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Why a Sign-In App Should Replace Pen and Paper for Visitor Management

In this blog post, we explore the advantages of using a cloud-based sign-in app for visitor management compared to traditional pen and paper or on-premise digital sign-in software. Learn how a sign-in app can streamline the visitor sign-in process, enhance security, and create a positive first impression for your company.

Why a Sign-In App Should Replace Pen and Paper for Visitor Management

In today's fast-paced business world, making a great first impression is crucial. When visitors arrive at your office, the last thing you want is a clunky, outdated sign-in process. That's where a cloud-based sign-in app comes in.

modern office lobby with digital visitor sign-in app

The Drawbacks of Pen and Paper

While a paper logbook may seem like a simple solution for visitor management, it comes with several drawbacks:

  1. Inefficiency: Visitors have to manually write their information, which can be time-consuming. The receptionist may also need to type up the information later for a digital record.
  2. Security concerns: With a paper logbook, visitors can easily see who else has recently visited your company, raising privacy and security issues.
  3. Poor first impression: Using pen and paper can make your company seem outdated and convey the wrong impression to visitors.

The Limitations of On-Premise Digital Sign-In Software

On-premise digital sign-in software is a step up from pen and paper, but it still has its limitations:

  1. High upfront costs: Installing server hardware, anti-virus software, and other necessary components can be expensive.
  2. Ongoing maintenance: On-site software requires regular software upgrades, hardware maintenance, and support, which can add to the overall cost.
  3. Limited accessibility: In case of an emergency, an electronic logbook stored on a hard drive in your workplace may not be easily accessible.

The Benefits of a Cloud-Based Sign-In App

A cloud-based sign-in app offers numerous advantages over traditional visitor management methods:

  1. Customization: Convey your company's branding with customizable colors, logos, and graphics. Configure sign-in flows for each visitor type, allowing them to sign NDAs or other forms directly in the app.
  2. Enhanced security: A sign-in app takes visitors' photos and automatically sends them to the host, ensuring that the right person is greeted.
  3. Printable badges: The app can print customized name badges for visitors, making it easy to identify them throughout their visit.
  4. Cost-effective: With a SaaS (Software as a Service) visitor management product, there are no large upfront expenses or amortized costs. You can easily scale up or down as your business needs change.
  5. Accessibility: Since the app is cloud-based, you can securely access your data whenever and wherever you need it.
visitor using a digital sign-in app on an iPad

Real-World Success: Pandora's Visitor Management

Pandora, the music streaming giant, has successfully implemented a digital sign-in app to streamline their visitor management process. By replacing their outdated system with a cloud-based solution, they've improved efficiency and created a more welcoming experience for visitors.

Pandora logo or office lobby


Upgrading your visitor management system to a cloud-based sign-in app can revolutionize the way you welcome guests to your workplace. By providing a modern, efficient, and secure sign-in process, you'll create a positive first impression and enhance the overall visitor experience.

Ready to take your visitor management to the next level? Talk with a visitor management expert for a free trial and see how a sign-in app can transform your workplace.

smiling receptionist welcoming a visitor using a digital sign-in app

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