Recording visitor information is an essential way of tracking visitors’ arrivals and departures while they are on your premises. In recent years, visitor log software has driven the digitisation of the visitor log, which is far better known in its paper form, and the visitor management system has become a standard feature of the modern reception.

An essential tool for recording visits

The visitor log is a document that records visitors’ arrivals and departures at any given site. It is suitable for companies, institutions and organisations. The visitor log contains information such as the visitor’s name and contact details, the date and time of the visit, the host’s name, any special status of the visitor (VIP, etc.) and other information that matters to the business (for example, the purpose of the meeting).

Visitor management software brings real benefits

Using a visitor log is extremely important for businesses. The advantages of using one are as follows:

Using a visitor log is extremely important for businesses.

The advantages of using one are as follows:

Stronger security within the business

One of the strengths of the visitor log is that it reinforces security by tracking arrivals and departures on the premises. The visitor log can provide a detailed record of visitor access to your premises. It also makes it possible to investigate any breaches or incidents that may occur at your sites. Finally, the visitor log enables a rapid response in the event of a safety or security emergency.

Regulatory compliance

Regulatory compliance covers the rules that organisations must follow to protect sensitive information and people’s safety. For businesses such as those in the telecommunications sector, recording visitor and employee data in an Excel spreadsheet or on a sheet of paper is not secure and exposes personal data to security risks. Data must therefore be managed securely in digital form, for example with a strong password, to meet compliance requirements.

A better visitor experience

Businesses use the visitor log to personalise the welcome and improve the visitor experience. Here is an example of a next-generation visitor experience made possible by leading visitor log technologies:

Easy pre-registration

The visitor receives an email before arriving. This email should contain the essential information for the visit, together with a QR code. The visitor can begin the registration process before arriving on site.

Fast check-in

Once at reception, visitors can check themselves in with their QR code by following the instructions shown on a kiosk. The whole registration process is quick and simple. The visitor log avoids long queues at the building entrance.

Host notification

Once the registration process is complete, the host receives a notification by text message or email. This saves time and spares both parties from waiting.

Simple, effective digitisation of the visitor log

Hamilton Visitor’s modern visitor log enhances your brand image thanks to its many advantages:

A strong impression on visitors from the moment they arrive

The Hamilton Visitor log enables businesses to present a modern brand image to visitors. It allows you to welcome prospects, employees, subcontractors, candidates and many more with easier ways of registering. The application supports pre-registration and automatic visitor check-in.

A customisable tool

An iPad kiosk is available as soon as visitors arrive at reception. It records the information needed to control visitor access to your sites. Visitors are asked to provide all the necessary, customised and mandatory information. You can print badges in the colour of your choice.

Time savings

Because the visitor log is intuitive, the application lets visitors enter their details on their own without needing a receptionist. This process saves time for visitors and their hosts when they arrive on site.

Greater security for your premises

In the event of a fire at a business, for example, it is important to account quickly for the people and visitors who have been evacuated so that the information can be passed on to the emergency services. This visitor log is needed to report anyone missing before the emergency services go in to search the buildings for them.

Data confidentiality

Our software complies with the European regulations in force on the processing of personal data. Anyone filling in a paper visitor log can see the information about the people who filled it in before them. To ensure GDPR compliance, Hamilton Visitor offers a digital solution with secure access to your data.

Synchronisation with the LDAP staff directory

The visitor log makes it easier to populate the list of users from the staff directory. In the telecommunications and banking sectors, among many others, the visitor log is used to simplify the configuration of the hosts authorised to create invitations. Businesses use this integration with the employee directory to authorise staff to register visitors in the electronic log.

Integration with other tools

Hamilton Visitor helps optimise workflows and makes visitor data easier to manage. For example, some companies in the aerospace sector use the integration provided to control visitor and employee access to a specific area. It automatically generates an authorisation for the visitor to access the area assigned to them.

Advice for your visitor reception policy

  • Businesses must take privacy issues into account when collecting data. They must be aware of data protection laws and regulations. They must also ensure that the information provided is stored and managed securely. Visitors have the right to know what information about them is held in the log and how it is used.
  • It is important for businesses to comply with anti-discrimination laws and regulations. The visitor log must therefore not be used to discriminate against visitors on the basis of race, sex, origin, sexual orientation or any other characteristic protected by law. Businesses must be alert to discrimination and ensure that their visitor reception policy is fair and lawful.

The visitor log is a very important tool for businesses and organisations, improving and securing the visitor experience. It is therefore essential to comply with data protection and anti-discrimination laws and regulations, and to safeguard the confidentiality of the information collected.

Contact Hamilton Apps for a demonstration of Hamilton Visitor to find out more about the features of our visitor log software.