Free Visitor Log Kit for Companies Download an Excel template, a printable PDF and a GDPR checklist to manage visitor check-ins in a simple, tidy way.
No commitment. You can start using the templates in your company right away.
What’s inside the free kit
Visitor log Excel template
A simple template to record date, time in, time out, visitor name, company, internal host and signature.
Visitor log PDF
A printable version, ready for reception desks, offices, plants and companies that still prefer paper.
GDPR Reception checklist
A practical checklist to make sure visitor management is tidier, more confidential and more professional.
Download the free templates
Download each file separately or the whole kit in a single archive. They’re ready to use — no sign-up required.
When an Excel sheet can be enough
An Excel template can be a good solution when your company receives few visitors, has a single reception desk and doesn’t need notifications, centralized management or an advanced history.
- few visits per month;
- a single location;
- no reporting needs;
- manual handling is acceptable;
- occasional use of the visitor log.
When it pays off to switch to a digital visitor log
As visits grow, paper and Excel can become inconvenient: data is hard to find, logs are incomplete, there’s little confidentiality, no notification to hosts and a less modern reception image.
- you want to drop the paper log;
- you want to record check-in and check-out from a tablet;
- you want to improve the image of your reception;
- you want to handle privacy and consent more tidily;
- you want to browse the history more easily;
- you want to move to a Cloud solution.
Excel log or IRIGuest: which one to choose?
| Need | Excel / PDF | IRIGuest Free | IRIGuest Cloud |
|---|---|---|---|
| Immediate use | ✓ | ✓ | ✓ |
| Paper / printable format | ✓ | × | × |
| Tablet use | × | ✓ | ✓ |
| Check-in / check-out | ✓ | ✓ | ✓ |
| On-screen signature & privacy | × | ✓ | ✓ |
| Multilingual | × | ✓ | ✓ |
| Notifications to hosts | × | × | ✓ |
| Searchable history | × | ✓ | ✓ |
| Centralized management | × | × | ✓ |
| Ideal for multiple sites | × | × | ✓ |
Excel is fine to get started. IRIGuest is a better fit when you need order, image and control — from the free tablet version up to centralized management in the Cloud.
Want to drop paper and Excel?
With IRIGuest Free you can start registering visitors from a tablet for free, with a more modern and professional experience than a paper log.
Frequently asked questions
Can I use the Excel template as a company visitor log?
Yes. The Excel template is designed exactly for recording visitor check-ins: date, time in and out, name, company, internal host, reason for the visit and signature. It’s a simple, immediate solution for those who receive few visitors and manage a single reception desk.
Does a visitor log have to be on paper?
No. The law doesn’t require a specific format: the log can be on paper, in Excel or digital on a tablet. What matters is that data is collected in a tidy, confidential and GDPR-compliant way. A digital solution like IRIGuest makes it easier to browse the history and protect the data.
What should a visitor log contain?
Usually: date and time of entry and exit, the visitor’s full name, their company, the internal host and the reason for the visit. A signature and acceptance of the privacy notice can also be useful. You’ll find all these fields ready in the kit’s Excel and PDF templates.
Is the Excel template free?
Yes, completely free. You can download the Excel template, the printable PDF and the GDPR checklist at no cost and use them in your company right away, with no sign-up.
When is it worth using a visitor log app?
When visits grow, you have several sites or entrances, you want automatic notifications to hosts, an easily searchable history and a more modern reception image. In those cases an app like IRIGuest is more convenient and reliable than paper and Excel.
Does IRIGuest replace the paper log?
Yes. IRIGuest replaces the paper log with a digital check-in on iPad and Android tablets: visitors register on their own, sign on the screen and accept the privacy notice, while data stays tidy and safe.
Can I try IRIGuest for free?
Yes. There’s a free version of IRIGuest, usable offline and with no time limit. You can also try the online demo straight from your browser, with nothing to install.
Is the Cloud version suitable for companies with several sites?
Yes. The Cloud version is designed exactly for structured, multi-site companies: it centralizes data from several reception desks and entrances, sends notifications to hosts and offers reports and centralized access management.
Free Excel visitor log template for companies
A visitor log Excel file is often the first step to bring order to company entries. Our free visitor log template lets you note, in seconds, the date, time in and out, visitor name, company, internal host, reason for the visit and signature. It can also be used as a guest log in Excel or as a visitor attendance sheet, depending on how your reception organizes the welcome.
For those who prefer paper, the kit also includes a visitor log PDF ready to print: place it at reception, at the plant entrance or in the gatehouse and fill it in by hand. It’s the version closest to the classic company access log, but with the fields already clearly laid out and a dedicated space for the signature and the privacy notice.
All the templates in the kit are a free visitor log, with no cost and no sign-up. They’re made for small and medium businesses, offices, professional firms and plants that want to move from scattered sheets or notebooks to a tidier, more confidential and more professional management of entries.
Over time, though, paper and Excel show their limits: data is hard to search, logs fill up with incomplete rows, confidentiality is missing and there’s no automatic notification to hosts. This is where a visitor log app like IRIGuest makes the difference: it turns the welcome into a real digital reception on iPad and Android tablets, with on-screen signature, privacy handling, an always-searchable history and, in the Cloud version, notifications and centralized data across several sites.
You can start today with the free templates and, as the company grows, move to the digital version: discover the free version, try the online demo, or consider the Cloud version for companies with several sites. If compliance is your priority, also read how to manage a GDPR-compliant visitor log.