- the visitor’s name,
- the firm represented,
- the onsite personnel authorizing physical access.
Various types of physical books are proposed on the market. While they are in use nearly everywhere, they do present few drawbacks: Can only be at one spot at a time, they can’t be easily searched for and data could be unreadable as subjected to visitors handwriting and last but not least they could be easily lost.
For a customer who was spending a substantial budget on such visitor books, I sought for electronic alternatives and found some very promising solutions. However, they presented two major impediments, namely: the cost and their cloud based nature. At a time where people are continuously speaking of GDPR, I could hardly envisage to ask visitors for their consent for sending their data to a cloud based third party not under our control.
So I decided that the best option was to build a customized visitor book using google form and google sheet. I know what you are thinking. Google is also cloud based. Indeed but in this case we are somewhat in control of the data, we decide where to store it and who may see and use it.
How to build your visitor book with google form
Start a new form. Google shows you a first section with one question field
Create 2 additional sections (by clicking on the sign =
- Name section 1 «Visitor Book"
- Name section 2 «Welcome»
- Name section 3 «Thank You for your visit»
Create a multi choice question (Click on +) to create a question if there is no default one). Do not fill the question title (leave it blank) and add two answers:
Set the value to section 2 for Entrance and section 3 for Exit.
Create the following short answer based questions
- Your name*
- Your first name*
- Your company*
- Visited person*
- Badge Id
For small to medium organizations, I propose to make available a set of numbered visitor pass from 1 to X.
Create the following short answer based question
Create the following multi choice question
Did you return your badge?
- I don’t have one
What you see is what you get
Date & Time
Adding your logo
Be notified upon submission
To configure this feature:
Open the spreadsheet where you want to set notifications.
Go to the Tools menu and select Notification rules.
In the window that appears, select when and how often you want to receive notifications.
- “Any changes are made”
- “A user submits a form”
- “Email - daily digest”
- “Email - right away”