Educational guidance on registers and logs — what each records, who maintains it, what it typically contains and how long it is generally kept. Informational only — template examples, not official documents or legal advice; a register documents activity, it does not by itself prove compliance, and employers remain responsible.
What a site access register is
A site access register is the combined record of presence on a site: it brings together the people entering and leaving — employees, contractors and visitors — so that, at any moment, there is one source for who is on the premises, which matters most in an emergency.
This page is an educational overview with a simplified example. It is not an official template, not jurisdiction-specific and not legal advice — the employer or principal contractor decides how access is controlled and recorded.
Purpose
- Maintain a single, current record of who is on site.
- Support the emergency roll call and evacuation.
- Tie access to induction, permits and authorisation.
- Provide a trail of presence for a given day or task.
Who maintains it
- A gatehouse, reception or site supervisor records access.
- A site manager or principal contractor owns the process.
- People confirm their own details on entry.
- The employer or site controller decides the process.
When it is used
- On entry to and exit from the site, each day.
- During an evacuation, to account for everyone.
- When checking who was on site on a given day.
- During reviews of site access and security.
Typical fields
- Name, company and category (worker, contractor, visitor).
- Date, time in and time out.
- Confirmation of induction and any permit reference.
- Pass or badge issued.
- Host or contact on site.
- Example columns only — adapt to your site and the applicable law.
Common mistakes
- Recording entries but not exits, so the on-site list is wrong.
- Not capturing all categories — workers as well as visitors.
- No link to the evacuation roll call.
- Holding personal data with no access control or retention rule.
Document workflow
A site access register is the hub of the access chain: induction is completed first, the visitor and contractor sign-in registers feed into the on-site picture, and the register supports the evacuation roll call. Access rights link to the access control and key registers.
See the related documents below for what is commonly required before and used with a site access entry.
Retention (high level)
Access records hold personal data and are generally kept securely for a limited period set by the employer in line with its obligations and data-protection duties. This page does not state a required period — confirm with the applicable law and the official authority.
Completing and sharing as a PDF
A site access register is often held in a system and exported to PDF for records and roll calls. Exporting to PDF supports the record; it does not make a site secure or prove compliance.
Employer checklist
- Capture all categories of people, with entry and exit.
- Link access to induction, permits and authorisation.
- Use the register for the emergency roll call.
- Protect the personal data and set a retention rule.
Worker notes
- Sign in and out so the on-site list stays accurate.
- Make sure visitors and contractors you host are recorded.
- Know how the register is used in an evacuation.
Country considerations
Site-access control and record-keeping vary by sector and country — construction sites often have specific arrangements — and data-protection rules differ, with a different official authority in each. This page is general and high-level — not a statement of any country’s law and not legal advice.
Confirm current requirements with the official authority for your country and a qualified professional.
Who is responsible
The employer or site controller is responsible for knowing who is on site, controlling access and for compliance. This page is an educational overview with a template example; it does not make a site secure or compliant and does not transfer responsibility.
Export, edit and share documents
The documents, policies and templates this involves can be exported, edited, signed, stored and shared as PDFs with the HELPERG PDF Editor.
Free, printable HR & employment resources
Practical, ungated resources to put this into action — no signup.