FlowmatixSolution · Digital visitor book
The visitor book, minus the book.
A paper sign-in book is a queue at the desk, a page of illegible names, and everyone's details on show to the next person who signs. A digital visitor book fixes all three — and does things paper simply can't.
Four things paper can't do
Visitors sign themselves in
A clean kiosk on an iPad, one question per screen — no reception bottleneck, and each visitor's details stay private, not on the open page.
The host is told automatically
By email, plus SMS or a Microsoft Teams message if you switch them on, the moment their visitor arrives. No phoning around.
Badges print themselves
Silently, on sign-in, with your logo and fields — and a printer fault never blocks a sign-in.
Records you can actually find
Searchable, exportable, and kept to a retention you set — instead of a shelf of books nobody can search.
A live on-site list
See who's in the building right now — and print an evacuation roll-call in one tap.
Your data, in Australia
Held in your own database, under the Australian Privacy Principles — not a shared page or a shared table.
Right-sized for a front desk
A digital visitor book gives an office the compliance basics — a live list, an evacuation roll-call, a real audit trail — without the weight of a product built for a construction site. It's part of Visitor Management; see how it fits a corporate office, or the visitor kiosk it runs on.
Paper sign-in book vs digital visitor book
The same six moments, handled two ways.
Reading a name
Paper: whatever the pen produced. Digital: typed, legible and searchable, with the time recorded automatically rather than written from memory.
The next person signing
Paper: sees every name, company and mobile above theirs. Digital: sees a blank screen. Earlier entries are only visible to staff with permission.
The fire alarm
Paper: someone grabs the book and guesses who never signed out. Digital: print a roll-call of who is signed in now, with photos and a tick box per person. See the evacuation register.
Forgotten sign-outs
Paper: a blank in the “time out” column forever. Digital: an automatic sign-out at the end of the day, with shorter cut-offs for types such as couriers.
Site rules
Paper: a laminated sheet nobody reads. Digital: a declaration they accept on screen, with the version they accepted saved against their visit.
Finding last March
Paper: which box was that book in? Digital: filter the visitor list or export it to CSV, for as long as your retention period keeps it.
What an electronic sign-in book records
Each visit becomes one record. Depending on what you ask each visitor type, it holds:
Staff with the right permission can export records to a CSV file that opens in Excel, with name, type, organisation, host, location, reason and times in and out. Changes behind the scenes, such as editing the declaration or exporting the list, are written to an audit log. When records reach the retention age you set, they and their photos are deleted automatically.
Switching from the paper book: a practical changeover
Most front desks can move across in an afternoon. A sensible order:
- Write your declaration. Copy the wording from the front of your current book or your site rules sheet, and tidy it up.
- Check the visitor types. You start with Visitor, Contractor, Employee and Courier. Remove what you don’t need and decide what each one is asked.
- Add your hosts. List the staff visitors usually come to see, so the kiosk can offer their names and, if you switch it on, email them when their visitor arrives.
- Set up the tablet. Open your site’s kiosk link on an iPad or Android tablet, add it to the Home Screen and put it where the book used to sit.
- Choose your retention period. Decide how long visit records should be kept before they are deleted automatically.
- Retire the book. Store the old books according to your own records policy, and take the pen off the desk.
If contractors visit too, you can add an induction and signed site rules for that type later — see contractor sign-in.
What it costs to replace the book
Starter covers one site for $49 a month billed annually, or $59 billed monthly, with unlimited sign-ins. There is a 14-day free trial, no lock-in, and you can use an iPad or Android tablet you already have. Running more than one office? Pro is $99 a month flat for up to five sites. See the pricing page for everything included.
Questions
What do we need to run it?
An iPad — bring your own or add one at checkout. Setup is about five minutes for your first kiosk.
Can we brand it and choose the questions?
Yes — your logo, configurable fields per visitor type, your declaration wording.
Is it private?
Visitor details live in your own database, handled under the Australian Privacy Principles, with a retention period you set and an automatic purge. Our marketing site uses Google Analytics; see our privacy policy.
Can visitors see who signed in before them?
No. Each visitor only sees their own sign-in on the kiosk. Earlier visits are visible only to staff whose role allows them to view visitors.
What happens if a visitor forgets to sign out?
Anyone still signed in is cleared by the automatic sign-out at the end of the day, and you can set a shorter cut-off for particular visitor types. The office can also sign people out from the live list.
Can we export the visitor book to Excel?
Yes. Staff with export permission can download visitor records as a CSV file, which opens in Excel or Google Sheets.
How long are records kept?
As long as you choose. You set a retention period, and records and photos older than that are deleted automatically.
Can staff sign in on the same tablet?
Yes. An employee type with roster sign-in lets staff tap their name to sign in and out without answering the visitor questions, and builds a timesheet of their hours.
Retire the clipboard this afternoon.
Fourteen days free. Card charged $0. Cancel anytime.