Know who is in your building: visitor name, company, host, time in and out, and badge returned.
A visitor log helps security, safety and simple courtesy: you know who is on site and who they came to see.
Visitor details are personal information. Collect only what you need and protect the sheet from other visitors’ view where possible.
13 items. Fill it in on screen or print a copy.
During a fire drill, reception takes the visitor sheet to the assembly point and confirms that the two contractors who signed in that morning are present.
In an evacuation, the visitor log is how you know who else is in the building and needs to be accounted for. It also records who had access to a site, which supports security reviews and contractor safety rules.
| Site | Keystone Plastics plant, Allentown PA |
|---|---|
| Date | Wed, Mar 18 |
| Visitor | Paul, Allied Electric, contractor |
| Host and purpose | Maintenance supervisor Gina, panel upgrade |
| Time in and badge | 7:42 am, badge V-09 |
| Safety | Site rules read; hearing protection issued |
| Time out | 3:10 pm, badge returned |
A contractor at a plant gets a safety briefing and PPE, which is why that line sits on the sheet. The badge number ties back to the badge return, so a missing badge is spotted at the end of the day.
Security, safety and headcount in emergencies.
Only what you need.
Yes, along with any site rules.
Per your policy and any legal requirements.
Collect the date, visitor name, company, person visited, purpose, time in, badge number and time out. Only ask for what you need, and avoid collecting things like dates of birth on an open sheet other visitors can read. If you need ID or safety training records, keep those separately.
Use a sheet or cover that hides earlier entries, or a sign-in book that only reception can see. Store completed sheets securely and destroy them after your retention period. Tell visitors briefly how the information is used, especially if they sign an NDA.
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EZTime’s digital HR forms collect e-signatures and keep the signed copy in the employee’s digital file, with reminders before a document expires. Book a demo to see it with your team.