Visitor register format: what to record
Whether you keep a paper book or use software, a good visitor register has the same columns.
| Column | What it holds |
|---|---|
| Serial number and date | Numbers each entry and records the day of the visit |
| Visitor name | Full name of the guest |
| Mobile number | So you can reach them and send updates |
| Company or address | Who the visitor represents, or where they are from |
| Person to meet | The host or department being visited |
| Purpose of visit | Meeting, delivery, interview, maintenance, audit |
| ID proof and vehicle number | Optional, used at factories, societies and secure sites |
| Time in and time out | Recorded automatically at check-in and check-out |
Need a printable copy while you switch? Download the free visitor log template or the visitor sign-in sheet.
Problems with a paper visitor book
Handwriting is hard to read, entries are skipped when reception is busy, times out are forgotten, and every new visitor can read the names above theirs. Searching for one visit means flipping through pages, and the book can be lost or damaged.
How CheqIn keeps the register automatically
Guests are invited with a QR code on WhatsApp or email, or scan your reception QR when they walk in. Name, mobile number, host and times are captured for you, and the host approves from their phone. The result is a digital visitor log you can search by name, date or host. A paper register book is cheap, but it cannot notify anyone. CheqIn is free for 50 visitors a month and $79 a year for unlimited visitors.
Related: digital visitor pass · what is a visitor management system? · CheqIn home
Frequently asked questions
- What should a visitor register contain?
- At minimum the date, visitor name, mobile number, company, purpose of visit, the person being visited, and the times in and out. A digital visitor register records the times automatically.
- Is a digital visitor register better than a paper one?
- A digital register is easier to keep complete, search and produce on request, and it avoids exposing earlier visitors' details to the next person in the lobby. Retention and privacy rules vary by country, so check what applies to you.
- Can I get a free online visitor register?
- Yes. CheqIn's free plan includes a digital visitor log for up to 50 visitor entries a month, with QR code check-in and host notifications.