Visitor Log
Visitor Log replaces the front-desk sign-in sheet with a shared register for arrivals, hosts, purposes, badges, notes, and one-tap sign-outs.
Included with every MangoApps plan.
Rolled out to every employee at AutoZone (125,000), PetSmart (50,000+), A.S. Watson and Raley's (20,000) — and at larger retailers we are not permitted to name.
Built for: Corporate Offices · Property Management · Construction And Facilities Services · Education Campuses · Manufacturing Sites
Overview
Visitor Log turns a front-desk sign-in sheet into a working visitor register in MangoApps. Every member can add records, and each record captures the Visitor, Company, Host, Purpose, Arrived date, Status, Badge, and Notes. Required Visitor, Purpose, Arrived, and Status fields keep the essential arrival and departure information from being skipped.
Use the app whenever a workplace, site, or reception team needs a current list of guests and contractors. Purpose options distinguish Meetings, Deliveries, Interviews, Contractor work, and Tours, while the Host field ties each visit to the responsible employee. The On site now view answers who is still marked inside; Today and This week support daily review and short-term visit lookup.
The Today screen presents a metric row and cards for a quick front-desk check, while Full log provides a grid and action bar for reviewing or correcting records. The End-of-day on-site sweep runs daily at 18:00 over On site now and sends the app owner an AI summary digest titled Still marked on site. This creates a closing reminder, not proof that a person remains in the building.
This template is not a replacement for access-control hardware, identity verification, evacuation procedures, or a secure visitor-management system with those capabilities. It also allows records to be edited and deleted, so organizations needing an immutable audit trail should define a separate retention and access policy before adoption.
Standards & compliance context
- The register can support general workplace visitor sign-in and emergency-accountability procedures, but it does not by itself satisfy secure-facility access-control requirements.
- For facilities with formal security or safety obligations, define who reviews the On site now view, how long records are retained, and how visitor information is protected.
- If the site uses a regulated or contractual visitor-record process, confirm whether editable and deletable records meet the organization’s record-keeping expectations before rollout.
- Use the Host, Badge, and Status fields as operational controls alongside any required identity checks, escort rules, or evacuation procedures.
General regulatory context for orientation only — verify current requirements with counsel or the relevant agency before relying on this template for compliance.
How to use this template
- Add Visitor Log to your MangoApps workspace and confirm the reception, security, facilities, or host team that will operate it.
- Decide which members will enter records and who owns the daily review, remembering that every member can add, edit, and delete records.
- Log each arrival with the Visitor, Company, Host, Purpose, Arrived, Status set to On site, Badge, and any useful operational Notes.
- Use the Today screen and the On site now, Today, and This week saved views to check current guests, arrivals, and recent visit activity.
- When a guest leaves, open the record and change Status to Signed out so the live list does not overstate occupancy.
- Review the Still marked on site digest sent to the app owner at 18:00 and follow up with the relevant Host before closing.
Best practices
- Record the visitor at arrival rather than reconstructing the visit from memory at the end of the day.
- Set the Host accurately so the person responsible for the visit can confirm departure or follow up on an unresolved status.
- Use the Purpose options consistently instead of placing alternate categories in Notes.
- Enter the Badge label at handover and check it when the visitor signs out.
- Make Status changes part of the reception handoff, not an optional end-of-week cleanup.
- Review On site now before leaving and treat the 18:00 digest as a prompt to investigate, not as automatic confirmation of occupancy.
- Keep Notes limited to information needed to administer the visit and avoid storing identity-document or other sensitive personal details.
- Assign an app owner to review unusual entries, deletions, and visitors that remain On site after the building closes.
What this template typically catches
Issues teams running this template most often surface in practice:
Common use cases
Frequently asked questions
What does the Visitor Log template record?
It records the Visitor name, Company, Host, Purpose, Arrived date, Status, Badge, and Notes. Purpose options are Meeting, Delivery, Interview, Contractor work, and Tour. Status is either On site or Signed out, so the register shows who should still be in the building.
Who can add and update visitor records?
Every member can add records, which suits a shared reception, security, or facilities workflow. Members can also edit and delete records, so assign clear ownership for correcting entries and reviewing deletions. The Host field identifies the employee responsible for the visit.
How often should the visitor log be reviewed?
Front-desk staff or other designated members should record each arrival and sign-out as it happens. Use the Today view during operating hours, then check On site now before closing. The End-of-day on-site sweep runs daily at 18:00 and sends the app owner an AI summary digest of visitors still marked On site.
Is this suitable for secure facilities or regulated visitor records?
It can support general visitor sign-in practices in offices, sites, and facilities where an access record is needed. Secure facilities may need additional identity verification, escort, access-control, retention, and incident procedures outside this app. Confirm the required record-keeping and privacy controls with your security or compliance owner before rollout.
What is a common mistake when using this visitor register?
The most common pitfall is leaving a visitor marked On site after they have left. Make sign-out part of the reception handoff and review the On site now view before closing. Also avoid putting sensitive personal details in Notes because the template is designed for operational visit information, not identity-document storage.
Can we customize the visitor fields or purposes?
Yes, the template can be customized after it is added to your MangoApps workspace. You can adapt fields, purpose options, views, screens, and ownership to match your reception process, while keeping Visitor, Host, Arrived, and Status as the core fields needed for the log.
Does the template connect to door access or badge systems?
The supplied template does not include an access-control, badge-scanning, or other external integration. Badge is a text field for recording the badge identifier or label used by your team. Treat the app as the visitor register and continue using separate access systems where required.
How does this compare with a paper sign-in sheet or spreadsheet?
The app keeps typed visitor records in one shared register and provides the On site now, Today, and This week saved views. Its Today screen gives the front desk a focused view, while the 18:00 automation highlights people who may still be in the building. Unlike an informal sheet, it makes the current status and follow-up queue explicit.
How should we roll out the Visitor Log?
Add the template to your MangoApps workspace, decide which reception, security, facilities, or host teams will enter records, and explain the two Status options. Run it alongside the existing process briefly to confirm that arrivals, sign-outs, badges, and host assignments are captured consistently. Then make the app the working register and assign the app owner to review the daily digest.
Related templates
Ready to use this template?
Visitor Log runs on a platform app included with every MangoApps plan — pick a suite and it comes along.
Rolled out to every employee at AutoZone (125,000), PetSmart (50,000+), A.S. Watson and Raley's (20,000) — and at larger retailers we are not permitted to name.
