Monitoring Visitor Check-ins

Created by Andrea J Bradley, Modified on Wed, 18 Jun at 7:59 PM by Andrea J Bradley

Overview

Site Administrators can monitor visitor check-ins throughout the day to ensure the visitor registration system is working effectively and all visitors are properly accounted for in emergency procedures.

Who Can Monitor Visitor Check-ins

Site Administrators
Company Administrators
Fire Marshals
Reception team

This feature is available only on the web application.

Accessing Visitor Check-in Monitoring

Daily Visitor Lists

Sign in to https://reggiefiredrill.co.uk
Navigate to the main menu
Click "Visitor Check-ins"
View today's complete visitor list

Real-Time Updates

The visitor list updates automatically as visitors check in and out
No need to refresh the page manually
Changes appear as they happen throughout the day
Accurate reflection of current visitor presence

Understanding Visitor Information

Visitor List Display

For each visitor, you'll see:

Full name as entered during check-in
Check-in time when they registered
Check-out time if they've left the premises
Mobile number (if provided)
Visit status (ongoing or completed)

Check-in Methods

Visitors may have checked in via:

QR code scanning - Self-service registration
Manual entry - Staff-assisted registration

Daily Reset

Visitor lists reset each day
Previous day's visitors don't appear on today's list
Fresh list each morning for current day tracking
Historical visitor data is maintained in fire drill records

Monitoring Activities Throughout the Day

Morning Monitoring

Start of day checks:

Verify QR codes are working by checking for early visitor check-ins
Test visitor registration system if no visitors yet today
Confirm reception staff understand manual check-in procedures

Peak Period Monitoring

During busy visitor times:

Monitor visitor check-in frequency to identify bottlenecks
Watch for visitors who need assistance with registration
Check QR code performance during high-traffic periods
Ensure visitor information is complete and accurate

End of Day Review

Before closing:

Review total visitor count for the day
Check for any incomplete registrations
Ensure all visitors have departed or are properly accounted for

Identifying and Resolving Issues

Common Monitoring Observations

Watch for these issues:

Visitors not appearing on list despite being on-site
Duplicate or incorrect entries in visitor records
QR code scanning failures indicated by low usage
Manual check-in spikes suggesting system problems
Incomplete visitor information affecting emergency contact

Proactive Problem Solving

Address issues by:

Testing QR codes when visitor numbers seem low
Checking with reception staff about visitor assistance needs
Verifying system connectivity during slow periods
Training staff on backup procedures when problems occur
Contacting technical support for persistent issues

Emergency Preparedness

Fire Drill Readiness

Use visitor monitoring for:

Knowing current visitor count before starting fire drills
Verifying visitor information completeness
Ensuring all visitors can be contacted if needed
Planning Fire Marshal resources based on occupancy
Identifying high-occupancy periods for drill planning

Real Emergency Response

During actual emergencies:

Fire Marshals can access the same visitor information
Visitor check-in data supports emergency headcounts
Mobile numbers enable emergency contact if needed
Host information helps locate visitors during evacuation

Data Privacy and Security

Information Protection

Visitor monitoring data contains:

Personal names and contact information
Arrival and departure times

Appropriate Use

Use visitor monitoring only for:

Safety and emergency preparedness
System performance verification
Process improvement and optimisation
Compliance with safety regulations
Staff training and support

Data Protection Compliance

Ensure monitoring practices:

Comply with data protection regulations
Follow organisational privacy policies
Protect visitor information from unauthorised access
Use data only for legitimate business purposes
Maintain appropriate retention schedules

Integration with Other Systems

Fire Drill Coordination

Visitor monitoring supports:

Accurate emergency headcounts
Fire Marshal preparation and resource planning
Visitor inclusion in safety procedures
Emergency contact capabilities

Reporting and Documentation

Compliance Documentation

Maintain records for:

Safety audits and regulatory compliance
Insurance requirements and risk assessment
Emergency response planning
Process improvement initiatives

Troubleshooting Monitoring Issues

Problem: Visitor List Not Updating

Possible causes:

Browser caching issues
Internet connectivity problems
System maintenance or updates

Solutions:

Refresh the browser page
Clear browser cache and cookies
Check internet connection
Try a different browser
Contact Reggie^® support via live chat

Problem: Expected Visitors Not Showing

Investigation steps:

Verify visitors actually attempted to check in
Check QR code functionality
Ask reception staff about manual check-in activities
Test the visitor registration system
Review system logs if available

Problem: Incorrect Visitor Information

Correction process:

Note incorrect information cannot be edited after submission
Add correct visitor information manually if needed
Inform Fire Marshals of any discrepancies
Use lessons learned to improve future registrations
Contact Reggie^® support via live chat for technical issues

Best Practices for Visitor Monitoring

Consistent Monitoring Schedule

Establish routine checks:

Morning system verification
Midday progress review
Afternoon peak period monitoring
End of day summary analysis
Weekly trend review

Proactive Management

Stay ahead of issues by:

Regular system testing and verification
Staff training updates and support
Visitor feedback collection and analysis
Continuous process improvement
Emergency preparedness planning

Remember: Effective visitor monitoring ensures safety compliance and supports emergency preparedness. Regular attention to visitor check-in data helps maintain a secure and well-managed facility.