Visitor Log
A digital record of who enters your premises, who they are visiting, why, and their entry and exit times.
The reception notebook has three well-known problems: every visitor can read the previous entries, handwriting makes half the records illegible, and when you need to consult it you have to go through pages by hand.
A digital log solves all three and adds what really matters on the day something happens: in an emergency, knowing in seconds who is inside the building; and for an audit or a security incident, being able to check who came in, when and to see whom.
On sites with access control it pairs with staff identification, so the record of who was on the premises is complete rather than covering external visitors only.
The reception notebook
Three problems everyone treats as normal
The paper visitor book works fine until you consider what it involves:
- Every visitor reads the previous entries as they sign: name, company, who they came to see. That is third-party information in plain view of anyone.
- Handwriting makes half the records illegible, precisely the ones you will need to read.
- Consulting it means going through pages by hand, so in practice it never gets consulted.
A digital log solves all three: each visit is recorded with the visitor's name, company, reason, host and entry and exit times, without anyone seeing anybody else's details.
In an emergency
Knowing in seconds who is inside the building
This is the reason the log stops being a formality. In an evacuation, the list of who is on the premises (and who has already left) is exactly the information you need and have no time to reconstruct.
With entries and exits recorded, that list is available immediately and up to date. With a notebook, you have to take it with you and decipher it outside the building.
On sites with access control, the visitor log pairs with staff identification, so the list of who was on site is complete rather than covering external visitors only.
Looking back
Who came in, when and to see whom
Queries to the history almost always arrive for a specific reason and in a hurry: a security incident, something that goes missing, an audit asking for access control, or a claim placing somebody in the building on a given day.
With a digital log, that query is resolved by filtering by date, by person or by host. With the notebook, it is resolved by going through pages and accepting that handwriting decides what can be read.
And there is an added external effect that gets noticed: a reception desk that records into a system, rather than passing over a sheet with other people's details in plain view, says something about how carefully that company treats information.
Clearing things up
Frequently asked questions
Answers to what we get asked most.
What is wrong with a paper visitor book?
Three things: each visitor reads the previous entries as they sign, handwriting makes half the records illegible, and consulting it means going through pages by hand, so in practice it never gets consulted.
Is it useful in an emergency?
It is its most important use. In an evacuation, the list of who is inside and who has already left is available immediately and up to date, whereas a notebook has to be carried out and deciphered outside the building.
Can I check the history afterwards?
Yes, filtering by date, by person or by host. Queries usually arrive urgently and for a specific reason: a security incident, something that goes missing, or a claim placing somebody in the building on a given day.
Does it cover staff as well?
On sites with access control, yes: the visitor log pairs with staff identification, so the list of who was on the premises is complete rather than covering external visitors only.
Compliance and documents
An anonymous whistleblowing channel, a harassment protocol, coordination with your contractors, a document manager with expiry alerts, document signing and a visitor log.
Whistleblowing Portal
An internal reporting channel with its own address, where anyone can report without giving their name and then follow the case with a reference and a PIN.
View moduleWorkplace Harassment Protocol
A structured, numbered case file for harassment reports, with the reporter's signature, submitted files stored separately and access restricted to administration.
View moduleCAE · Activity Coordination
Each contractor uploads their documentation to their own space (the company's, that of every worker who will access the site, machinery and vehicles) and the system tracks expiry dates and validations.
View moduleAnti-Fraud Law
Relevant operations are kept in a tamper-evident history with integrity sealing: who did what and when, with no way to change it afterwards.
View moduleDocument Manager
Company documentation classified by type and attached to what it belongs to (an employee, a customer, a vehicle, a site) with its expiry date, alerts and permissions.
View moduleDocument Signing
Documents are sent and signed digitally from the employee portal, with a record of who signed, which document and when.
View module