procedures, and a lack of transparency. The digital truck check-in provides solutions to the common challenges in truck logistics. Through automation, real-time data, and a high level of user-friendliness, processes are optimized and daily tasks become easier for both drivers and staff.

  • Long waiting times at check-in
    Solution: With the digital truck check-in, registration is quick and efficient – minimizing wait times and ensuring a smoother process.
  • Language barriers between drivers and staff
    The truck check-in supports over 100 languages, enabling clear communication in the drivers’ native language.
  • High administrative effort due to manual data entry
    Solution: The truck check-in captures driver and vehicle data digitally, accurately, and in compliance with GDPR.
  • Lack of real-time transparency
    Solution: With real-time information on incoming and processed vehicles, you stay in control and can manage operations more efficiently.
  • Disorientation on company premises
    The truck check-in provides drivers with detailed maps showing the route to their loading or unloading point clearly and intuitively.
  • Safety risks due to untrained drivers
    Solution: The truck check-in provides digital safety instructions in the driver’s native language and ensures that all drivers understand the regulations before entering the premises.

Advantages of the digital truck check-in

The logistics industry is under constant pressure to increase efficiency. Long waiting times and manual processes during truck check-in often lead to delays and unnecessary costs. Our truck arrival management provides a solution: The digital system enables fast, AI-powered check-in in over 100 languages, relieves your team of administrative tasks, and ensures smooth operations – from registration to loading and unloading.

Fast and efficient check-in process

Minimize waiting times through digital and automated check-in processes.

Multilingual support in 100+ languages

Communicate with drivers in their native language to avoid misunderstandings and speed up the check-in process.

Reduzierung von Verwaltungsaufwand

Automatic collection of driver and vehicle data relieves your team from manual tasks.

Seamless integration into your systems

The truck check-in can be easily integrated into existing systems such as ERP or logistics software and connected to the required hardware.

Improved planning and transparency

Real-time data enables precise control and planning of truck transports.

Benutzerfreundlich und flexibel einsetzbar

Simple operation for drivers and staff – can be used on tablets, kiosk systems or cell phones.

Better communication with drivers

Automatic SMS notifications about the next step in the process, e.g. loading or exit.

Automated safety briefings

Automatic implementation of safety briefings in the native language ensures that all drivers understand and comply with the applicable safety regulations.

Provision of site plans

Drivers receive digital site maps so that they can quickly find their way around the site and reach their loading or unloading point in a targeted manner.

Technical integration of the truck check-in: From the gate to the loading bay

The truck check-in is seamlessly integrated into all reception processes:

  • 1
    Integration with ERP and logistics systems: Automatic synchronization of check-in data with existing logistics workflows for seamless planning and processing.
  • 2
    Integration with access control systems: Efficient management of site entry and assurance that only authorized vehicles can access the premises.
  • 3
    Real-time data management: Improved transparency and control over truck traffic on site.
  • 4
    Provision of digital site maps: Drivers receive clear directions to their destination on the premises, simplifying navigation and minimizing delays.
  • 5
    Automated safety briefings: Drivers can be trained directly via tablets or kiosk systems before entering the premises.
  • 6
    Support for multiple devices: Flexibility for various environments and user requirements.
  • 7
    Cloud-based architecture: Low IT maintenance effort and fast deployment of new features.
  • 8
    API and webhook integration: Customized solutions for specific requirements and automated notifications for key events.
  • 9
    Automated SMS dispatch: Precise instructions – such as assigned loading ramp and time slot – are sent via SMS to the driver, increasing clarity and efficiency.

Meet Lucas – the smart truck check-in assistant at Münker Metallprofile

Lucas combines efficient logistics with clear, multilingual communication. Developed for Münker Metallprofile, the avatar handles the entire check-in process and safety briefing on-site – digital, interactive, and without the need for an app.

Drivers register independently at the terminal or via smartphone, receive a personalized safety briefing in their native language, and are automatically guided through all steps of the site access. Site maps, SMS notifications, and next-step instructions can also be integrated – ensuring maximum transparency.

Lucas can be seamlessly integrated into existing systems (e.g. ERP or logistics software), reduces administrative workload, avoids misunderstandings, and ensures a smooth process across the site.

Do you have specific requirements? Let’s talk about them!

Event Check-In – contactless, fast, and impressive

  • Long waiting times at the entrance cause annoyance among guests and stress among staff.

  • Confusing arrival lists, ticket formats or access authorizations make it difficult to ensure a smooth process.

  • Personalmangel an der Akkreditierung führt zu Verzögerungen.

  • Unclear routing confuses participants and diminishes the first impression.

  • International visitors require multilingual support.

The Solution

The
Event Check-In Avatar
takes care of guest
welcoming and registration
– digital, friendly, and available 24/7. Whether via
QR code, name entry, or ticket number
: The avatar checks access, asks for visitor groups or event types, and directs guests accordingly – for example, to the presentation room, the cloakroom, or the info desk.

Multilingual communication is no problem either:
International visitors are welcomed in their native language
and guided through the process. The avatar not only provides information, but also creates a
modern, professional first impression
. This turns check-in into a real moment of service – efficient, scalable, and a relief for your team.

Benefits of the Event Check-In

Fast, contactless check-in

Check-in is done by voice or touch and enables fast, contactless accreditation including ticket verification and access control. This ensures a smooth process and saves waiting time – especially when there are large numbers of visitors.

Relief for staff

The self-service option significantly reduces the workload on staff. This leaves more capacity for individual requests or other organizational tasks.

Friendly avatar reception

A digital avatar welcomes guests in a friendly manner and provides personalized information such as the agenda, room allocation or contact persons. This increases appreciation and provides orientation on arrival.

Multilingual and accessible communication

The system supports several languages and is designed to be barrier-free. This makes it easier for international guests and people with disabilities to find their way around.

Can be combined with Wayfinding

The avatar can not only greet visitors, but also show them the way to the right hall, stand or information point. Program or exhibitor information can also be integrated – for comprehensive orientation.

Increased recognition value for follow-up events

A uniform, recognizable avatar system strengthens the brand identity of your event. Visitors will remember the innovative solution and associate it with a positive event experience.

Integration

The event check-in can be connected to existing accreditation or ticketing systems. Our solution runs on mobile devices, tablets, or kiosks – usable both indoors and outdoors. Via interfaces, guest data can be automatically synchronized and supplemented on-site. If desired, visitor group-specific information (e.g., press, VIPs, speakers) can be integrated.

Digital Check-In Journey

This event journey shows how the avatar-supported check-in accompanies the visitor personally from arrival to departure, including feedback.

Reception situation

A visitor stands in front of a terminal with an avatar. The avatar proactively says: “Welcome! I’m here to help you check in. Please have your ticket ready or tell me your name.”

Interaction

Visitor gives her name or scans a ticket. Avatar recognizes her and replies: “Thank you, Ms. Müller! You are registered for the Digital Innovation Forum. The event is taking place in Hall B, directly to the right.”

Forwarding & additional information

Avatar shows site plan on the screen. “Would you like to see the hall plan, switch to the daily program or see the Wi-Fi access?”

Info point

A guest asks: “When does Dr. Schneider’s lecture start?” Avatar: “The lecture starts at 14:00 in Hall C2. I’ll be happy to show you the way.”

Feedback & farewell

At the end of the event, the avatar proactively asks for feedback and says goodbye to visitors: “Thank you for your visit and have a safe journey home. If you have a few more minutes, I would be delighted to receive feedback on the event.”

Are you interested in our event check-in? Book an appointment with us!

Check-in for medical practices – low contact but still personal

Challenges of medical practices and health centers:

  • Waiting times & Reception overload despite appointment allocation

  • Language barriers for international patients

  • Recurring questions & lack of orientation

  • Risk of infection due to unnecessary contact in the waiting area

  • Unstructured processes with several treatment stations

The solution

Integrated into the smart patient solution from dubidoc

Patients check themselves in by touch – greeted by a familiar avatar. Practices have over 100 languages to choose from, depending on the target group. Appointments, treatments and waiting areas are managed via self-check-in – fully automatically and integrated into the existing dubidoc ecosystem.

The solution is designed for individual practices, medical centers, or specialist clinics that want to ease pressure on waiting areas, free up staff, and actively involve their patients.

Reduce waiting times & relieve reception

The avatar takes over the initial contact – relieving your team and noticeably shortening the queue at reception.

Multilingual access for all patients

Whether German, English, Turkish or Ukrainian: the avatar communicates in a barrier-free and GDPR-compliant manner – and reduces stress and misunderstandings for everyone involved.

More hygiene through low-contact check-in

Patients register independently – without pen, paper or close contact at the counter. This reduces the risk of infection in the waiting area.

Better orientation in the practice workflow

The avatar provides additional information about the treatment process on request: Registration, laboratory, consultation, vaccination – clearly understandable and at eye level.

Automatic patient information in real time

Staff are informed by the digital waiting room when patients arrive – ideal for parallel appointments.

Fewer queries, more time for the essentials

“When is my turn?” or “What do I need for the blood test?” – The avatar answers typical questions in a friendly and reliable manner in advance.

Technology partnership with dubidoc:

Together with our partner dubidoc, we offer an integrated solution for digital patient check-in in medical practices. dubidoc has seamlessly integrated our avatar technology into its existing patient management software – creating an innovative, automated, and human-centered check-in experience on site.

The avatar welcomes patients at reception, provides initial guidance, and supports the check-in process – multilingual, low-contact, and easy to use. All processes run automatically in the background via dubidoc: appointment matching, status updates, and staff notifications are handled smoothly and in compliance with GDPR.