Importance of Digital Visitors Book
Importance of Digital Visitors Book – A visitor log book is the core tool for capturing who is coming in and out of your workplace. It is a record of the current visitors on site, who they are, what company they represent, who they are visiting, time in, time out, contact details and purpose of visit.
A digital visitor log book is an online and interactive registry of all visitors on site and their historical sign in activity. This might include mapping their location via GPS for remote work sites through to more advanced sign in workflows being recorded as part of the sign in registry going far beyond just a log book of sign ins. It can be a searchable registry of who is on site right now and engage the visitor with a more interactive sign in workflow and process covering important areas such as vaccination declarations, health screening, viewing emergency procedure content or capturing their photo as part of the sign in process.
Comparison: Online VS Paper Based Log Book
Visitor log books can be either paper based or online. A paper based log book will literally be at reception requiring the visitor to sign in using a pen to fill out their contact details, person visiting and time in. an online visitor log book is a far more streamlined and automated approach where information is inputted digitally, photos can be captured, timestamps in and out are recorded, digital notifications can be generated to the person being visited, blocks can be put in place to prevent unwanted guests and with a digital record of who is currently on site right now, you can send out alerts in the event of an emergency to warn everyone who is currently on site right now (i.e. emergency evacuations).
iPad or Tablet Log Book in Reception
When using an online visitor log book, the most common method of delivery is on a tablet or iPad. You might wall mount it or have it presented on a stand for quick and easy sign in and sign out by visitors in the workplace.
Running out of pages and needing a new log book
When going the paper based option, eventually you will run out of pages and need to purchase a new visitor log book. Compare that to an online visitor log book where you don’t need to replenish the log book each time it runs out. Being entirely online gives you unlimited log book sign ins digitally.
Visitor Records
With a paper based log book, its very difficult to work through who signed in, when, how often, from which companies, different hand writing styles, illegibility and inconsistency. Compare that to an online format where everything inputted is consistent, legible, auditable, can be tracked from reporting and registries and you can easily drill down into different details.
Going beyond a visitor log book
With an online log book you can introduce visitor inductions and emergency plan acknowledgement in an online format. Ensure visitors go through important safety and workplace topics including digitally acknowledging they understand them as they arrive on site.
Digital Visitors Book Software
Visitor Log Book Software is an important tool for businesses to track who visits their location and when they are coming. It is a great way for companies to monitor activity, ensure safety, and maintain security. Whether your business requires all customers to check in, you want greater control over access rights and permissions or just need to know who’s entering different areas of the building – visitor log book software can help make it easy!
When implementing Visitor Log Book software there are multiple features that businesses should look for such as ease of use, robustness of reporting tools needed to produce data-driven insights and tracking capabilities of visitors that will allow you historical information about them. Additionally, some systems give you the ability to create custom forms so visitors can provide information about themselves when arriving at your premises while others may even grant access privileges such as providing after hours entry with special pass codes without compromising on security policy.
Overall; Visitor Log Book Software empowers companies by streamlining processes from check-in right through until departure allowing employees peace of mind when adding another layer into managing workplace safety and security.