What paper does well
A paper register is familiar and works without a phone or mobile coverage. It can be suitable where a host meets every visitor. Someone needs to keep it available, protect the personal information it contains and manage the briefing and records separately.
What changes with QR sign-in
A QR sign-in process connects the visitor form to your workplace briefing. Submitted records can be searched and viewed by authorised managers. Configured notifications can make an arrival visible without someone returning to the register.
| Consideration | Paper register | SmartSignIn QR sign-in |
|---|---|---|
| Connection | Works offline | Internet connection required |
| Briefing | Host or separate documents | Workplace information in the visitor process |
| Current visitors | Read and reconcile the register | View submitted active sign-ins in the portal |
| Notifications | A separate call or message | Configured manager notifications |
| History | Store and search paper | Search records and export visit history |
| Privacy | Protect the register from casual viewing | Control manager access and collect only what is needed |
What a digital record does not solve
A sign-in list depends on visitors recording their arrival and departure. It should not be your only way to account for people in an emergency. A briefing acknowledgement also does not prove understanding or replace the controls, coordination and training needed for the work.
Make the transition practical
- Check the connection at your visitor entrance.
- Review the briefing and who receives notifications.
- Try the journey on a visitor’s phone before displaying the sign.
- Keep a suitable fallback for people who cannot use the digital process.
- Review sign-out habits and the usefulness of the records.
See how SmartSignIn works or compare the NZ plans.