Many think of designing the visitor logs as an afterthought. How have you designed the visitor log for your company? Does it fulfill the purposes and complies with the data protection law in your country?
Maintaining the visitor records for a company has always been a pivotal front desk operation, and in the wake of Coronavirus, the implementation is far-reaching.
Keeping track of visitors also gives you the exact number of people on your office premises and also helpful in contact tracing. Given the new guidelines that need to be followed the companies are looking for ways to design new ways to collect the data more consciously.
Each company has different goals for collecting visitor data, it has to be designed in a method to serve two basic functions. Firstly, the company should collect information on visitors as privately as possible. Secondly, the information should be cataloged thoroughly so that it is easier to store, search, and later destroy the visitor log.
Streamline the aspects of Designing the visitor logs
The very first step is in designing the visitor logs is deciding the information you will need to collect from visitors. Let’s have a look at the important aspects of the visitor log.
This is self-explainable. The visitor fills their name in the section provided next to. Now, depending on the company’s policy the receptionist may need to verify the name by asking the visitor to show their photo ID.
Visitor Contact Info
Collecting this information depends on the type of visitor visiting. For example, a delivery man doesn’t need to fill this out. On the other hand, a visitor who spends considerable time on the office premises has to, in case he needs to be contacted in times of emergencies, i.e, emergency evacuations or contact tracing.
Date and Time of Check-in
Including a section of date and time of check is indispensable for administrative purposes. If you are using the paper-logs, make sure that administrators verify and authenticate the time and date of visitor check-in to avoid any confusion or lucidity.
Again the check-out time is as important to keep the accurate count of people on the office premises. This will further help in managing the evacuation list, contact tracing lists, and insurance records.
Depending on the organization, knowing the purpose of the visitor is as important. Knowing the purpose of the visit, for example, a site visit, or business meeting or simply to meet and greet the employee, is crucial and can be very helpful when needed.
Again an important aspect when it comes to contact tracing. The host simply means the employees the visitor are here to meet. This strengthens the authenticity of visitors’ meet.
Enhance your log for privacy
To maintain the privacy of visitor information is what companies should strive for. This is obligatory on part of organizations and also due to the data protection laws in several countries.
Switching to technology is always better but some companies still abide by paper-based logbooks for visitor data collection. The General Data Protection Act (GDPR) is technology-neutral and no matter you use a digital system or paper-based, you are bound to adhere to its guidelines. There is no denying the fact that making the logbook GDPR compliant is possible, but it is not easy.
The logbooks are to be stored properly and cannot be disclosed to the third party, except the receptionist. The paper-based log books are required to be shredded regularly and there should no way of stealing the data.
Using a visitor management system, like CoReceptionist offers high customization to suit the needs of companies and data laws. Further, whenever a new visitor signs-in they only view the screen they fill in their details. CoReceptionist offers data back-up depending on the company’s needs.
Best Tips for Designing the visitor logs
Visitor logs need to be simple when approaching them from the design point of view. But keep in mind the importance of first impressions, because signing-in the sheet is first brand interaction that visitor makes.
Remember these design tip-
The first and foremost is the ease of use, i.e, easy to read and write/type. Provide sufficient space and include the necessary fields.
Get inspiration from online templates but avoid copying them. Make sure you include your branding, with good and attractive fonts in the header.
Always use high-quality paper and ensure it is well-maintained if using paper-based logbooks. Aesthetically pleasing log-books also help in setting great first impressions.
We can’t imply enough how it is the need of the hour to switch to a visitor management system and to Get rid of the unreliable and paper-based logbooks. Additionally, investing in technology that adapts to the changing needs of the industry will always be beneficial. The digital visitor system offers you more freedom in designing the visitor logs/ sheets, i.e, include your logos, greetings and do much more
- Touchless Visitor/Patient/Staff Entry
- Customized Branding
- Visitor Badge Printing
- QR Codes Scanning
- Staff Check-in / Check-out
- Safety & Orientation Videos, Welcome Screen Customization