Digital Visitor Sign-In Rollout Checklist
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A step-by-step checklist for an office manager replacing the paper visitor book with tablet sign-in, covering policy decisions, data and privacy, hardware, host notifications, the evacuation roster, staff training, and launch week.

[ ] Visitor types listed for your office (clients, candidates, contractors, couriers, vendors, employee guests, auditors, after-hours visitors) with one named owner for how each type is handled.
[ ] Sign-in fields decided and kept to the minimum you actually use: name, company, host, purpose, arrival time, and only the extra fields a real compliance or safety need justifies.
[ ] Retention period written down for visitor records, with a default deletion or archive schedule and a note on which records an auditor, insurer, or contract may require you to keep longer.
[ ] Short privacy notice drafted for the sign-in screen and a longer version available on request, reviewed against the state privacy rules that apply to your office.
[ ] Legal documents that visitors must accept (NDA, safety briefing, photo consent) loaded into the sign-in flow so they are signed once, stored with the record, and not asked again on every visit.
[ ] Host directory imported from your staff list, with each host's preferred alert channel (text, email, chat) confirmed and a fallback contact for anyone out of office.
[ ] Front desk fallback alert configured so that a host who does not respond within a few minutes triggers a notification to the reception desk or a backup person.
[ ] Visitor badge design approved: name, company, host, date, and a visible expiry or color band, with a decision on which visitor types get a printed badge and which get none.
[ ] Tablet, stand, badge printer, and label stock ordered and counted against your typical visitor volume, with spare stock and a spare charging cable kept at the desk.
[ ] Lobby placement chosen so the tablet is visible from the door, reachable from a wheelchair, not facing bright glare, and not blocking the path to the reception desk.
[ ] Network tested at the actual stand location with the tablet and printer connected, and a plan for what happens when wifi drops (offline mode, hotspot, or paper form).
[ ] Paper fallback form printed and kept in a drawer, with a rule that fallback entries are typed into the system by the end of the same day.
[ ] Contractor and delivery paths defined: which contractors need an escort, which work areas require a permit or briefing, and whether couriers sign in at all or use a separate drop-off flow.
[ ] Pre-registration turned on for planned guests so hosts can add visitors in advance and the arrival screen already knows their name and host.
[ ] Live roster tested for the evacuation drill: sign in three test visitors, pull the roster from a phone outside the building, sign them out, and confirm the roster clears.
[ ] Evacuation procedure updated so the assembly point leader knows who pulls the visitor roster, on which device, and how visitors are accounted for alongside staff.
[ ] Front desk team trained on the new routine, including greeting a visitor who has already signed in, reprinting a badge, adding a walk-in without a host, and signing out a visitor who forgot.
[ ] Every host briefed in a short message: what the alert looks like, how quickly they are expected to respond, and where to meet their guest.
[ ] Signage placed at the door and the counter so visitors know to sign in on the tablet before they reach the desk.
[ ] Old visitor book removed from the counter on launch day and stored according to your retention rule, not left out as a tempting shortcut.
[ ] Two-week review scheduled to look at incomplete sign-ins, unanswered host alerts, badge reprints, and any visitor type that keeps needing a manual workaround.