Digital visitor log book (electronic visitor book)

A paper visitor book sits on the reception desk and relies on each guest to write legibly. Anyone at the desk can read earlier entries. Finding one visit means paging back by hand.

A digital visitor log captures the same details when the visitor checks in. Guests check in at a digital reception kiosk or scan a QR code with their own phone. Reception staff can also add or check in a visitor from the Visitor Management dashboard. The record is written to the log at check-in, and the host is notified automatically.

Past entries are not left open on the desk. Admins can see every location, and reception staff generally see only the dashboard for their own location.

The Visitor Management dashboard lists visits by day. You can move back and forth in the calendar to see past or future visits. You choose which columns to show:

• Visitor name, email, phone number, company and job title
• Visit status and visitor type (external visitor or employee)
• Host (the person who invited the visitor)
• Check-in time and check-out time
• Linked desk or room bookings
• Car plate number

Depending on your registration flow, a visit can also hold a visitor photo, a signed NDA or policy, questionnaire answers and uploaded documents. The office address book stores contact details, the number of visits this month and the date of the last visit.

Filter the dashboard by date, location, host, visitor type, status or purpose of visit. Then export the visitor log to CSV in one click.

The Presence report under Workplace Analytics lists everyone who was present at a location on a given day or date range, with check-in and check-out times. You can export or print it, for example as an evacuation list. Admins can also export the tenant audit log as JSON. It records every change to a resource with a timestamp and the user who made it.

A company should keep visitor logs for at least one year, though retention periods can vary based on the organization's needs, security policies, or industry regulations. Keeping logs for this duration allows reviewing past entries for security, verifying visitor activity, or aiding post-visit inquiries. In high-security facilities or regulated industries like healthcare or finance, logs may need to be kept for several years to comply with legal requirements. Digital visitor management systems store logs securely and allow for easy sorting, retrieval, and export while ensuring data privacy standards are met.

In YAROOMS, your organization sets the retention period. YAROOMS keeps visitor records for as long as you use the service. Users with high privileges can delete or anonymize customer data at any time. All customer data is permanently deleted 30 days after a subscription is not renewed.

Visitor data is encrypted in transit (TLS 1.2+) and at rest. YAROOMS is certified for ISO 27001, ISO 27701 and SOC 2 Type II, and is GDPR compliant. See YAROOMS security for details.