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Log a Visitor

Record an arrival, who they came to see, and why.

Last reviewed

Logging an arrival is a reception job and it is meant to take seconds. The check-in time is stamped for you.

  1. Select Log Visitor.

    The Log Visitor screen, with the breadcrumb Management, Visitor Management, Log Visitor. A Visitor Details section holds a required Visitor Name, a required Phone beside an Email, and a Purpose picker set to Meeting. A Visit Information section follows with Person to Visit (Host) reading Select employee, then ID Type and ID Number side by side, and a Notes box. Cancel and a blue Check In Visitor button sit at the foot.

  2. Enter the Visitor Name and Phone. Both are required, and the number is what makes a follow-up possible when nobody remembers who they were with.

  3. Set the Purpose. Meeting, interview, audit and training are the usual ones; anything else can be typed.

  4. Choose Person to Visit (Host) from the employee list. This is the field the log is really built around, and host notifications only fire when it is set from the directory rather than typed.

  5. Add an ID Type and ID Number if your site records them, and Notes for anything carried in. Then select Check In Visitor: the visit opens with a check-in stamp and the status In, and the Currently In count goes up by one.

Logging ahead of an arrival

Nothing stops you logging expected visitors before they arrive, and for an interview day or an audit it is worth doing. Reception then confirms rather than types, which is faster at the moment it matters.

What the log is for

QuestionAnswered by
Who is on site right now?The Currently In count, and the list filtered to In.
Who let this person in?The Host column.
Has our auditor arrived?Searching the visitor name.
Who did we see last quarter?The full log with the period filter widened.

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