Enhance visitor experience in
smart offices with a modern

visitor registration form

Improve your company’s productivity, safety, and flexibility by implementing visitor registration forms along with a digital visitor management system.
Bezoekersregistratie ballie

Enhance visitor experience in smart offices with a modern

visitor registration form

Improve your company’s productivity, safety, and flexibility by implementing visitor registration forms along with a digital visitor management system.

A visitor registration form is a document, either physical or digital, used by businesses, organizations, and event managers when someone enters a building or event. This form helps organizations keep track of who comes and goes, contributing to safety, security, and accurate record-keeping. While this was traditionally managed with paper forms or a logbook, this method is no longer feasible due to the EU’s GDPR regulations. Today, most organizations use digital visitor registration forms, which comply with data protection laws. A digital registration form is always more flexible and easier to adjust, without the need for reprinting. Instead, you can update the digital template at any time, and the changes will instantly reflect across all connected screens.

A digital visitor registration form allows you to:

What is a visitor registration form?

bezoekersregistratieformulier voor digitale receptie
By implementing digital visitor registration forms in your company or organization, you automate and secure the workflows for data collection and processing. We help you effectively comply with the strict privacy regulations of the GDPR. With digital forms integrated into a digital reception or visitor management system, you not only protect data but also enhance the trust of visitors and other stakeholders. Here are some key ways digital visitor registration forms help you comply with the GDPR:

Visitor registration form and GDPR

Improved data scurity and privacy
Using a digital form is always more secure. Visitor data is stored for a specified period and then deleted in accordance with the GDPR. Additionally, only authorized personnel have access to the data.
Consent management
Obtaining and recording visitor consent for data collection is simplified with clear explanations on how their data is used. Visitors can select specific options for data usage.
Data minimization
Digital registration forms make it easier to collect only the necessary information from visitors, in line with GDPR guidelines. Different forms are used to collect relevant data.
Transparency and acces control
Digital forms clearly explain the purposes of data collection and how long the data will be stored. Some forms include detailed access controls to protect visitor information.
Audit readiness
Digital records make it easier to demonstrate GDPR compliance in the event of an audit. They provide quick access to necessary documentation and evidence when required.
Customized compliance
There is always the option to easily customize the digital visitor registration form to meet specific GDPR and legal requirements. Templates can also be adjusted for specific events.
Let your employees provide a more professional experience when receiving guests by removing the burden of filling out forms. You enhance the visitor experience when you use digital visitor registration forms in smart office solutions. There are various visitor management solutions available, and the choice depends on your work environment and business processes.

Smart offices, smarter access:
embrace digital visitor registration forms

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Visitor management system

A visitor registration and management system collects all visitor information, ensuring accurate registration and secure access control. The system tracks visitors but also manages all aspects of their visit. A visitor management system is hardware integrated with advanced software features.

digitale receptie TE Connectivity in lobby

Digital reception

A digital reception system automates the visitor check-in process, allowing guests to seamlessly register upon arrival. Digital reception is designed to modernize front desks across various industries. This software solution acts as a digital alternative to the traditional reception.
Digitale bezoekersregistratie zwarte op standaard

Self check-in kiosk

Self-service kiosks are devices that allow guests or visitors to complete the check-in process independently. They can be part of a digital reception or visitor management system. These kiosks primarily focus on independent check-ins and access to services without the need to wait in line.

Assistance to your receptionist

Digital visitor registration systems

Streamlined check-in process: these forms allow visitors to quickly and accurately input their information via tablets or kiosks.

Accurate record-keeping: all visitor data is automatically stored in a centralized database.

Enhanced security: digital visitor registration forms can include features like ID scanning and photo capture, further enhancing security measures.

Real-time notifications: when a visitor registers digitally, the system can immediately notify the relevant host or staff member.

Reporting and analysis: digital registration systems often include tools for generating reports and analyzing visitor data.

Role of the receptionist

Greeting and assisting visitors: receptionists remain the friendly face of your organization, welcoming guests and assisting them with any questions or special requests.

Monitoring and managing access: receptionists oversee the digital registration process, ensuring that all visitors complete it correctly.

Technical assistance: they can step in if issues arise, such as resolving technical problems or helping less tech-savvy visitors.

Handling administrative tasks: receptionists can spend more time on other administrative responsibilities, such as answering phone calls, organizing documents, and supporting office activities.

With a digital visitor registration form, you improve safety and productivity, while simultaneously enhancing the visitor experience. As a result, the check-in process is faster, data is securely stored, and you also comply with GDPR regulations. Do you have questions about which solution best suits your company? The 2Orange team is happy to assist you with advice on implementing a digital visitor registration system.

Experience safer, smarter and faster visitor check-ins with 2Orange

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