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Visitor sign-in sheet

Use this visitor sign-in sheet to record arrivals, hosts and departures. Download the Excel visitor log template, or print a blank register.

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Record arrival and departure without leaving earlier visitors visible to the next person. Download the workbook or print the form below.

Download Excel workbookDownload blank CSV

Six tabs: instructions, a blank 200-row log, synthetic examples, a shift checklist, message templates and a status summary. The Excel workbook has filters and status dropdowns. CSV contains the column headings only.

How to use the downloads
  1. Save a copy in an approved location that only authorised staff can access. Read the Start here tab before entering records.
  2. Keep the Examples tab as a reference. Enter your records in Log, one reference per row, and update each status yourself.
  3. For Google Sheets, import the blank CSV into a new spreadsheet. It has no formatting, dropdowns or summary formulas; add those in your own sheet if needed.
  4. Use the checklist at shift handover. The summary counts only rows 2 to 201; extend the ranges if you add more rows.

The workbook does not notify hosts, issue private passes or update a live roll call. Limit access and set a retention period under your organisation's policy.

Try this workflow with sample data

Visitor log

20 rows a page. Columns:

  • Date
  • Name
  • Company
  • Host
  • Time in
  • Time out
  • Signature
DateNameCompanyHostTime inTime outSignature

What to check at shift handover

  1. Keep the register with staff; do not expose previous visitors to the next arrival.
  2. Confirm the host and purpose under your reception procedure.
  3. Record arrival when the visitor actually arrives, not when a meeting is scheduled.
  4. Record departure and resolve entries with missing checkout times.
  5. Use your approved emergency procedure and reconcile people directly; a manually updated workbook is not a live safety system.
Visitor arrival message for a host

Copy and adapt this starting point. Replace every bracketed placeholder before sending.

Edits stay in this page and disappear when you leave. This tool does not send messages.

Download the checklist and messageRead the practical guide

What to record for every visitor

A visitor log proves who was on site and when, and it is the list you need in a fire drill. Record the date, the visitor’s name, their company, who they came to see, the time in, the time out and a signature.

The limits of a paper log

Every visitor who signs a paper sheet can read the names above theirs, the sheet cannot tell a host that their guest has arrived, and in an evacuation it is hard to see who is still inside. Keep completed sheets somewhere private and only as long as you need them.

Would software be worth it for your desk?

Time reception entry, contacting the host, preparing a badge and confirming departure. Do not put a monetary value on safety outcomes. Enter your own figures below; there are no assumed savings. The calculation stays in your browser.

Self-serve

vFound Visitors

The estimate uses self-serve pricing.

Calculate staff time and compare the annual price

vFound Visitors: USD 804 per venue, billed annually. Changing currency changes the price and units; it does not convert your inputs.

Fill in all four figures to see the estimate.

Hours = annual records × (current minutes − expected minutes) ÷ 60. Capacity value = hours × hourly staff cost. Time freed is not cash saved unless your actual costs fall. Setup, training and other costs are excluded. A negative result means the assumptions do not cover the subscription.

Measure the same tasks during your 14-day trial before deciding. A valid card is required; the selected products are charged annually after the trial unless you cancel before it ends. See prices and trial terms.

vFound Enterprise

For airports, transit networks, hospitals, universities, venue groups and other organisations running many sites.

Custom pricing

Scoped to your sites, products and requirements.

Talk to us about Enterprise
  • The vFound products you choose, across all your sites
  • Multi-site management for more than three venues, with every product's work across sites
  • Single sign-on and organisation-wide two-step sign-in with your own identity provider
  • Custom attributes and workflow checklists on every product
  • Connectors to your directory and property systems, and integrations built to order
  • Lost & Found SMS and WhatsApp alerts through your own provider
  • Dedicated deployment in your own country, when your rules require it
  • A negotiated service level agreement, invoice billing and a signed agreement
  • A named contact, consultation, training and rollout with our team

Frequently asked questions

Can I use this in Excel or Google Sheets?+

Download the Excel workbook for six tabs, a blank 200-row log, synthetic examples, status dropdowns and a summary. For Google Sheets, import the blank CSV; it contains headings only, without formatting or formulas. Keep your working file restricted to authorised staff.

Is this visitor log free?+

Yes. Print as many sheets as you like. Nothing you type is sent to vFound.

How long should we keep visitor logs?+

Only as long as you need them for safety or security, and in line with your own privacy policy. Many venues keep them for a year or less.

What does vFound Visitors do differently?+

Visitors sign in on their own phone, their host is emailed, badges print, and a live roll call shows who is in the building. Names are never shown to other visitors.

Replace the paper visitor book.

vFound Visitors keeps the same record privately, tells the host and runs a live roll call. Start your 14-day free trial. A valid card is required; cancel before day 14 to avoid the yearly charge.

Start your 14-day free trial Try the Visitors demo