Describe how guests enter your workplace or facility. Makeform turns your instructions into a digital visitor log form for arrivals, hosts, visit purposes, badges, and departures.
Send visitor entries to Slack, Google Sheets, and Zapier.
Sample prompts for the builder
Choose a prompt, tailor it to reception, or send it to the Makeform builder. The structure shown is an example.
Audience
Guests arriving for employee meetings
Format
Lobby sign-in form with host notification
Prompt size
218 chars
Example form structure
Lobby sign-in form with host notification
Visitor name, company, and mobile number
Who are you visiting?
Purpose of visit
Arrival and expected departure
Badge issued or returned
Suggested routing tags
Expected visitors
Checked in
Checked out
Tie separate arrival and departure actions to the same visit so reception can spot guests awaiting checkout.
Step 1
Arrive
guest enters identity and visit details
Step 2
Notify
host receives the arrival message
Step 3
Visit
reception records badge and destination
Step 4
Depart
checkout closes the visit record
A clearer front desk
A digital log standardizes entries, alerts hosts, and makes unclosed visits easy to spot.
Required fields collect a readable name, host, purpose, and arrival time.
Route each entry to the selected employee or tenant without a reception phone chase.
Record checkout and badge return so staff can distinguish current visitors from completed visits.
Fit the premises
Start with the closest workflow, then change destinations, visitor types, badge fields, and notifications to match the building.
Employee directory, meeting purpose, host alert, expected departure, and lobby badge tracking.
Site contact, work area, contractor company, vehicle details, and confirmation of local entry instructions.
Visitor type, destination, front-office review, badge number, and an explicit departure record.
Tenant directory, visitor or courier branching, recipient details, and routing to the correct suite.
Visitor workflow
Define essential information, test the lobby experience, and route entries to the people responsible.
Name visitor groups, entry points, destinations, host directory, badge process, and required information.
Keep arrival short, then reveal contractor, courier, vehicle, or work-order questions when relevant.
Route an arrival message with the visitor name and reception location to the selected host.
Run a complete visit, confirm timestamps and badge status, and verify that departure closes the right entry.
Digital log vs paper book
A useful log turns each arrival into a structured record that can notify a host and later be closed.
Field guide
Collect enough information to manage the active visit without turning lobby check-in into a long intake process.
Visitor identity
Ask for the guest's name and organization. Add contact information only when the process needs it.
Host and destination
A maintained employee, tenant, department, or destination list supports routing and avoids ambiguous free text.
Visit details
Use a short purpose list and optional note. Contractors may need a work order, site contact, or work area.
Pass tracking
If reception issues badges, passes, keys, or parking permits, record the identifier on arrival and its return at checkout.
Time and status
Use distinct timestamps and a visible status so staff can find visits awaiting checkout.
Routing and follow-up
Notify the host and send the overall log to the destination used by reception or facilities.
Related tools
Add access requests, appointments, incident reporting, and employee attendance workflows using existing Makeform tools.
Create a simpler attendance-style sign-in sheet for meetings, classes, or open sessions.
Open toolCollect requests for ongoing or scheduled building access before credentials are issued.
Open toolRoute facility access details to the team that reviews entry requests.
Open toolRegister invited guests ahead of an event, visit, or hosted program.
Open toolSchedule visits and collect the information a host needs before arrival.
Open toolGive staff a structured way to document an incident connected to a visit.
Open toolFAQ
Practical answers for office and facility teams moving visitor records online.
It records a guest's arrival, identity, host, purpose, badge status, and departure so reception can manage the complete visit.
Start with name, organization, visitor type, host, destination, purpose, and arrival. Add departure, badge, vehicle, work-order, or contact fields when useful.
Yes. Open the published link on a reception tablet. Test field size, dropdowns, confirmation text, and the handoff so the previous visitor's details disappear.
Use a departure action that identifies the visit and records checkout, badge return, and notes. A visit reference helps update the intended entry.
Yes. Route a message by host or department with the visitor name, organization, reception location, and arrival time.
Yes. Branch by visitor type. Show work-order and work-area fields to contractors, recipient fields to couriers, and a shorter path to guests.
Yes. Makeform provides unlimited free forms and responses, so you can generate, edit, publish, and use the visitor log without a response cap. The paid tier removes the Makeform badge.
Entries appear in the Makeform inbox and can route to Google Sheets, Slack, or Zapier. Use a monitored destination, limit access, and define an appropriate retention practice.
Give every arrival a clear next step.
