Visitor Sign-In
Print a QR, put it at reception, and know who's in the building. Visitors, contractors and deliveries scan and sign in themselves — no app, no kiosk hardware required.
How it works
Set up a location in your FreeQR dashboard — name, address, reception/host contact, emergency details, and who's allowed to sign in (visitors, contractors, deliveries). FreeQR generates a QR code and a professional printable reception sign in minutes.
A visitor scans the QR with their phone's camera — no app to install. They choose Visitor, Contractor or Delivery, fill in the details you've configured, select who they're visiting, optionally acknowledge your visitor policy, then sign in. The same QR signs them out again when they leave.
Built for offices, warehouses and venues — not construction jargon
Visitor Sign-In uses the same reliable FreeQR engine as Construction Site Sign-In, but with its own language and defaults: Visitors, Contractors, Deliveries and Staff Guests instead of Workers and White Cards. You'll never see SWMS, pre-starts or trade/licence fields unless you deliberately add them yourself with the custom form builder.
It works well for offices and commercial buildings, warehouses and factories, gyms and clubs, stadiums and function venues, body corporate and community facilities, coworking spaces, and any reception desk that currently uses a paper sign-in book.
Returning visitors don't re-type everything
A repeat visitor's phone remembers a private, random sign-in token (never a phone-number or email lookup) — so when they come back, FreeQR recognises them and offers a one-tap sign-in with their details pre-filled instead of a blank form. Anything that's changed can still be edited, and one tap clears the lot if the phone has been handed to someone else. There's no public way to search or enumerate who's signed in before: the details only come back in exchange for the token already on that phone.
A real host list, and the host hears about it
Keep a list of the people a visitor might be there to see, and the sign-in screen offers them as a pick-list instead of a blank box a visitor half-remembers a name into. Each host can also be emailed the moment a visitor selects them, so reception isn't the relay — the person actually waiting gets told. Only a host's name and team are ever shown on the sign-in screen; their email stays private to your workspace.
It's entirely optional: leave the host list empty and the who-are-you-visiting field stays a simple text box, exactly as before. A visitor can always choose "someone else / not listed" and type a name instead.
Live Who's Here, and emergency roll call
See everyone currently signed in, in real time — filter by visitor, contractor or delivery. One tap starts an emergency roll call: everyone currently in the building is listed, and you mark each person off as they're accounted for — the same proven mechanism used by FreeQR's Construction Site Sign-In.
Visitors do forget to sign out. FreeQR flags the sign-ins that are still open from an earlier day (or well past a normal visit) and lets you close them all out in one click, so the register — and any roll call started from it — isn't counting people who left yesterday. Those records stay in your history, marked as closed out by an admin rather than signed out by the person.
Frequently asked questions
- Does a visitor need to download an app?
- No — the entire sign-in flow runs in the phone's browser after scanning the QR code.
- Can visitors sign out?
- Yes — the same QR recognises a returning, currently-signed-in visitor and offers Sign Out instead of a new sign-in.
- Can contractors and delivery drivers use it too?
- Yes — Visitor, Contractor and Delivery are all supported sign-in types, each with its own configurable form.
- Can we customise the questions visitors answer?
- Yes — the form builder lets you add, reorder and require fields, including a who-are-you-visiting selector and an optional safety/visitor-policy acknowledgement.
- Can we see who's currently in the building?
- Yes — a live Who's Here register shows everyone currently signed in, updated in real time.
- Can we add our own branding?
- Yes — the printable reception sign and public sign-in page show your location name and details.
- Can attendance be exported?
- Yes — CSV and PDF exports, including a daily attendance register and an emergency roll-call report.
- Can reception get an email alert when a visitor signs in?
- Yes, optionally — turn on visitor notifications in your location's settings and the site manager's email gets a message naming the visitor and who they're there to see, the moment they sign in. It's off by default and only ever fires for visitors, never for contractors or deliveries.
- Can the person being visited be told directly, instead of reception?
- Yes — add your hosts to the location's host directory and tick "email this host when a visitor selects them". That host gets their own email naming the visitor the moment the visitor picks them at sign-in. It's per host, needs that host's email address, and only ever fires for visitors — never contractors or deliveries. Hosts aren't FreeQR accounts and get no dashboard access, and only their name and team are ever shown on the sign-in screen.
- What if a visitor never signs out?
- Your register flags sign-ins still open from an earlier day, or well past a normal visit length, and you can close them all out in one click instead of one at a time. They're kept in your records and marked as closed out by an admin, so a real sign-out and an administrative one are never confused in an export.
- Which plan do I need?
- Visitor Sign-In is included on FreeQR's Pro plan (A$12.99/month) and above — the same plan and price that includes Construction Site Sign-In.