Three things.
That's the build list.
All you need
No proprietary kiosk hardware. No separate phone system. No expensive integrators. The hardware you'd buy for an executive's desk is the hardware that runs your reception.
01 - the screen
Any iPad will do — Air, Pro, even older generations. Or any Android tablet. Mount it on a stand, on a wall, on the desk. Boot the Optimus Reception app and it's a kiosk.
A Touch Screen
02 - THE PHONE
Any Microsoft-certified Teams Phone — Yealink, Poly, AudioCodes, Jabra. Used as your reception line. Visitors call your staff directly through it. Staff answer from theirs.
A Teams Phone
03 · THE LICENCE
A single Teams Essentials seat for the reception line. That's the entire Microsoft licence cost — your staff call back from their own existing Teams licences, no extras needed.
Teams Essentials
iPadOS 16+ · Android 11+
Yealink · Poly · AudioCodes · Jabra
1 × Teams Essentials seat
TRADITIONAL RECEPTION
x Dedicated kiosk hardware ($3-8k)
x Seperate VoIP/ intercom sysytem
x Multiple seat licences for staff
x Staffed front desk during hours
OPTIMUS RECEPTION
✓ An iPad from any electronics shop
✓ A standard Teams-certified handset
✓ One Teams Essentials seat
✓ Reception staff redeployed to higher-value work
THE WELCOME FLOW
A reception that greets every guest the same way.
No half-attention behind a desk. No "they're on a call." Every visitor — at 9am, at midnight, on a public holiday — gets the same warm, branded welcome. The flow takes them from arrival to their host's Teams Phone ringing in under fifteen seconds.
✅ Touch-first interface with large tap targets · accessible to wheelchair users & low vision
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✅ Six languages out of the box · 30+ on request · auto-detect from system locale
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✅ Search staff by name with typeahead, or by department, or by floor
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✅ After-hours mode swaps in your security contact, OOH number, or building manager
Direct to teams
The visitor rings the staff member's Teams Phone directly
No middleman, no relay. The reception iPad calls your staff member's Teams identity — desktop, mobile, deskphone, Teams Room — wherever they're signed in. They answer, see "incoming from reception", and can confirm the visitor in seconds.
Desktop, mobile, deskphone, Teams Rooms — the call rings on every device the staff member is signed in to.
Wherever Teams Lives
Visitor walks up, types two letters of a name, taps the result. Their host's phone is ringing.
Sub-15s to First Ring
When the named person is in a meeting, the call rolls to a configurable team pool — round-robin or all-ring.
Group Hunt
Swap the welcome screen, the directory, and the routing rules for nights, weekends, and public holidays.
After Hours
If no-one answers, no-one is stranded.
VOICEMAIL · CALL FOR ASSIST
When the host can't pick up, the visitor isn't left staring at a ringing line. They can leave a short video or audio message — pushed to the host as a Teams chat message in seconds. Or tap "call for assist" to ring a live front-desk agent at your shared services centre.
✅ Video + audio voicemail · 60 seconds max · auto-transcribed
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✅ Delivered to host as a Teams chat message with playback inline
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✅ "Call for assist" rings a live human — your own team or our managed reception desk
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✅ Reminder cadence at T-48h, T-24h, T-2h with arrival instructions
DELIVERY MODULE
Couriers get their own lane.
Staff get a chat with the parcel photo.
The courier taps "Delivery" on the welcome screen. The iPad camera snaps the shipping label, OCR reads the recipient and order ID, and routes a Teams message to the right person. The courier is told exactly where to leave it — or a robot rolls out to collect it.
ROBOT PICKUP & DELIVERY
For the parcels that shouldn't wait at reception.
When the recipient is on a different floor — or when the parcel is fragile, confidential, or time-critical — Optimus dispatches a delivery robot from your fleet. It rolls to the parcel hatch by the kiosk, lifts and lock-confirms the package, calls the lift, and arrives at the recipient's desk. Sarah's phone unlocks it.
✅ Open robot integration — Relay · Bear Robotics Servi · Pudu · Keenon · custom REST
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✅ Lift dispatch handover — the robot calls the lift via the same KONE/Schindler integration
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✅ PIN or face unlock at recipient's desk — only they can open the compartment
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✅ Live ETA pushed to the recipient's Teams chat with a tracking map
Yealink · Poly · AudioCodes · Jabra
BRANDING · CUSTOMISABLE UI
It's your reception. It should look like yours.
Drop in your logo, choose your colours, write your own welcome lines, swap the option tiles, change the languages. Every visitor-facing surface — kiosk, voicemail screen, delivery confirmation — picks up the branding instantly. No code, no developer, no rebuild.
✅ Theme editor — logo, primary & accent colours, background imagery
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✅ Editable welcome copy in every language · time-of-day variants
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✅ Show, hide, reorder, rename, and recolour every visitor option tile
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✅ Per-building themes — Astor House looks different to your London office, on purpose
Pair it with Optimus Visitor.
The whole arrival becomes one journey.
BETTER TOGETHER
Reception is excellent on its own — but with Optimus Visitor, you get the full enterprise visitor experience: pre-registration, NDA, watchlist, ANPR car park, digital pass, access control, lift dispatch. The kiosk reads the pass; the rest just works.
Shared Identity
The visitor pre-registered in Visitor is the same record the Reception kiosk greets — no second data-entry.
Unified Audit
Every event — pre-reg, kiosk tap, Teams call, door open, robot delivery — in one timeline per visit.
Start Anywhere
Buy Reception alone for an unmanned front desk. Add Visitor later when you need enterprise compliance.
Bundle Pricing
Material discount when both products are licensed together — typically 25–30% off list.
SECURITY & PRIVACY
Microsoft-native means Microsoft-grade.
✅ Native Microsoft Teams · uses your tenant, your users, your policies · no shadow accounts
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✅ Entra ID SSO & SCIM · admin access via your IdP · MFA enforced · auto-deprovision
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✅ Encrypted everywhere · TLS 1.3 in transit, AES-256 at rest · BYOK on request
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✅ Delivery photos retained 90 days · auto-deleted · right-to-erasure tooling included
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✅ Voicemails respect your Teams retention · eDiscovery & legal-hold compatible
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✅ Kiosk lockdown mode · iPad in Guided Access / Android kiosk mode · no escape to OS
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✅ No face data stored · if AI Vision is added, all face matching is 1:1 and on-device
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✅ GDPR · PDPA · CCPA · DPA template available · 8 data residency regions
Optimus Reception runs on top of your existing Microsoft Teams tenant, so all calls, recordings, and chats inherit the security controls you already enforce — conditional access, eDiscovery, retention policies, data residency. We add the kiosk; Microsoft does the heavy lifting.
Live in a day per building.
DEPLOYMENT
No infrastructure to provision. No PBX cutover. The app installs on the iPad in minutes, the Teams Phone is plug-and-play, and your staff don't need to change anything in how they use Teams.
Unbox iPad, mount on stand. Install Optimus Reception app from App Store. Plug in Teams Phone. Sign in with the reception's Microsoft account. Live. Total time on site: under an hour.
Day One
Theme the kiosk to your brand — logo, colours, copy, languages. Configure routing rules for staff, group hunts, and after-hours. Import the staff directory from Entra ID (one button).
Day Two
Soft launch with a single building. Train your reception team on the admin console (90 minutes). Pilot for a fortnight, roll out across the estate. No phased migration; every building goes live independently.