Visitor Sign-In Sheet
Log every visitor to your site with arrival time, host, purpose and the safety briefing they accepted.
A ready-to-use facilities & property management form for small teams who need a reliable intake process: 18 questions, 3 pages, 4 conditional rules.
- Questions
- 18
- Pages
- 3
- Layouts
- card · classic
- Conditional rules
- 4
- Typical time
- 2 min
Searches this template answers
- visitor sign in sheet
- sign in sheet template
- visitor log form
- digital visitor book
- free visitor sign in sheet template
- office visitor registration form
Also filed under
Live preview and test console
This is the real form. Answer it to test the 3 conditional rules — nothing is sent or stored.
Page 1 of 3 — Your details
Every question on this page is currently visible.
What happens after submit: nothing is stored in this preview. On your own copy, every response triggers an instant email notification and lands in your response dashboard, ready to export or forward.
Happy with it? Take a copy into your workspace — every question, rule and setting comes with it.
Who this template is for
Visitor Sign-In Sheet is built for small teams who need a reliable intake process who need to collect the same complete information from everyone.
- Small teams who need a reliable intake process working in facilities & property management.
- Teams who need to collect the same complete information from everyone without writing code or paying for a custom build.
- Anyone replacing chasing missing details over email with one structured record per enquiry.
- Respondents are the people you send it to — the form asks them 18 questions across 3 screens.
- Mobile-heavy audiences, thanks to the one-question-per-screen card layout.
Why this form is useful
It removes the cost of chasing missing details over email and turns each submission into a record your team can act on immediately.
- 9 questions are required, so submissions arrive complete instead of needing a follow-up email.
- It collects a verified email address so replies and confirmations land.
- It captures a phone number for urgent follow-up.
- It records a signature you can keep as proof of agreement.
- It allows multiple selections without free text.
- Conditional logic hides 4 questions until they are relevant — shorter forms convert better than long ones.
- Splitting the form across 3 pages keeps each screen short and shows respondents how much is left.
- Every response is stored, searchable and exportable, so nothing depends on one person's inbox.
How to use this template
From copy to live form is a few minutes of work, and every step is reversible.
- 1Press “Use this template” — a fresh copy of Visitor Sign-In Sheet lands in your workspace, ready to edit.
- 2Rename or delete any question, and change what is required. Nothing here is fixed.
- 3Open Notifications and add the email addresses that should be alerted on each submission; add an auto-reply to the respondent if the form collects an email address.
- 4Publish it, then either share the link directly or paste the embed snippet into your site — the embedded form resizes to fit and loads no marketing or advertising trackers.
- 5Watch responses land in Submissions, where you can filter, label and export them to CSV or PDF.
Logic and conditions blueprint
Exactly how this form behaves as it is answered — 4 conditional rules ship with it.
- Features advanced show logic: if “Reason for your visit” is Contractor or engineer, the form dynamically exposes “What work are you carrying out?”. Otherwise that question never appears.
- Features conditional validation: if “Reason for your visit” is Contractor or engineer, “Do you have a signed permit to work?” becomes mandatory before the form can be sent.
- Features advanced show logic: if “Do you need a car parking space?” is Yes, the form dynamically exposes “Vehicle registration”. Otherwise that question never appears.
- Features advanced show logic: if “Have you visited this site in the last 12 months?” is No, the form dynamically exposes “Site safety briefing”. Otherwise that question never appears.
- All 4 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.
About this template
A paper visitor book tells you almost nothing in an evacuation: the handwriting is unreadable, nobody signs out, and the page is at the desk you just left. This form replaces it with a log you can read on a phone from the assembly point. Each visitor gives their name, company, phone number and who they are here to see, then chooses the reason for the visit — contractor, interview, delivery, meeting or tour. Contractors are asked for their company, the work they are carrying out and whether a permit is in place, because that is the group most likely to create a hazard. Everyone confirms they have read the site rules and, where you need it, agrees to the confidentiality wording before the badge is issued. Arrival and expected departure times are captured on the same screen, so a quick filter shows exactly who has not signed out. Run it on a tablet at reception in card mode, one question per screen, and a visitor is through it in well under a minute.
What this form asks
Every question is editable — rename it, make it optional, or delete it entirely.
Page 1 — Your details
- Your full namerequired
- Company or organisation
- Mobile numberrequired
- Email addressrequired
Page 2 — Your visit
- Who are you here to see?required
- Reason for your visitrequired
- What work are you carrying out?
- Do you have a signed permit to work?
- Arrival timerequired
- Expected departure time
- Do you need a car parking space?
- Vehicle registration
Page 3 — Safety and sign-off
- Have you visited this site in the last 12 months?required
- Site safety briefing
- Emergency contact name
- Emergency contact number
- Confidentialityrequired
- Visitor signaturerequired
18 questions in total.
How the form changes as it's filled in
This template ships with 4 conditional rules, grouped into 4 behaviours driven by 3 questions. Everything below is already set up — edit or delete any rule once the template is in your workspace.
Driven by “Reason for your visit”
- Reveals questions
If “Reason for your visit” is Contractor or engineer, the form reveals “What work are you carrying out?”.
- Makes answers required
If “Reason for your visit” is Contractor or engineer, “Do you have a signed permit to work?” becomes required before the form can be submitted.
Driven by “Do you need a car parking space?”
- Reveals questions
If “Do you need a car parking space?” is Yes, the form reveals “Vehicle registration”.
Driven by “Have you visited this site in the last 12 months?”
- Reveals questions
If “Have you visited this site in the last 12 months?” is No, the form reveals “Site safety briefing”.
Set it up step by step
- 1
Put it on the reception tablet
Open the card layout in kiosk mode so each visitor sees one question at a time and the form resets after every submission.
- 2
Notify the host automatically
Add an email notification routed on the host field so the person being visited knows their guest has arrived.
- 3
Tune the safety checklist
Rewrite the briefing checkboxes to match your actual site rules — they are the part auditors read first.
- 4
Check the log during a drill
Filter today's submissions by arrival time on your phone at the assembly point and confirm everyone is accounted for.
Mistakes to avoid
- Capturing arrival but never sign-out, so the log overstates who is on site.
- Asking contractors the same three questions as a meeting guest.
- Keeping visitor records indefinitely instead of deleting them on a schedule.
What it pairs with
Most teams don't run this form on its own. These are the forms and systems it sits next to.
- Field Inspection Form
- Incident Report Form
- Open House Sign-In
What to do with the responses
Email the host on arrival, print or display a badge, and purge the log automatically once your retention period expires.
Works in both layouts
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Frequently asked questions
How do visitors sign out again?
Duplicate the form, cut it to name and departure time, and put that short version on a second tablet by the door — or ask visitors to confirm departure by text.
Can I run this offline at a site gate?
Yes. Load the form before you lose signal; answers stay in the browser and submit as soon as the connection returns.
Is a visitor log personal data?
It is. Set a retention window that matches your policy and delete old submissions on that schedule rather than keeping the whole year.
Can each visitor see the previous entries?
No. Unlike a paper book, one submission is never visible to the next visitor, which removes the confidentiality problem paper logs have.
Is the Visitor Sign-In Sheet template free to use?
Yes. You can preview and test Visitor Sign-In Sheet on this page without an account, and take a copy into your own HelloForms workspace on the free plan. There is nothing to install and no card required to publish it.
What does the Visitor Sign-In Sheet template ask for?
It asks 18 questions across 3 pages, 9 of which are required. Every question is listed in full further down this page, and each one can be renamed, reordered, made optional or deleted after you copy the template.
Can I edit the Visitor Sign-In Sheet form after copying it?
Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the card and classic layouts, restyle it to match your brand, and set who gets notified on each submission.
How does the conditional logic in this facilities & property management form work?
4 conditional rules ship with the template: Features advanced show logic: if “Reason for your visit” is Contractor or engineer, the form dynamically exposes “What work are you carrying out?”. Otherwise that question never appears. Features conditional validation: if “Reason for your visit” is Contractor or engineer, “Do you have a signed permit to work?” becomes mandatory before the form can be sent. Features advanced show logic: if “Do you need a car parking space?” is Yes, the form dynamically exposes “Vehicle registration”. Otherwise that question never appears. All rules are editable in the Logic tab.
Where do responses to the Visitor Sign-In Sheet form go?
Submissions land in your workspace under Submissions, where you can search, filter, label and export them to CSV or PDF. You can also email a notification to your team on every submission and send the respondent an auto-reply.
Can I embed the Visitor Sign-In Sheet form on my own website?
Yes. Publish the form and paste the embed snippet into any page or share the direct link. The embedded form resizes to fit its container and loads no advertising or marketing trackers inside the iframe.
Is the signature on this form legally usable?
The template captures a drawn signature and stores it with the submission, along with the timestamp, so you keep evidence of who agreed and when. Whether that is sufficient depends on your jurisdiction and the agreement itself.
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