How to Improve the Visitor Check-In Process

By Toni Buffa | Published May 29, 2024

Does your organization have a paper book that guests write their information in when they arrive at your facility? Have you ever been to a company that has a Visitor Logbook? It could be as simple as writing your name, date, and check-in and check-out times. While the concept of a visitor log book is beneficial, relying on a physical paper book to track the arrival and departure of visitors at your facility has its limitations. 

Luckily, automation is a great solution to improve this process. You can automate the visitor check-in and check-out process to make it more secure and efficient. This article will discuss a few visitor book scenarios and the benefits of automating the process, as well as share a prebuilt Integrify workflow example.

Visitor Log Book Scenarios

Perhaps your organization does not have a visitor logbook, but you do have outside people coming into your building; it's crucial to implement a process for this. Whether you do or don't have a process in place for this scenario, here are some examples of where to implement this workflow: 

  • A school secretary's desk records the names of parents or approved guests who come into the building during school hours. 
  • A sports stadium front desk that has people checking in to be given a tour of renting out a suite space for an event. 
  • A company that has truck drivers coming to deliver and place packages inside of a warehouse. 
  • A grocery store that has a beverage rep coming in to set up a new in-store popup banner.
  • A hospital front desk that has visitors checking in to get up to a patient's room.

These are just a few examples, but any scenario where someone is entering your facility who is not employed there should have this process in place. (It should be an automated process, not just a paper process.)

Benefits of Automating this Process

Automating this process means visitors will input their information into a digital guest form when they arrive, and a workflow will begin. I'll show an image of a completed workflow process in the next section. For now, let's cover the benefits of automating this process: 

Improved Security

The most important benefit is increased security, which means you always have a real-time view of all guests in your building.

Emergency Situations

Integrify's real-time reporting can be viewed digitally in an emergency to ensure that all guests are safe and accounted for.

Increased Transparency

It could be a companywide broadcast of a special guest, vendor, or customer who will be in your building.

Increased Professionalism

Notifications are emailed to staff members to alert them of their guests' arrival in real time, so calls are no longer needed.

Saved Resources

If your organization has an unattended reception area, guests can kick this workflow when they arrive.

A Good First Impression

What a great first impression to give your visitors by ditching the tried-and-true paper logbook and showing them your forward-thinking technology using this workflow!

Integrify Workflow Example

With Integrify’s Visitor Log Book workflow template, your organization will have a streamlined and seamless workflow for your visitors. This process is free for our customers to download and use in their Integrify instances. Here is what the process and form would look like. 



If you would like to improve the efficiency of your visitors' check-in and check-out processes, contact the Integrify team to learn how we can help!


Using Integrify   Workflow Ideas   Business Ideas  

Toni Buffa

Toni is a member of the Integrify marketing team and writes for the Integrify blog. Toni lives in Colorado and loves animals of all stripes.