When you need it
Use at actual visitor entry and exit under the site's access procedure. Maintain throughout site operations so hosts and access-record references can be reconciled when a visit remains open.
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Site Visitor Register
Record actual visitor entries, exits, hosts and access-record references.
How to use this templateThis Word template contains prepared headings, tables, project fields and completion notes. Add your information, review the completed document and remove the notes before issue.
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Learning
How to use this template
What it helps you decide
The register preserves the factual visit record and supports follow-up on unmatched exits. It connects visitors with responsible hosts while avoiding unnecessary personal data and any implication that registration itself grants access.
How to complete it
- Record Visitor name, Organization and Host / purpose from the actual visit. Use only the details necessary for the project and relevant access procedure.
- Enter actual Entry and Exit times with Pass ref. and Entry checks reference where required. Link evidence without treating the register as an induction certificate.
- Review Open entries and remarks for unmatched exits through the site process. Apply controlled access, retention and disposal to the completed personal-information record.
Who prepares and reviews it
The gate or reception recorder maintains entries with the visitor's host. The site access coordinator reviews exceptions and retention; permission to enter and required checks remain with roles defined by the approved access process.
A mistake to avoid
Filling missing exit times with assumed working hours creates a false record and can prevent the site team from identifying a visit that genuinely needs follow-up.
Illustrative example
Illustrative example: a supplier representative attends a pump-room inspection with the mechanical supervisor as host. The gate records entry and the relevant pass reference, then later identifies a missing exit entry. The access coordinator follows the actual reconciliation process instead of inventing an exit time.
Document contents
- Visits
- Open entries and remarks
Required inputs
- Site access procedure
- Actual visitor and host details
- Entry and exit records