Solving Remote Reception — (New) Zoom Rooms Kiosk Mode

Zoom Rooms Kiosk Mode offers a safe way for office visitors to talk with receptionists. This article will list the best strategies and tactics to achieve and maintain success with this technology.


  1. Learn how Kiosk Mode technology can also improve security and save you money, while allowing employees to work from home remotely.
  2. Save your business up to 70% on employment costs with experienced virtual assistant professionals through MyOutDesk.

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An Overview of Zoom Rooms Kiosk Mode:

“With Zoom Rooms Kiosk Mode, a virtual receptionist can greet you or your building guests safely using a Zoom Rooms for Touch device (iPad).”

Once a visitor enters your lobby, they can go to the touchscreen monitor with a camera and speaker. They tap a button to start a call with a receptionist on a new window. The visitor talks with receptionist over Zoom. Afterwards, the receptionist can enable the visitor to enter the office space, such as by remotely unlocking a door over their device.

Kiosk Mode provides the following benefits:

  1. Security and peace of mind — the visitor cannot enter the office without talking with your receptionist first over a webcam device. If the person who enters is not supposed to be in the office space, your receptionist will stop them before they enter. All remotely through their desktop window.
  2. No need for a dedicated physical reception desk — saving you money on furniture, hardware, and more.
  3. Improves office efficiency — by providing a virtual receptionist, employees can work from home or on site in other offices.

Zoom Rooms Kiosk Mode Best Practice Strategies

Your strategy should be guided by the following questions:

How should security be handled if a visitor enters the office building without talking with your virtual receptionist? You can communicate to all employees the importance of talking with the Zoom Rooms virtual receptionist before allowing entry to any visitor. Or, you could have a plan in case the virtual receptionist is not available when the visitor needs to be screened. For example, having a list of employees who will help out in that situation.

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Kiosk Mode can also improve security and save you money, while allowing employees to work from home remotely.

  • Offers an additional benefit if you provide telecommuting options. One of the best ways to find and retain good employees is by offering flexible work schedules. If you have multiple locations, this is an easy way to allow employees to work remotely at a different office. All by clicking open a new window.

In order to achieve and maintain success with the best practice strategies outlined above, Zoom recommends the following:

  1. Provide training. Even if your employees are familiar with using Zoom Rooms, they need to learn the best practices for providing security and welcoming visitors. Provide clear guidelines around how and when to interrupt meetings. Include how to properly set up their devices, or what to do if you are not at your desk. (Windows, PC, Mac, Android, iOS devices)
  2. Regular communication. Make sure that your virtual receptionist communicates status updates, such as if there is a security issue or equipment problem. You don’t want your staff worrying about these things. Let them know when the time window that the virtual receptionist will be at their desk and when they will step out. (Such as going to lunch.) Check in at the beginning of the day to see if there are any issues.
  3. Review. Make sure that you evaluate the performance of your virtual receptionist at least once a month, and adapt as needed. If you want to better define their role, you can add additional training or change the schedule. The goal is to always make it easier for employees to work from home. All the while, you save money in office space, devices, and equipment so that your business remains competitive.

Key Takeaways:

  1. Know how to approach virtual assistance as an HR issue — some employees may use the Kiosk Mode as an opportunity for telecommuting. This could be an untapped cost-saving opportunity for you, but it requires forward-thinking HR practices.

What tasks virtual assistants can do for you

With a touch of a button. Virtual assistant services provide you with the flexibility, scalability, and cost-savings to adapt quickly to today’s changing business & market conditions. Here are a million tasks and roles that virtual assistants can do for you.

General Administration

  • Virtual receptionist
  • Client care & relationship building
  • Screen calls & emails
  • Loan processing
  • Administrative support
  • Accounting & bookkeeping
  • Lead management
  • Lead reporting
  • Recruitment
  • Agile project management
  • Performance reporting
  • Customer support


  • Online marketing, listings & social media
  • Virtual showings & open houses
  • Webinars & speaking events
  • Marketing automation
  • Brand work
  • Design coordination
  • Collateral development
  • Repurposing content
  • Audio, video & multimedia
  • PR & paid advertising

Prospecting Assistant

  • Telemarketing & inside sales
  • Smart plans
  • Appointments
  • Warm & cold calling
  • Prospect & client follow-up
  • Lead nurturing
  • Recruiting assistant
  • MLS

Loan Processor

  • Gather documentation
  • Cloud e-agreements management
  • Lender follow-ups
  • Documentation review
  • Internal reporting
  • Manage mortgage or lending pipeline
  • Communications liaison

Transaction Coordinator

Become more effective by using a virtual professional transaction coordinator. They handle the repetitive tasks involved with closing a transaction. Such as gathering documentation & signatures, calling clients, completing paperwork, following up on contract terms & requirements. Ultimately they create a complete file for the transaction.

  • Manage signatures & documentation
  • Manage paperwork processing & deadlines
  • Coordinate inspections
  • Respond to contract terms
  • Compliance coordination
  • Communications liaison

See also: Should I hire a Transaction Coordinator?

Service & Support

  • Manage trouble tickets
  • Manage escalation calls
  • Run reports
  • Manage calendars
  • Update CRM
  • Customer training & education
  • Issue resolution

… and the list goes on! Claim a free business strategy call to understand how to best leverage virtual talent. Take this window of opportunity. There are a million ways that virtual professionals at MyOutDesk will transform your business during a recession.

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See what we are about, and schedule a free consultation with us. We’ll take the time to learn more about your business and offer solutions to foster top talent and lower operational costs for your company.

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CEO/Co-Founder of MyOutDesk. In 13 years+, we have served over 6,000 clients with the highest-quality, top-rated virtual assistants.