Trying to keep track of office visitors? From a free visitor log template to powerful visitor management software, there are a few options depending on your needs.
Let’s focus on the two most common solutions to visitor management systems:
Managing guests with a visitor sign-in sheet
Many businesses, especially small and medium-sized ones, use Excel to manage their visitors—mainly because it’s affordable and easy to set up.
With Excel, you can create custom visitor sign-in sheets to record essential details like visitor names, check-in and check-out times, the reason for their visit, and who they are meeting. You can also add or remove columns to include extra information like vehicle details, visitor ID numbers, or the purpose of the visit. This makes visitor sign-in sheets versatile tools for different types of businesses.
How to use the Excel visitor log template
To use an Excel visitor management system, download the visitor sign-in sheet template (or make a copy if you prefer using Google Sheets) and customize the columns as needed. Once you’re done, share the visitors’ log template with your team by email, a shared drive, or as a printed sheet at the front desk. Whenever a visitor arrives, fill in details like their name, company, reason for visit, host’s name, check-in and check-out times, and any special notes.
Make sure someone is responsible for keeping the guest check template updated so records stay accurate and organized. This simple visitor management process helps keep your workplace secure and running smoothly.
What are the main benefits of the visitor management system template?
As mentioned, using Excel or Google Sheets for visitor management has several benefits that make it a popular choice.
For starters, the visitor log template in Excel is affordable. Most companies can use it as part of their Microsoft 365 package, so there’s no need to spend extra money. This makes it a great choice for small businesses and startups with limited budgets.
Excel is also easy to use because many people already know its interface. Your employees can quickly learn to enter and manage data without much training.
Another benefit of a visitor log Excel template is that it works offline. This is helpful in places where internet access might be unreliable, ensuring you can continue to manage visitors even without an internet connection.
Pros of Excel visitor log template:
➕ Low cost: Since most companies already have Excel as part of their Microsoft 365 package, there’s no need to spend extra money on new software. It’s ideal for small businesses and startups that need an affordable way to manage visitors.
➕ Familiar interface: Many people know how to use Excel, so there’s little need for extensive training.
➕ Quick setup: Employees can quickly learn how to enter and manage data, making it accessible for businesses of all sizes.
➕ Offline accessibility Excel can be used offline, which is helpful in places where internet access might be unreliable.
What are the limitations of using an Excel visitor log template?
While Excel is an affordable and easy way to track visitors, it has some significant drawbacks when dealing with large amounts of data. As the number of visitors increases, spreadsheets can become hard to manage and navigate. Sorting, filtering, and analyzing visitor information in large visitor sign-in sheets can take quite a lot of time and effort.
Excel also lacks the office automation features that dedicated visitor management systems offer. Thus, all data entry and updates must be done manually, which can lead to mistakes, especially in busy offices.
Security is another concern when using an Excel visitor report template. Although you can password-protect Excel files, this level of security might not be enough for sensitive visitor information. Excel does not provide advanced security features like role-based access control and audit trails, which are essential for making sure that only authorized people can access and modify visitor data.
Cons of an Excel visitor management system:
➖ Manual data entry: Keeping visitor records in Excel means constantly updating the file yourself, which takes time and can lead to mistakes.
➖ Difficult to scale: The more visitors you have, the more difficult it becomes to keep track of everything in Excel without errors.
➖ Limited security: Visitor information isn’t encrypted or protected, making it easier for unauthorized people to access.
➖ Risk of losing data: Visitor records can be lost due to accidental deletion or file issues if you don’t back up your files.
➖Lack of automation: Unlike visitor management software, Excel can’t handle automatic check-ins, send notifications, or print visitor badges.
➖ No real-time tracking: You can’t see real-time updates on visitor movements or who’s currently on-site.
➖ No integrations: Excel won’t sync with workplace systems like access control, ID verification, or messaging apps.
If you decide to print out the Excel template and use it as a sign-in sheet, be prepared for even more challenges. Paper sign-in sheets can easily get lost, damaged, or messy, making it hard to keep track of visitors. Then, looking for a specific visitor’s details can also be frustrating since you have to sort through pages of entries. Plus, paper sign-ins only collect basic information and don’t offer helpful features like scheduling visits or sending automatic notifications, which could make managing your office much easier.
As you can see, while the Excel log template works well for basic visitor management needs, larger businesses or those needing extra security and advanced features may need a more specialized tool. That’s when visitor management solutions come in.
Managing guests with a proper visitor management system
A visitor management system like Archie solves these issues, keeping your workplace safe, organized, and running smoothly. It makes handling visitors easy by allowing you to:
- Schedule office visits ahead of time
- Let guests check in automatically for a quicker process
- Shorten the time guests wait to be registered
- Quickly let hosts know when their visitors arrive
- Keep clear records of who comes and goes
- Easily find visitor information whenever you need it
- Securely store all data
- Follow the rules and visitor policies easily
Say goodbye to outdated sign-in sheets and time-consuming manual processes. Visitor management systems make check-ins faster and more efficient.
To set one up, you typically need a tablet or touchscreen for guests to check in, a computer to manage visitor information, and a Wi-Fi connection for online systems. A sleek tablet running the Archie Visitors app, placed on a modern stand at the reception desk, is a great example of how these systems look when implemented.
You can upgrade yours with extras like badge printers for visitor IDs, QR code scanners for quick check-ins, and cameras for ID verification. Badge readers, visitor kiosks, and thermal scanners can make the visitor management process even easier.
Pros of visitor management software:
➕ Faster and easier check-ins: Guests can sign in quickly using a tablet, QR code, or mobile app, reducing wait times and eliminating manual paperwork.
➕ Better security: Keeps accurate records of who enters and leaves.
➕ Automatic host notifications: Alerts employees when their guests arrive, ensuring a smooth check-in process without delays.
➕ Improved compliance: Securely stores visitor data, helping you meet security, privacy, and legal requirements.
➕ Real-time visitor tracking: Provides instant updates on visitor activity, helping maintain security and office organization.
➕ Custom workflows and pre-registration: You can tailor check-in processes, send pre-visit instructions, and collect necessary information before guests arrive.
➕ Paperless and eco-friendly: Eliminates the need for paper visitor sign-in sheets, reducing waste and manual data entry errors.
➕ Seamless integrations: Works with access control systems, communication tools, and hybrid workplace software for a streamlined experience.
➕ Professional visitor experience: Creates a modern, organized, and welcoming environment for guests, improving first impressions of your office.
A visitor management system simplifies check-ins and improves security, but it also has some drawbacks. Setting it up can be costly (especially compared to a visitor sign-in sheet template), as visitor management systems come at a price, and employees may need time to learn how to use them. Some platforms also have limitations on customization or may not work well on mobile devices.
Not Archie, though.
Using Archie for visitor management
Archie is a leading visitor management system because it offers everything you need in one easy-to-use platform. Unlike other systems that charge extra for advanced features, Archie includes all its tools and integrations without hidden costs. The only additional option is a custom-branded mobile app, which makes Archie unique.
With Archie, you get dependable pricing, powerful features, and excellent value for your money. It’s also 30–50% cheaper than similar systems, making it a budget-friendly and smart choice for businesses of all sizes.
Archie makes managing visitors easy and affordable, ensuring your business stays secure and organized without breaking the bank.
Berenika Teter
Archie's Content Manager, fueled by filter coffee and a love for remote work. When she’s not writing about coworking spaces and hybrid workplaces, you can probably find her exploring one.
