Confidential Sign in Sheets
Hello all,
Many years ago I created our sign in sheets to be confidential (management request) due to the number of people of visit and may be competitors. Along the way, I've had complaints about it, but no offered solutions. What do you use for sign in sheets? I'd love to go digital, but am expecting a hard no due to cost.
When our front desk admin turns in a full sheet, I check it against signed visitor/contractor policies that have been signed. Some are hit and miss - the majority of them do not have all information included. I raised this issue at our recent internal audit meeting and was told it is confusing to the visitors/contractors signing in.
I've attached a copy and would love to have any advice on how to remedy this, or even let me know if it is truly confusing. The first page has blacked out areas with clearly designated areas for information and the second page reveals the copy, via carbon paper. If you use a digital system, what would you recommend? We are a small, private company and average around 30-40 visitors/contractors per month.
Thank you for any insight.
Jill
Attached Files
I don't see how that's confusing. Ours is similar, but the top of every page has a synopsis of GMP's and other rules they're expected to follow.
You're nicer than I am worrying if a competitor sees another name on the list, lol. I could care less. Most of my vendors know not everything comes from them anyways, and if it's an issue for them, they should give me us a better price!
But I don't see anything on your sign in that's difficult....you could get rid of the initial and just say their signature signifies their acceptance to follow visitor policy....one signature seems like enough as long as you word it that way. Initialing seems kind of redundant.
I had a similar complaint in the past about them being confusing. To help alleviate that, I updated the document so the first line was an example. So, your whole first line would be sans carbon and have an actual completed entry:
Name: John Q Public
Company: Spacely Sprockets
Purpose of visit: Sales demo
then just fill in the rest.
It's not so much that it's confusing, moreso the fact they probably have someone there waiting on them and their brain freezes up because they weren't expecting it. The visual example usually kicks the brain back in and they can follow along.
Thank you for the responses! I'm so grateful to this community and the stellar advice I've received since joining.
I've edited the sign in sheet with your suggestions and just as I finished editing, one of the managers, who brought up the issue, happened to stop by my office. I had already researched digital systems, and he is on board.
Fingers crossed...
I see nothing confusing about your sign in sheet.
We use a digital program called The Receptionist (https://thereceptionist.com/pricing/). It also has the ability to message all staff in the event of an unplanned facility closure and guests can be pre-registered - great for VIP visits. We uploaded the GMP requirements for them to sign at check in and then the person they are meeting is auto sent a text and e-mail.
I see nothing confusing about your sign in sheet.
We use a digital program called The Receptionist (https://thereceptionist.com/pricing/). It also has the ability to message all staff in the event of an unplanned facility closure and guests can be pre-registered - great for VIP visits. We uploaded the GMP requirements for them to sign at check in and then the person they are meeting is auto sent a text and e-mail.
Well you must work in Future Land, because that sounds awesome.
Out of all the things I have on my spend wish list in the facility, this would be dead last...lol. $60/mo for a guest sign in? You guys must have more guests than me....