Visitor sign-in sheets are a popular and simple way to track and monitor guest entries into businesses, schools, government buildings, and healthcare facilities. They capture crucial information about individuals entering the property, strengthen emergency response procedures, and contribute to greater security.
Understanding the strengths and weaknesses of guest sign-in sheets is vital to anyone evaluating different strategies for recording visitor information. This guide explains why organizations use sign-in sheets and explores how to create them, what they should include, and what limitations they have. It also includes a ready-to-use visitor sign-in sheet template you can download.
What is a visitor sign-in sheet? #
A visitor sign-in sheet is a document organizations can use to track individuals who enter their properties and buildings. When a guest, contractor, customer, or vendor arrives, they add their information to the sheet to document their visit.
The purpose of a visitor sign-in sheet #
Organizations that use sign-in sheets typically have each person sign in as soon as they enter the building or property. They complete this initial sign in rather than going directly to a specific department or office on the site. As a result, the organization can track every individual who arrives, regardless of which person or team they’re visiting.
The primary goal of a sign-in sheet is to ensure an organization knows who is on the premises. As such, they can maintain a secure environment and awareness of who is currently on site and who has been present during previous hours and days.
This information is critical during emergency situations when an organization needs to confirm everyone has been evacuated and accounted for. It also allows them to track visitor statistics and capture contact information in case they need to reach out to someone after they have left the property.
Why organizations use paper-based sign-in sheets #
Visitor sign-in sheets have long been used by organizations of many different sizes and across multiple industries. This is largely due to their simplicity and easy implementation. They require little to no training, preparation, and technology. They’re also familiar to visitors, who require minimal assistance in using them.
These sheets are also common because they are low cost. Generally speaking, the primary expense in using a visitor sign-in sheet is purchasing the paper or logbook and writing utensils visitors will need. However, many organizations also pay for constant staffing, such as receptionists or security personnel, who can monitor sign ins and review contact information as it is entered.
In some cases, organizations use visitor sign-in sheets for short-term needs. For example, if a company is hosting an event, they might use a paper sheet to gather email addresses and full names for attendees. In addition, an organization might use a sign-in sheet temporarily while repairing or updating a more sophisticated digital system.
These benefits have allowed paper visitor sign-in sheets to remain a go-to solution for decades. However, as security and privacy concerns have become more prevalent, a growing number of organizations have begun shifting toward digital sheets and visitor management.
What to include on a sign-in sheet #
The information you request on a sign-in sheet depends on your organization’s security policies and what kind of contact information you want to gather. Some of the most common items listed on this type of sheet include:
- Name: The guest’s first and last name is an essential piece of information every organization should collect. If visitors arrive in teams, make sure each individual enters their information rather than taking the name of only a single person representing the entire group.
- Date: Recording the date of the visit allows you to track visitor activity and organize your records. It’s also vital when using sign-in sheets to investigate security incidents, such as theft or property damage.
- Time: Most organizations ask visitors to write down the time they’re entering the building. If you require guests to sign out, you can also create a space for them to enter the time they leave.
- Company: Knowing a visitor’s affiliation, such as their employer, gives you more insight into who they are. It can also help you verify their identity and the reason for their visit.
- Host: If the guest is on-site to speak to a particular person, they can list that individual’s name on the sign-in sheet. This is especially helpful when trying to locate visitors in the event of an emergency or notifying a host so they can greet their guest.
- Purpose of visit: You can give guests an open space to enter the purpose of their visit, such as a meeting or appointment. In addition, or alternatively, you can provide them with predefined categories based on different types of visitors, such as contractors, vendors, and customers.
- Contact information: Asking each person to write down all their contact details can make the sign-in process longer and more cumbersome, which is problematic for organizations with high visitor traffic. Consider asking for only one form of contact, such as an email address or phone number.
Based on the nature of your organization and your security requirements, you may have additional categories on your sign-in sheet. For instance, some companies require visitors to check or initial a box confirming they’ve reviewed a particular document or policy prior to entry.
Visitor sign-in sheet template #
You can quickly generate a sign-in document for your organization using a guest sign-in sheet template. While the template may not have every detail or design element you want, it provides a foundation and a guideline so you ensure you don’t forget any essential elements.
This is an example of a free visitor sign-in sheet template. You can download the template and adjust this printable visitor sign-in sheet to reflect your organization’s needs. For example, if visitors aren’t required to sign out before leaving the building, you can remove the “Time out” column.
(Kisi) Visitor sign-in sheet template
Tips for using sign-in sheets effectively #
Using a visitor sign-in sheet is a relatively straightforward process: You simply place a book or paper in your property entrance and ask visitors to sign. However, these tips will maximize the safety and success of using a sign-in sheet for visitors.
Placement and privacy considerations #
Several issues play a part in the placement of a visitor sign-in sheet. The first is ease of access. Keeping the sheet in an obvious location reduces stress and confusion for visitors. Similarly, making sure the sheet is in the same general location for each visit prevents visitors from having to waste time searching for it.
At the same time, remember the risks of placing the sheet in a highly visible area. When sign-in sheets are left unmonitored in the open, they’re vulnerable to theft. In addition, someone could photograph or write down contact information on the sheet and misuse it. For example, a bad actor could follow another individual into the building and get their details from the sheet. They could then use this information to make unwanted contact with the individual.
Having an employee oversee any sign-ins and keep the sheet out of sight when it’s not in use can help remedy these potential problems. Some organizations also use special sheet designs that allow them to cover visitor information after it’s recorded.
Sign-out processes #
Another important decision when using sign-in sheets is whether you’ll require people to sign out at the end of their visit. Requiring them to sign out when leaving the property gives you additional key data points to track—the length of their visit and their exit time. It also confirms they’re no longer on the premises, which is essential when identifying and contacting individuals in the event of an emergency.
If you opt to require sign outs, consider how you’ll manage the process. For example, determine whether the sheet will be readily available so they can sign out without speaking to an employee. Alternatively, you might task a receptionist or other staff member with providing access to the sheet so they can sign out.
Paper vs. digital sign-in sheets #
While paper sign-in sheets require little training, preparation, and upkeep, they also come with significant limitations. As a result, many companies have begun using digital visitor management systems as an equally user-friendly but more advanced alternative.
These are some of the most noteworthy differences between digital and paper sign-in sheets:
- Privacy issues: Unlike paper sign-in sheets, which are often left exposed to other people’s eyes, digital sheets are only visible to each individual. Once a visitor submits their contact information, the form clears so the next person can enter their details without viewing anyone else’s data.
- No audit trail: While organizations can store paper sign-in sheets indefinitely, doing so requires extensive space and makes the data difficult to review. With a digital system, the information is consolidated into a central database, which organizations can use to run reports and analyze visitor trends.
- No automation: Paper-based sign-in systems are manual, requiring staff to monitor the sign-in process, review the details, and inform any hosts on-site of the visitor’s arrival. Digital systems, such as visitor management kiosks, automate each of these processes, collecting data and sending instant notifications to hosts after a visitor’s sign-in has been completed.
- Scalability: For larger organizations, paper sign-in sheets are usually impractical and time-consuming. As a company grows, a digital system enables them to process more visitor sign-ins more quickly without sacrificing accuracy.
- Security: Employees can compare the names on paper sign-in sheets to lists of banned or unauthorized individuals, but this takes time and errors are a significant risk. Digital systems go through this step automatically, verifying the visitor’s identity and checking it against databases, such as lists of registered sex offenders.
These advantages make a digital visitor management solution a superior option for many organizations. While a paper-based system may be sufficient for smaller companies with low visitor traffic, it may not have the advanced features and scope that medium and large-sized businesses and facilities require.
Switching to digital visitor sign-in is free and simple with Kisi. Sign up for a free plan with unlimited global visitor logs, or start a free trial to our more advanced visitor management tiers. If you want to learn more about options for visitor sign-in systems, reach out to the team at Kisi.