What is visitor sign-in software?
Visitor sign-in software replaces the paper visitor book at reception with a digital record that is created by the visitor, confirmed by the host and kept where only authorised people can read it. A guest arrives, signs in on a kiosk, a tablet or their own phone, agrees to the site rules, and the host is told at once. When they leave, they sign out and the record closes. The result is an accurate answer to the question every office, plant and construction site is eventually asked: who is on the premises right now, and who was here on a given day.
AtashiTech's visitor sign-in software is a subscription product that runs on the devices you already have. The same account works on an iPad, an Android tablet, a Windows kiosk application for floor-standing hardware, a web browser at the reception desk and the visitor's own phone through a QR code, with no app to install. It is built by the team behind our visitor management kiosk software, and you can ask for a 14-day free trial from this page: we set up your account and email your login details.
Why the visitor book has to go
A signing-in book worked when nobody minded who could read it. That is no longer the case.
Privacy
Every visitor who signs a paper book can read the names, companies and phone numbers of everyone who signed before them. Under the GDPR in the European Union and the UK, and under similar laws elsewhere, those details are personal data that you are responsible for. A book cannot show a privacy notice, cannot be corrected when someone asks for their entry to be removed, and cannot be locked away while it is in use. Most data-protection advisers now describe the open visitor book as a practice that is hard to defend, and a digital visitor log as the straightforward fix.
Safety
During an evacuation the warden needs a list of who is inside. The book is at reception, inside the building being emptied, and it still shows last week's visitors who never signed out. A digital sign-in gives the warden a live list on a phone at the assembly point, with the people who have already left removed.
Security and audit
Insurers, auditors and customers increasingly ask to see access records. A carton of registers is not an answer. A searchable record with photos, times and signed agreements is.
Four steps from arrival to sign-out
The flow below is the default. Every screen, field and rule is configured per site from the web portal, so a corporate lobby and a factory gate can share one account and look completely different.
Invite or walk in
A host sends an invitation from the portal or the app. The guest receives an email with directions and a QR code. Walk-in visitors scan the QR poster at the door or tap the tablet and type their name, company and who they are visiting. Returning visitors are recognised and their details are pre-filled.
Photo and agreement
The device takes a photo for the record and, if the site requires it, for the badge. Any document the visitor must accept, a safety briefing, a confidentiality agreement, a photography policy, is shown on screen and signed with a finger. Consent for the photo is recorded with the signature.
Approve and notify
The host is notified by email and push notification the moment the visitor signs in. Sites that need it can require a one- or two-level approval before the visitor is admitted, with the approver tapping Approve from the message.
Badge, enter, sign out
A badge with photo, name, host and a QR code prints where a label printer is attached. The QR is scanned at the gate or turnstile on the way in and out, or the visitor taps Sign out on the kiosk. The record closes with the exit time.
What is included
Everything below is part of the subscription. Which parts you switch on is a setting, not a project.
Pre-registration and QR check-in
Hosts invite guests in advance. The invitation carries a QR code that completes sign-in in one scan, on the kiosk or on the guest's own phone.
Phone sign-in with no app
A QR poster at the door opens a web page on the visitor's phone. They sign in there, which keeps the queue off the tablet on busy mornings.
Photo capture and badge printing
A photo is taken at sign-in and printed on a self-adhesive badge with name, host and a QR code, on common desktop label printers.
Host notifications and approvals
Email and push notification to the host on arrival, with the visitor's photo. Optional one- or two-level approval before entry, and exit approval for sites that need it.
Agreements and consent
Safety briefings, confidentiality agreements and privacy notices shown on screen and signed by finger, stored as stamped PDFs against the visit.
Live evacuation list
A real-time list of everyone signed in, on any phone or tablet, with a tick-off for the assembly point. It works from the device's own copy of the data when the network is down.
Vehicle and material gate log
Vehicles and goods in and out are recorded with registration, driver and purpose, so the gate has one record for people, vehicles and deliveries.
Employee and contractor sign-in
Staff and regular contractors sign in on the same device with their own QR pass, so the on-site list is complete, not just the visitors.
Works offline
The tablet, iPad and Windows apps keep signing people in without a connection and sync when it returns. The lobby does not stop because the internet did.
Multi-site, one account
Each location has its own devices, hosts, forms and rules under one account. Head office sees every site; a site sees its own.
Your branding
Logo, colours and screensaver per site. The welcome screen looks like your company, not ours.
Reports and export
Who visited, when, whom they met and how long they stayed, filtered by site and date and exported to Excel for audits.
Available on every device at the door
One subscription, one visitor record, five ways to sign in. Use whichever hardware the site already owns.
The 14-day trial runs on Android tablets, Windows kiosks, the web version and the phone QR pages. The iPad and iPhone apps are the same product and are installed for paying customers during onboarding, because Apple distributes business apps through a developer account that is set up per customer deployment.
Built for the GDPR, not retrofitted to it
Visitor data is personal data, so the product treats it that way from the first screen. The visitor sees a privacy notice before anything is stored. Photos and ID images are taken only where the site has switched them on and only with consent recorded against the visit. Each site sets a retention period after which visit records are anonymised automatically, and an individual visitor's record can be erased on request from the portal. Only named roles can open the visitor list; the person signing in sees their own form and nothing else.
Face sign-in for regular visitors and employees is optional and off by default. Where it is used, the device stores a template, not a photo library, and the consent text is shown in the visitor's language. A data-processing agreement and the list of sub-processors are available for every subscription, and hosting is in the European Union for European customers.
One product, many front doors
Offices and co-working
Guest sign-in on an iPad at reception, host alerts, and a visitor list that satisfies the landlord's fire officer.
Factories and warehouses
Gate sign-in with a safety briefing, vehicle log and contractor passes, on a Windows kiosk that works through a network outage.
Construction sites
Phone sign-in at the site hoarding, induction status checked before the QR pass opens, daily attendance for the site diary. See the contractor induction software for the full induction flow.
Schools and clinics
Parent and supplier sign-in with a photo badge, safeguarding agreements and a record the inspector can read.
Data centres and labs
Approval before entry, confidentiality agreement at the door, and an access log for the ISO 27001 or NIS2 audit.
Multi-site groups
Twenty branches on one account, each with its own form and hosts, and one report for head office.
From sign-up to first visitor
Ask for the free trial from this page. We email your portal login, usually within one business day, with a demo site with sample visitors so the first screen is not empty, and a setup guide. Install the tablet or iPad app, or open the web kiosk in a browser, and scan the pairing QR code from the portal. Add your logo, choose the fields you want on the sign-in form, upload the agreement your visitors should accept, and add your hosts. Most sites sign in their first real visitor on the same day.
Larger estates that want badge printers, turnstile integration, single sign-on for hosts or help migrating from another visitor system can ask for that during the trial. Those are configuration and integration tasks handled by the same team that builds our kiosk solutions and our web applications; they do not change the product you are trialling.
Need it shaped to your company?
The subscription covers the common journey. When your process, hardware or systems are different, we build a customised version for you.
Every customer starts with the same product and configures it from the portal: fields, rules, languages, branding and devices. Some organisations need more than configuration: a flow that follows your own approval chain, screens in your corporate design system, integration with your HR, ERP, access-control or hospital system, a specific badge printer, turnstile or payment terminal, a Windows kiosk built for the hardware you have already bought, or hosting in a particular country. Those are customised versions of the same product, scoped to your requirement and delivered by the team behind our visitor management kiosk solutions. Larger estates, multi-country groups and public-sector buyers usually take this route, with a pilot first and a contract that names what is being built.
Tell us what is different about your site and we will come back with a scope, not a sales pitch.
Replace the visitor book this week
14 days free. No card needed. Works on the iPad, tablet, kiosk or browser you already have.
Start your 14-day free trial