What paper does well
A paper register is familiar and works without a phone or mobile coverage. It can be suitable where a host meets every visitor. Someone needs to keep it available, protect the personal information it contains and manage the briefing and records separately.
What changes with QR sign-in
The SmartSignIn QR sign-in process connects visitors to your workplace safety briefing, records their acknowledgement and captures the details of their visit. Manager notifications share visitor details and the purpose of the visit.
| Consideration | Paper register | SmartSignIn QR sign-in |
|---|---|---|
| Connection | Works offline | Internet connection required |
| Briefing | Host or separate documents | Workplace information in the visitor process |
| Current visitors | Check the register for arrivals and departures | The manager receives arrival notifications and can view active sign-ins in the portal |
| Notifications | A separate call or message | Manager notifications with visitor details and purpose of visit |
| History | Store and search paper | Search records and export visit history |
| Privacy | Protect the register from casual viewing | Control manager access and collect only what is needed |
Support your workplace safety process
SmartSignIn provides a record of visitors to account for in an emergency. The record relies on visitors using the system, so explain your sign-in and sign-out expectations to visitors and contractors. Keep another way to account for anyone who has not signed in. Your usual workplace health and safety responsibilities still apply. Timely notifications and visitor contact details help you communicate and coordinate safety.
Make the transition practical
- Explain your sign-in and sign-out expectations to visitors and contractors.
- Check the connection at your visitor entrance.
- Review the briefing and who receives notifications.
- Try the journey on a visitor’s phone before displaying the sign.
- Keep a suitable fallback for people who cannot use the digital process.
- Review sign-out habits and the usefulness of the records.
See how SmartSignIn works or compare the NZ plans.