Digital visitor log: why adopt this essential solution?

The importance of the visitor log: obligations and practical challenges

What should a visitor log contain?

The visitor log, also known as an "entry and exit log," is not mandatory but is highly recommended for several categories of facilities, such as public-access buildings and workplaces.

These categories of facilities include, for example:

• Companies that host clients or partners.
• Public and private institutions that receive the public.
• Industrial and commercial buildings visited by suppliers or subcontractors.

The regulatory framework: what are the legal obligations?

If you decide to implement a visitor log to simplify flow management in your facilities, you are automatically subject to one obligation: complying with GDPR standards. You must therefore refer to the General Data Protection Regulation published in 2016 and implement all necessary measures to protect your visitors' personal data. To learn more about your GDPR obligations, you can visit the CNIL website.

The benefits of digitizing your visitor check-in and check-out management

More intuitive and efficient information management

Digitizing your visitor log will allow you to automate all repetitive tasks and eliminate human errors that could compromise the security of your facilities. Combined with the Deemply solution and its "check-in/check-out" module, your visitors will gain autonomy as they will be able to register themselves via their phones and a QR code displayed at the entrance to your buildings. This feature means you won't need to assign this time-consuming task to a staff member. Furthermore, from your dashboard, you will be able to view all information in real time and export it if needed.

Strengthening security and traceability

From your digital environment, you will benefit from several features that will simplify your daily operations:

• You will be able to centralize all your data : All records you create will be stored in a secure database, allowing for quick consultation in case of an emergency.
• Automatic forgetfulness alerts are generated : Our Deemply solution automatically follows up with any visitors who haven't logged their departure. This follow-up ensures your visitor log remains up to date.

Real-time tracking : You can grant access to your staff members so they can view the list of people currently on-site with just a few clicks.

Optimized regulatory compliance

With a digital tool like the one we offer, you can ensure compliance more easily, for example through:

• Simplified data retention by following CNIL recommendations.
• The implementation of intuitive and explicit consent processes when collecting personal information.

Simplified audits thanks to easy information extraction.

A better experience for your visitors and your teams

By digitizing your visitor log, you will simplify the visitor experience and significantly reduce the administrative burden on your reception teams. Time savings are optimized thanks to fast, self-service visitor registration. Furthermore, service coordination is improved as everyone can access information in real time.

Focus on the Deemply solution: the innovative and comprehensive management tool

Our tool for digitizing regulatory obligations consists of several modules, namely: the safety register, building management, the prevention plan, the accessibility register, the DUERP, the hot work permit, and the check-in/check-out module, which allows you to manage your visitor log.

Key features of the "Check-in / Check-out" module

1. Simplified registration via QR code
   Upon entering your facilities, visitors can scan a QR code displayed in your building. This scan allows them to quickly enter their information, register, and log their arrival.
2. Real-time flow tracking
   All staff members you have granted access to can view the list of people currently in your facilities with a single click. This individualized access allows users to consult or export information, depending on their permissions.
3. Automatic reminders
   Thanks to automatic reminders, your visitors receive a notification if they forget to log their departure. This proactive tracking ensures a constantly updated register without any extra effort on your part.

Maintaining a visitor log is an essential element for ensuring security and traceability within facilities. By choosing a digital solution like the one we offer, companies and institutions benefit from simplified, compliant, and secure management. This transition to digitalization is not only a technological advancement but also a lever to improve organizational efficiency and meet legal requirements.

To learn more, visit our dedicated page or contact us.