Describe your workplace, who arrives, and what the front desk needs to know. Makeform turns the brief into an office check in form with visitor or staff details, host routing, arrival time, acknowledgments, badge status, and a check-out step.
Route arrival records to Slack, Google Sheets, and Zapier.
Sample prompts for the builder
Choose a complete prompt, adapt it to your reception process, or send it to the Makeform builder. The fields shown are an example structure.
Audience
Clients, vendors, and other office visitors
Format
Arrival form with host notification and check-out
Prompt size
435 chars
Example form structure
Arrival form with host notification and check-out
Are you a visitor or staff member?
Name, company, and contact
Who are you visiting?
Purpose and expected departure
Visitor instructions acknowledgment
Suggested routing tags
Visitor arrived
Staff on site
Checked out
Ask for the host's name or team as a structured selection. That makes an arrival easier to route than a free-text answer with spelling variations.
Step 1
Identify
visitor or staff member and contact details
Step 2
Route
host, team, visit purpose, and support needs
Step 3
Arrive
time, instructions, acknowledgment, and pass
Step 4
Check out
departure recorded and badge returned
A clearer arrival record
A digital form asks the right follow-up questions, routes the arrival to the right person, and keeps staff-only notes away from the public entry screen.
Conditional logic keeps a staff arrival quick while visitors see company, host, purpose, parking, and acknowledgment questions.
Capture the person or team being visited and use that answer to notify the appropriate recipient or reception workflow.
Pair arrival time, expected departure, pass number, check-out status, and badge return so reception can close each visit.
Designed around the front desk
Start with the closest workflow, then change labels, choices, instructions, and internal fields to match your workplace.
Collect company, contact, host, visit purpose, expected departure, parking needs, and visitor-instruction acknowledgment.
Use a shorter path for employees and contractors, with team, work area, on-site window, and desk or equipment needs.
Branch between delivery and service visits, then request site contact, access area, work order, or vehicle details.
Let attendees select a scheduled session, identify the organizer, share arrival needs, and record attendance.
Build the check-in flow
Describe your arrival types and reception process, review the generated structure, and publish a link or on-site check-in screen.
Name the arrival groups, such as visitors, employees, contractors, couriers, and interview candidates, plus the details each group should provide.
Review required fields, host choices, instructions, and conditional paths. Keep the first screen short and reveal extra questions only when relevant.
Choose where new check-ins should go and which host, office team, or destination should receive each type of arrival notification.
Test visitor and staff paths, then verify arrival time, internal pass fields, departure status, and badge return before sharing the form.
Digital form vs paper log
The useful difference is not simply paper versus screen. A guided form can vary questions by arrival type and connect the arrival to follow-up work.
Field guide
Build the fields around what reception needs at arrival, during the visit, and at departure. Avoid collecting details that have no clear operational use.
Identity and contact
Start with a small identity set that works for the arrival type. Visitors may need company and contact information; staff may only need a work email or employee identifier.
Host and purpose
A structured host or team selection is more useful for routing than an unstructured note. Pair it with a concise purpose so reception understands the context without requesting a long explanation.
Timing and status
An arrival log becomes more actionable when it also captures the expected end and a clear departure state. Reception can distinguish active visits from completed records.
Instructions and acknowledgment
Show your own visitor instructions inside the relevant path, close to an acknowledgment field. Keep staff guidance separate when the two groups follow different on-site processes.
Conditional requests
A delivery does not need interview-session questions, and an employee does not need a visitor-company field. Branching keeps the form relevant while preserving one shared entry point.
Internal reception fields
Reception may need fields that the person checking in should not complete. Add staff-facing status, pass, notes, and follow-up fields to support a consistent handoff and check-out routine.
Related tools
Connect check-in with attendance, desk planning, contact collection, and incident follow-up using related Makeform tools.
Create a simpler attendance-style register when every arrival needs the same fields.
Open toolRecord employee attendance separately when staff presence needs its own workflow.
Open toolCollect desk choices and dates before hybrid staff arrive at the office.
Open toolRegister guests in advance for meetings, programs, or hosted activities.
Open toolMaintain a separate emergency contact record for employees rather than adding it to routine check-in.
Open toolProvide a structured follow-up route when an on-site employee incident needs to be documented.
Open toolFAQ
Practical answers for office managers replacing a clipboard or creating a shared arrival workflow.
An office check in form records who arrives on site and the details reception needs to handle that arrival. It can identify a visitor or staff member, capture the host and purpose, record arrival and expected departure, show relevant instructions, and support a later check-out step.
A focused visitor path usually asks for name, company, contact detail, host or destination team, visit purpose, arrival time, and expected departure. Add parking information, a scheduled appointment, visitor-instruction acknowledgment, or badge details only when your reception process uses them.
Yes. Begin with an arrival-type question and use conditional logic to show different paths. Staff can get a short team, work-area, and departure flow, while visitors can receive host, company, purpose, parking, and acknowledgment fields.
Include a status field for active or completed visits, an actual departure time, and a badge-return checkbox. If reception manages departure, keep those fields in the staff workflow so the original arrival and its close-out remain connected.
Build the form with a structured host or team field and route the submitted arrival to the relevant recipient. Test each choice before launch so reception knows where notifications go when a host is unavailable or a visitor selects a department instead of a person.
Use the setup that matches the arrival. A shared reception screen suits walk-ins, while a link sent before an appointment lets a guest provide details in advance. You can also place a QR code at the entrance and keep a reception-assisted option for anyone who needs it.
Ask only for information with a defined reception use, choose structured options for host and visit type, and reveal specialist questions conditionally. Test the form as a visitor, employee, courier, and vendor to find unnecessary steps or instructions that appear too late.
Yes. Makeform is unlimited free for forms and submissions, including generating, editing, and publishing your office check-in form. The paid tier removes the Makeform badge; it is not required to keep collecting check-ins.
Give every office arrival a clear next step.
