Classic form

Visitor sign in form that replaces the book on the counter

A paper visitor book shows every visitor the names of every other visitor, and it is useless in a fire drill because it is on the counter. This form sits behind a QR code, takes under a minute, and keeps the rules acknowledgement and the sign in time in one private record.

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Top of the visitor sign in form that replaces the book on the counter example
The top of the form as it renders. The image was generated for this example.

The form itself

A static copy of the finished form, exactly as it renders. Nothing here can be filled in or submitted, so read it as a reference and build your own from the button above.

Sign in

Bellbird Foods, Wetherill Park. All visitors and contractors sign in here. Sign out at reception when you leave.

Site rules

Read each rule, then tick it. Each one is its own tick on purpose. Contractors must also hold a current site induction card.

Food safety declaration

Time in is recorded when you submit. Sign out at reception.

Every field, and what it collects

The complete field list, in the order respondents meet it.

I am aSingle choiceRequired
Options: Visitor · Contractor · Delivery driver · Auditor or inspector
NameNameRequired
CompanyShort text
MobileShort textRequired
Who are you here to see?DropdownRequired
Options: Reception will find them · Production · Quality · Warehouse · Office · Maintenance
Vehicle registration, if parked on siteShort text

Site rules

LanyardMultiple choiceRequired
Options: I will wear the visitor lanyard at all times
EscortMultiple choiceRequired
Options: I will stay with my host
Production floorMultiple choiceRequired
Options: I will not enter production without a hair net and coat
EvacuationMultiple choiceRequired
Options: I will follow the evacuation signs to the car park assembly point
PhotographyMultiple choiceRequired
Options: I will not photograph the production floor

Food safety declaration

IllnessMultiple choiceRequired
Options: I have not had vomiting or diarrhoea in the last 48 hours
AllergensMultiple choiceRequired
Options: I am not carrying nuts or nut products
SignatureSignatureRequired

What a visitor register is actually for

Three things, and the paper book fails all of them. Evacuation: the roll call needs today’s visitors on a phone at the assembly point, not in a book by the door everyone just evacuated past. Privacy: an open book publishes each visitor’s name, company and host to everyone who signs after them, which sits badly with the privacy principles governing how personal information is handled. Evidence: when an auditor asks whether visitors acknowledge the site rules, seven ticked boxes with a timestamp and a signature answer in one row. The QR code at the door costs a laminated sheet.

How to adapt this form

An office swaps the food safety declarations for an NDA acknowledgement, one checkbox with the sentence spelled out in a paragraph above it. A school adds a working with children check number field for contractors and visitors who will be near students. A construction site replaces the production floor rule with high-vis and white card lines and adds the card number. The structure never changes: who you are, who you are here for, the site’s specific promises ticked one by one, and a signature over the lot.

What makes this form work

Five rules, five deliberate ticks

Each site rule is a separate required checkbox, from the lanyard to the no-photography line, so the acknowledgement is five distinct taps rather than one tick over a block of text. When quality shows an auditor the record, every rule carries its own yes.

The food safety lines are the two an auditor asks about

No vomiting or diarrhoea in the last 48 hours; not carrying nut products. A food factory’s visitor risk is those two sentences, so the declaration is those two sentences, each its own required tick, and nothing else padding the minute.

Submit time is the sign in time, and the form says so

The last line states that time in is recorded on submission, so nobody types a time and nobody backdates one. The evacuation list, the reception call to the host and the record all hang off a timestamp the visitor cannot get wrong.

Questions people ask

How do visitors actually reach the form?

A QR code at the door and, for the phone-less, a tablet at reception open the same link. There is nothing to install; the form is a public web page. The dropdown of hosts and the one minute length matter more than the technology, because a queue at the door kills any sign in system.

Where is the sign out?

At reception, where the lanyard comes back, and the form says so twice rather than pretending otherwise. This form records arrival; a mirror-image second form can record departures if the site needs both timestamps. Honesty about what is recorded beats a fake in-out board.

Is a paper visitor book really a privacy problem?

An open book on a counter discloses every previous visitor’s personal information to every later one, and in Australia organisations covered by the Privacy Act are expected to handle personal information more carefully than that. A form record is seen by reception and nobody else, which is the whole difference.

How does this help in an evacuation?

The responses table filtered to today is the visitor roll call, readable on a phone at the assembly point. The submission timestamp is the time in, which is why the form prints that fact in its last line instead of asking anyone to type a time.

Why is each site rule its own checkbox?

Because a required checkbox is satisfied by ticking at least one option, so five rules inside one field could be acknowledged with a single tick. Five separate required checkboxes mean five deliberate ticks, and the record shows each rule was individually acknowledged, which is what the acknowledgement is for.

What extra do contractors need?

A current site induction card, which the rules paragraph states, and for regular contractors the full induction checklist linked from this page. The I am a question at the top exists so reception knows to ask for the card before the lanyard is handed over.

Build your own in about a minute

The button below opens the generator with this use case already described. Change the wording to match your own, generate, then edit anything you like.

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Sources

Written and checked by the OneCraft team. Last checked .