Form templates / Security & Compliance
Visitor Registration Form
A visitor registration form is a fire register first and a security record second. Who is in the building, who they're with, and when they left.
For security firms, compliance teams and risk managers.
A register nobody can reach in an evacuation isn't a register
The whole point of signing visitors in is that someone at a muster point can account for them. A paper book behind a reception desk in the building you've just evacuated cannot do that.
A form gives you a list readable from any phone, with each visitor's host and mobile number. It also captures the sign-out, which paper registers almost never manage - and an unclosed entry means someone searching a building for a person who left at eleven.
Know who's coming, and what they need
A name is the easy half. The awkward half - dietary needs, accessibility, emergency contacts, sizes - is the half that ruins a day when it's missing, and the half nobody thinks to send you.
So the form asks. Once, at registration, when the person actually knows the answer.
Consistent records, because consistency is the evidence
An incident log is only useful if every entry answers the same questions. Free-text emails give you a folder; identical fields give you something you can search, count and hand to an auditor.
Every submission is stored with the exact time it was made, which is usually the first thing anyone reviewing an incident asks for.
Everybody's details, exportable
One download gives you the whole list as a spreadsheet - for a check-in sheet, a name badge run, a caterer's headcount or a mail merge. No copying out of an inbox.
Make it yours in a minute
Change the wording, drop the questions you don't need, add the ones you do, put your own colour on it. Saving publishes it, and you get a link to paste into your website, your email signature or a message. Responses land in your dashboard and download as a spreadsheet whenever you want them.
What this template asks
- Your full name
- Company or organisation
- Mobile number
- Email address
- Vehicle registration, if you drove
- Who are you here to see?
- Purpose of visit
- Arrival time
- How long do you expect to be here?
- Which areas will you visit?
- How many people are with you?
- Names of anyone with you
- Emergency contact - name and number
- Do any of these apply to anyone in your party?
- Do you have the PPE you need?
- I have been told where the fire exits and muster point are
- I understand I must be escorted outside reception and meeting areas
- I understand photography and recording are not permitted without permission
- I agree to keep anything I see or hear on site confidential
- I will sign out before I leave
More Security & Compliance forms
Questions
How do we handle sign-out?
Either a second short form or a QR code at reception for departures. Whatever you use, make it faster than the sign-in - people leave in a hurry.
Should we require an NDA?
Only if the visit warrants it, and keep it as a separate acknowledgement rather than bundling it. A visitor who ticks it knowingly is worth more than one who scrolled past it.
Can I stop registrations when we're full?
Yes. Close the form and the link shows a short closed page, so nobody registers for a place that doesn't exist. Reopen it in one click if space frees up.
Can I collect one registration per person or per group?
Either. Many people ask for the group size and the names in one text box; others publish the link and ask everyone to fill it in individually.
Can I get the list as a spreadsheet?
Yes - one click exports every response as CSV, which opens in Excel, Numbers or Google Sheets.
Can we prove when something was reported?
Every response carries the timestamp it was submitted, and exports include it. That is usually what's needed; ava42 is not a tamper-evident audit system, so for regulated evidence chains check what your framework requires.
Publish your visitor registration form today
Start from this template and change anything you like. Free to begin.