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 visitor register is
A visitor register is a running record of everyone who enters a site who is not a regular worker — guests, callers, interview candidates, auditors and so on — with their time in and out and host. It gives reception and management a live picture of who is on the premises.
This page is an educational overview with a simplified example of what such a register usually contains. It is not an official template, not jurisdiction-specific and not legal advice — the employer decides what their visitor register must record and how the personal data in it is protected.
Purpose
- Know who is on site at any moment, which matters most in an emergency.
- Record arrival and departure times and the person being visited.
- Support site security and the control of who has access.
- Provide a starting point for an evacuation roll call.
Who maintains it
- Reception, a gatehouse or a host signs visitors in and out.
- A facilities or security lead owns the register and its process.
- Access is controlled because it holds visitors’ personal data.
- The employer decides who maintains it and how it is kept.
When it is used
- Whenever a visitor arrives and again when they leave.
- During an evacuation, to account for everyone on site.
- When checking who was present on a given day.
- When reviewing site security or access arrangements.
Typical fields
- Visitor name, organisation and vehicle registration if relevant.
- Person being visited (the host) and reason for the visit.
- Time in and time out, and date.
- Any badge or pass number issued.
- Acknowledgement of site safety or sign-in rules where used.
- Example columns only — adapt to your site and the applicable law.
Common mistakes
- Recording arrivals but not departures, so the on-site list is wrong.
- Leaving the open book on display, exposing other visitors’ data.
- No link to the evacuation process, so the register is not used in a drill.
- Keeping records forever with no retention or disposal rule.
Document workflow
A visitor register sits at the front of the access chain: a visitor signs in here, may be issued a pass recorded in the key or access register, and where they work on site a contractor sign-in register or permit follows. In an emergency the register feeds the evacuation roll call.
See the related documents below for what is commonly used with and completed after a visitor register entry.
Retention (high level)
Visitor records hold personal data, so they are generally kept securely for a limited period set by the employer in line with its obligations and data-protection duties, then disposed of safely. This page does not state a required period — confirm retention with the applicable law and the official authority.
Because a paper book can expose earlier entries, many sites move to a system that shows only one visitor at a time.
Completing and sharing as a PDF
A visitor register may be kept on paper or in a sign-in system and exported to PDF for records or a roll-call list. Exporting to PDF supports the record; it does not make the register official or prove that a site is secure or compliant.
Employer checklist
- Capture both arrival and departure so the on-site list stays accurate.
- Protect visitors’ personal data and avoid exposing earlier entries.
- Link the register to the evacuation and roll-call process.
- Set a retention and secure-disposal rule and follow it.
Worker notes
- If you host a visitor, make sure they are signed in and out.
- Challenge or report anyone on site who has not signed in.
- Know where the register is and how it is used in an evacuation.
Country considerations
Whether and how visitors must be recorded varies by site type and country, and data-protection rules on holding personal data differ by jurisdiction, with a different official authority in each. This page is general and high-level — not a statement of any country’s law and not a guarantee that a register is valid anywhere.
Always confirm the current requirements with the official authority for your country and a qualified professional.
Who is responsible
The employer is responsible for knowing who is on site, protecting the personal data recorded and for compliance. This page is an educational overview with a template example; it does not determine what your register must contain, 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.
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