Replace paper sign-in sheets with a searchable digital visitor log. This visitor sign-in form captures name, company, host employee, purpose of visit, badge number, and NDA status — giving your security and facilities team a complete record of every person who enters your building.
Free for non-commercial projects, with unlimited forms and responses.
Last updated
A digital visitor log replaces the paper sign-in sheet that accumulates on reception desks and becomes impossible to search, export, or audit. Every organization that admits visitors — contractors, clients, delivery drivers, job candidates — has a duty to know who is on its premises at any given time, both for everyday security and for emergency evacuation accountability.
The NDA and badge fields are particularly important for facilities that handle sensitive intellectual property, manufacturing processes, or regulated data. Documenting that an NDA was collected — and recording which badge was issued — creates the chain of custody that risk and legal teams require when visitor access to confidential areas is challenged or when a security incident needs investigation.
formformform makes this form deployable on a tablet at reception, on a QR code at the lobby desk, or on a kiosk PC — giving visitors a consistent, professional sign-in experience without paper. All submissions are timestamped, stored, and searchable, so your facilities team can produce a visitor log for any date range in seconds — exactly what auditors and emergency responders need.
Use your own copy to change labels, remove questions and add the details you need. Try the preview alongside this guide to see what respondents will be asked.
Review the starting questions and choices. You can change them in your own copy.
Jane Smith
jane@visitingcompany.com
(555) 123-4567
e.g. Acme Corp, Independent Contractor
John Doe
e.g. Sales meeting, IT support, Client review
e.g. 9:30 AM
e.g. 11:00 AM — complete upon departure
e.g. V-042
Suggested uses, and why this starting point can help. Adapt the questions to your own process.
Use this as a starting point when you need the same essential information from each person. Review the questions against your process before sharing your copy. Review “Company or Organization” in particular and adapt it to the detail you need.
Use this as a starting point when you need the same essential information from each person. Review the questions against your process before sharing your copy. Review “Purpose of Visit” in particular and adapt it to the detail you need.
Give participants a clear set of questions and keep the information together, making it easier to prepare, respond and follow up. Review “Visit Date” in particular and adapt it to the detail you need.
Use this as a starting point when you need the same essential information from each person. Review the questions against your process before sharing your copy. Review “Time In” in particular and adapt it to the detail you need.
Use this as a starting point when you need the same essential information from each person. Review the questions against your process before sharing your copy. Review “Time Out” in particular and adapt it to the detail you need.
Use this as a starting point when you need the same essential information from each person. Review the questions against your process before sharing your copy. Review “Is an NDA required for this visit?” in particular and adapt it to the detail you need.
Collect answers in a consistent structure, so you can compare responses while keeping each person’s explanation in context. Review “Was a visitor badge issued?” in particular and adapt it to the detail you need.
Click 'Use this template' to open the visitor log form in the editor.
Add a vehicle registration field if your facility requires visitor parking permit tracking.
Include a health screening checkbox if your facility still requires visitor wellness declarations.
Set the form to display on a lobby tablet or kiosk and share the link with reception staff.
Configure notifications to alert the host employee automatically when their visitor signs in.
Export visitor logs monthly or on-demand for security audits and regulatory inspections.
configure formformform notifications to email the host employee the moment their visitor signs in, so they can come to reception promptly.
train reception staff to update or capture the time-out before the visitor leaves. Many paper logs fail at this step; make it a standard checkout step.
cross-reference scheduled visits against the visitor log to identify unscheduled entries that security should review.
visitor records are frequently requested during security audits, insurance claims, and workplace investigations.
display a brief note about mustering areas so first-time visitors know what to do if an alarm sounds.
visitor logs contain personal data and should not be accessible to all employees.
Captures visitor company, host department, and meeting room number so the front desk can issue a time-limited visitor badge and alert the host of arrival via automated notification.
Records contractor company, trade specialty, work permit number, and safety induction completion status so the site coordinator can verify authorization before escorting the contractor to the work area.
Gathers visitor relationship to the student — parent, guardian, authorized adult — and which student and classroom they're visiting so the front office can verify authorization before admitting entry.
Captures vendor company, equipment or rack being serviced, and authorization ticket number so the data center manager can verify that all access events are tied to approved maintenance work orders.
Records patient name being visited, relationship to patient, and ward destination so the front desk can enforce visiting hours and patient privacy policies consistently.
Gathers visitor institution, research project they're visiting, NDA collection confirmation, and safety briefing acknowledgment so lab security can maintain access control for proprietary research areas.
Captures guest name, unit number being visited, resident contact, and vehicle plate if parking is included so the doorman can verify and log all non-resident building entries.
Collects visitor ID type, issuing authority, purpose classification, and clearance level if applicable so the security officer can generate a compliant visitor register for end-of-day security reporting.
Records driver name, carrier company, purchase order number, and dock door assignment so the receiving team can manage inbound freight arrival sequencing without congestion at the receiving office.
Captures contractor name, company, event they're working, and expected departure time so the venue operations team can track who is on site during load-in and breakdown periods.
Records guest name, sponsoring member name, and membership tier so the front desk can confirm guest pass eligibility and limit visits per member per month per gym policy.
formformform creates a timestamped digital record with all the same information as a paper log, and submissions are exportable as CSV for audit purposes. Check with your compliance or legal team to confirm this meets your specific regulatory requirements.
Open the form's share link on a tablet browser and bookmark it. Most tablet browsers can display in full-screen kiosk mode. For a more locked-down kiosk experience, consider a dedicated kiosk app that restricts navigation to just this URL.
Set the host employee's email as the formformform notification recipient. For dynamic host-based routing — different notifications for different hosts — connect formformform to Zapier and route by the host name field.
Export all submissions from your formformform dashboard as CSV and filter the visit date column for your desired date range in Excel or Google Sheets.
Yes. All formformform submissions are stored securely over HTTPS. For facilities with strict data residency or privacy requirements, check your organization's data governance policy before routing visitor PII through any third-party form tool.
Document workplace incidents, near-misses, and hazards in a structured way.
Take service requests with location, urgency, and access details.
Collect business details, tax information, and document submission status from new vendors.
Document workplace accidents, injuries, and near misses with a thorough incident report.
Collect employee emergency contacts, remote work capability, and critical system access for business continuity planning.
Take repair and maintenance requests with category, priority, and access details.
Explore how formformform fits the forms you need to build.
Opens with product context and a link to this page.
Free for non-commercial projects, with unlimited forms and responses.
Use this template