Keeping track of visitors who comes in and goes out of your office is always important.

However, the visitor records are only becoming more important within the wake of pandemic-related health concerns.

Organizations may have to keep track of who is in the premises of their building to keep a check on admission maximums for his or her space, and also to store those records for contact tracing purposes.

In the light of these new concerns, companies could also be wondering about the most effective ways to save an office visitor log.

Even though the most effective visitor log for your own office will vary according to your unique needs and goals, design the log in a way that

• allows administrators to gather essential information as privately as possible

• makes the information as easy as possible to store, search, and safely destroy

Here are a few steps you would have to follow to design the proper office visitor log.

Decide the data to collect in your log

The very first step in maintaining your visitor log is taking concern exactly which information you’ll need to collect from each visitor.

Visitor Name 

The name of your visitor only needs a few simple text fields. Relying on the security level of your office, your receptionist should have to verify names with their ID card.

Visitor Contact Info 

This may not be mandatory for all the visitors, such as the delivery man. But visitors who will be working or spending considerable time in the office should include their phone number in case of an emergency of expulsion and for contacting purposes.

Date and Time of Check-in 

This is the most important information you’ll need for administrative record keeping purposes. Make sure that administrators verify the time and date of the visitor check-in. 

Time of Checkout  

Also, it is important to keep track of each visitor’s check-out time because that might be important when analysing the visits in the future. Evacuation lists, contact tracing lists, and insurance records won’t be accurate without this information.

The Purpose of Visit

One of the most important things is that every office should keep a check on all the visitors regarding their visit such as who they are visiting and the purpose of their visit.

In some cases, visitors have to agree to certain terms like signing legal agreements. And especially with the widespread of COVID-19, visitors have to confirm that they aren’t showing any signs of illness. These details have to be collected separately for safety purposes.

Optimizing your log for privacy

Taking care of your visitor’s privacy by protecting their personal information is a critical thing to do.

Most offices keep visitor contact information by writing them down using a pen and paper every day for the purpose of having a precise list since they may not need that information the next day. Others store visitor data on hand until the data can be transferred to a digital system, at which point the original sign-in log page can be destroyed.

Some visitor management software, including SafetyNet Solution, offers visitors the option to store their data for faster check-in the next time they visit the same premise. 

Quality design for your sign-in pages

Keep the following design practices in mind:

Easy to use 

The log should be easy to read and easy to use. It should be large enough to read properly, the spaces need to be more for the visitors to enter information, and should include only the necessary fields.

Professional 

The log should not look like one of the templates that you have found online. Add branding elements, such as a unique font, colour, and logo of your company in the header. This will surely make your log looks professional.

Decorative 

Again, if your visitor log looks like jumbled, stuffed into a little space, or is a low-quality, these factors can make a bad first impression on the visitors.

Upgrade to a digital visitor log

Paper and pen visitor logs are primitive and cheap. Also, it has a few drawbacks like potential legal errors, confusion, and manual work for the staff.

The latest check-in apps are optimized for visitor privacy, and for usability of both visitors and administrators.Visitor management systems like SafetyNet solutions also come with many other features, such as the ability to capture visitor photos, print visitor badges, send automatic visitor notifications, and access real-time eviction lists online.

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