Online Induction >> Visitor Sign In System
Published 08/01/2022

Visitor Sign In Register: Visitor Registry System

Setting up a visitor sign in registration system enables you to register all visitors who come in and out of your workplace. A register of visitors who are coming in and out of your workplace is critical for a number of reasons.

Firstly, its important to know who is currently on site and visiting your staff in the event of an emergency. A live register of who is currently on site allows you to quickly check this list and use it for fire warden processes to make sure each visitor is accounted for. Another critical thing is know which visitors are coming into your workplace and from which companies and how often. Do you want these people in your workplace? are these visitors supposed to be coming in? should anyone be prevented access?

A visitor registry forms a part of your overall visitor management system.

View Templates, Registries and Examples

Setting up a Visitor Registry System

It's important to register all visitors that come into your workplace for a variety of reasons. From infectious disease and health checks throught to awareness of important safety information and evacuation procedures, visitors need to be registered and prepared for their time in your workplace. Setting up a visitor registry system is best done using online tools such as a visitor sign in system. The workflow could be done any number of ways depending on a businesses requirements and operating environment. From a kiosk type setup where a tablet is setup and visitors sign in and out as they arrive on site through to QR code scanning features using their phone or even geofencing.

Try creating your first sign in registry using this form, registry and site sign in creator:

Sample Visitor Sign In Register

These are the common fields you might have on your visitor registry and even what it might look like:

Contact details and identification of who is signing in
What company are they from
Who are they here to visit?
What time did they first arrive today?
Times in and out
Are they currently on site right now?
Have they done a visitors induction?
View their card or sticker issued
GPS location if you have multiple sites

Conduct License, Health History and High Risk Work Prescreening

A common part of the sign in registry these days is to cross check other areas as part of signing in and out on site. These might include checking licenses and certifications to make sure the visitor, consultant or contractor holds the correct certifications for the work they are doing, cross checking the nature of work to check if its high risk work and if so, trigger a permit to work or even cross check COVID19 or other health prescreening checks (such as a contractor vaccination declaration or COVID-19 Employee Check List).

Maintaining a registry of all these areas could be a critical piece of evidence needed should there be a relevant audit and for compliance.

What happens when there is no visitor registration

- Visitors come and go undetected and are not tracked
- You don't know who is on site right now
- You don't know is visiting who
- You don't know which companies are visiting your offices
- In the event of an emergency, you can't alert visitors on site as to what to do and where to do (they don't know your emergency response plans, procedures and exits)

Other components you might include on a registry

Commonly you might include a health history such as COVID infection or confirmed contact through to evidence of vaccination as a prescreening component to the sign in process. Another common addition might include showing emergency assembly area or emergency procedure to follow through to other important content that you need a visitor to understand. You might also include data capture elements such as next of kin in the event of an emergency or person visiting.

Setup your own Visitor Registration System

Try creating your own visitor registration process online

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