Digital visitor log book

A visitor log book is a record-keeping tool used at a front desk or reception area to document the entry and exit of visitors in a facility. It typically includes spaces for guests to write their names, time of arrival, purpose of visit, the person they are meeting, and other relevant information such as guest photos, uploaded documents, and visitor NDAs. It can be a physical book where visitors sign in using pen and paper, or a digital logbook managed through a visitor management system, which may also print visitor badges. Visitor log books help keep track of guest activity, support security efforts, aid in emergency evacuation planning, and provide a record that can be reviewed for safety or compliance purposes.

Visitor register books come in two main types: digital and physical.

Digital visitor register book: A visitor management system that replaces traditional paper logs with an app or software solution. Visitors sign in electronically, often using a digital reception app at the front desk. Features include instant data collection, badge printing, evacuation lists, and self-service check-in — reducing the receptionist's workload.

Physical (pen-and-paper) visitor register book: The traditional bound book where visitors sign in using a pen. It's straightforward and low-cost, doesn't rely on power or internet, but lacks advanced features and can become messy or hard to sort through as pages fill up.

Pros: More efficient visitor management compared to pen-and-paper methods. Digital systems store visitor data electronically for quick retrieval and sorting. Features include automatic badge printing, evacuation reports, easy CSV export, and reduced need for physical supplies like ink and paper.

Cons: May pose privacy concerns as personal information is more accessible. Some visitors may be unfamiliar with app-based sign-in. Technical difficulties like power outages could make the system temporarily inaccessible. Requires an initial investment and maintenance, which can be costlier than a traditional logbook for smaller businesses.

Set up a logbook at the front desk where guests can sign in upon arrival. Use either a physical log book or a digital visitor management system depending on your needs. For a simple setup, a pen-and-paper logbook works — requiring visitors to write their name, time of entry, purpose, and the person they're visiting. Include space for recording when they leave to track who is currently in the facility, especially in case of emergency evacuation. For additional security, provide visitor badges to verify registered guests upon sign-in.

A cloud-based visitor log book stores all information digitally, keeping it offsite and accessible from any authorized device. Front desk staff can track guest activity in real time with no need for paper logs or on-site servers. Cloud-based logbooks offer robust security features like encryption and automatic backups, ensuring visitor records are safely stored. They also simplify privacy compliance — records can be configured to automatically retain or delete entries per company policies — and enable features such as digital badge printing, instant staff notifications, and detailed reports for security audits or emergency planning.

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.

Use a visitor management system that guests can access upon arrival via a tablet or computer at the front desk. Visitors digitally sign in by entering their name, contact information, purpose of visit, and host. The system can automatically print visitor badges and notify the relevant staff member of their guest's arrival. Regularly update and review digital records to ensure data accuracy and compliance with privacy regulations. Digital registers allow for secure data storage, easy retrieval, and efficient sorting — making it simple to track visitor patterns, ensure security, and plan for emergency evacuations.