Custom check-in forms

14 ways to ask.
One scan to answer.

Signatures, photos of a licence, declarations, choices, numbers, dates and addresses. Visitors answer on their own phone after one scan of your QR code, and every answer lands in your records.

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Your own form is in every plan, including the free trial.

A sign-in sheet asks for a name, a phone number and a tick. GuestTrack asks what your site actually needs.

  • 01 · Signature

    Drawn with a finger, kept with the visit.

  • 02 · Photo or file

    ID, licence, certificate or photo, straight from the camera.

  • 03 · Phone

    Checked for the visitor's country before they can send it.

  • 04 · Address

    Completes itself as they type.

  • 05 · Choice

    One tap, from your own options.

  • 06 · Dropdown

    For long lists that would crowd the screen.

  • 07 · Tick box

    Declarations and consents, with your policy linked.

  • 08 · Date & time

    Expiry dates, appointment times.

  • 09 · Number

    Whole numbers or decimals.

  • 10 · Who are you visiting?

    Suggests your team. The person they pick gets an email when they arrive.

  • 11 · Text & paragraph

    Anything else you need to know.

  • 12 · Your team fills in

    Any question can be your team’s, like this ID check. Visitors never see it.

Plus email, section titles, text, footnotes, links, hidden fields with a set value, check-out and automatic check-out. Mark any question required, and put them in any order.

A form for your kind of site, ready to go

Pick office, construction site, warehouse gate, event or community when you start. The questions you are likely to need are already there. Change any of them.

Office

Reception

  1. Full name
  2. Mobile
  3. Who are you visiting? · suggests names
  4. Visitor declaration
  5. Signature

The person they are visiting gets an email the moment they arrive.

Construction site

Site entrance

  1. Full name
  2. Company
  3. Induction number
  4. Photo of licence or induction card
  5. Safety declaration
  6. Signature

Workers sign in on their own phone. The photo stays with the visit.

Warehouse gate

Main gate

  1. Driver licence number
  2. Licence state · dropdown
  3. Reason for visit · dropdown
  4. Consent tick box
  5. Signature
  6. ID sighted by · staff only

The gatehouse confirms the licence after the driver checks in.

Event

Registration desk

  1. Full name
  2. Mobile
  3. Email · gets a confirmation
  4. How many in your group?

Short, so the queue keeps moving.

Team fields

Add the questions only your team answers

A badge number, who escorted them, a parking bay, a supervisor’s signature. Any of the 14 types can be filled in by your team instead of the visitor.

  • Visitors don’t answer them. Check-in stays as short as you made it, and a team field never holds a visitor up.
  • Filled in on the visit. From Visitor Records or Today, and every change records who made it and when.
  • Nothing forgotten. Mark one needed before check-out, and Today lists who still needs it, with Fill In Next.
  • Shown to the visitor, if you like. A parking bay or badge number appears on their phone as soon as your team fills it in, and check-out reminds them to hand the badge back.
The real screens: a badge number filled in by the team reaches the visitor’s phone, and their check-out.

From the door to the record, nothing is retyped

The visitor

Scans and answers

On their own phone, with no app. A mistyped number or a missing answer is pointed out before they can send the form.

Your team

Checks and confirms

The person they named gets an email the moment they arrive. Today shows who is on site. Your team fills in its own questions, like a badge number or “ID sighted by”, on the visit.

The record

Kept and exported

Every answer, signature and photo, the visitor’s and your team’s, sits with the visit in Visitor Records. Export to CSV, and keep records as long as you choose.

Expecting someone? Invites let regulars skip the questions they have already answered. Got a tablet? Make it a kiosk.

Questions

Which plans include my own form?
Every plan, and the 14-day free trial. Signatures, photos and declarations are included too.
Do visitors need an app?
No. They scan your QR code with the phone camera and the form opens in the browser. A tablet at the door works as a kiosk.
Who can see a photo of a licence?
Only team members with Full Record Access or above.
Do regular visitors fill in the whole form every time?
Not with an invite. They scan their code, and answer only the questions you mark for every arrival, such as a declaration. Invites are on Growth and Portfolio.
Can the person being visited be told?
Yes. Give each name in “Who are you visiting?” an email that only your team sees, and that person gets an email the moment their visitor checks in, with the visitor’s name, their company if your form asks for it, the check-in point and the time. Turn it on in Check-in Setup › Email Alerts. It works on every plan, whichever way the visitor checks in.
Can my team add questions that visitors never see?
Yes. Add a team field, of any of the 14 types, such as a badge number, who escorted them, a signature or a photo. Visitors don’t answer it and are never held up by it. Your team fills it in from the visit in Visitor Records or Today, and every change records who made it and when. It is in every plan, and in the export.
Can the visitor see what my team filled in?
Only if you choose. Turn on “Show the visitor once it’s filled in” for a team field, such as a parking bay or a badge number, and it appears on the visitor’s phone, on the page they see after checking in, within seconds of your team filling it in. Turn on “Also remind them at check-out”, and checking out asks them to hand back the badge. Signatures and photos are never shown.
Can I export the answers?
Yes. Every question is a column in Visitor Records, and the records export to CSV at any time.

Ask what your site needs. Starting today.

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