Visitor Log

The visitor log is the complete record of every person who has checked in to your offices and client sites. Every check-in, check-out, pre-registration, and denial is captured with full detail and stored for up to 365 days.

Viewing the Visitor Log

Click Visitors in the left navigation. The visitors page shows all visitor records across your organization with status-based tabs:

Tab	Shows
Checked In	Visitors currently in the building
Pre-Registered	Visitors expected to arrive but not yet checked in
Checked Out	Visitors who have left

Within each tab, records are sorted with the most recent check-in first.

Visitor Record Fields

Each visitor record contains:

Field	Description
Visitor Name	Full name
Company	Visitor's employer or organization
Email	Contact email
Phone	Contact phone
Purpose	Visit purpose (Meeting, Interview, Delivery, etc.)
Host	Hub user they visited
Location	Which office or site
Status	pre_registered, checked_in, checked_out, no_show, denied
Badge Number	Physical badge assigned (if any)
NDA Signed	Whether NDA was signed, and date
Checked In At	Date and time of check-in
Checked Out At	Date and time of check-out
Expected At	Expected arrival time (pre-registered only)
Notes	Internal notes from staff
Denied Reason	Reason for denial (denied visitors only)

Searching the Visitor Log

Use the search bar at the top of the Visitors page to search by:

• Visitor name
• Company name
• Email address

The search is case-insensitive and searches across all statuses.

Filtering

Filter the visitor log by:

• Location — show visitors for a specific office or client site
• Status — show only checked_in, checked_out, pre_registered, no_show, or denied
• Date range — narrow the log to a specific time period

Filters can be combined. For example: show all checked_out visitors at Main Office from last week.

Editing a Visitor Record

Staff with the visitor.visitors.view permission can view records. Staff with edit permissions can update visitor details after check-in:

1. Click on a visitor name to open the detail view
2. Click Edit
3. Update the fields (name, company, purpose, host, badge, NDA status, notes)
4. Click Save

All edits are recorded in the audit trail with the editor's identity and timestamp.

Exporting the Visitor Log

To export visitor records to CSV:

1. Apply the date range and location filters for the data you want
2. Click Export CSV
3. The download includes all visible columns for the filtered records

The export is useful for compliance audits, security reviews, and integration with external reporting tools.

Data Retention and GDPR

Visitor records are retained for 365 days by default, after which they are automatically purged by database TTL. This supports GDPR data minimization — visitor data is not kept longer than needed for security and compliance purposes.

If your regulatory environment requires a different retention period, contact support.

ℹ️Deleted visitor records (soft-deleted by staff) are excluded from views and exports but are preserved in the raw database with a deleted_at timestamp for a short period before final TTL purge.

Audit Trail

Every action on a visitor record is logged in the audit trail:

• Record created (check-in or pre-registration)
• Record updated (who edited it, what changed)
• Status change (checked_in → checked_out)
• Record deleted (who deleted it, when)

The audit trail is separate from the visitor log and is not affected by record deletion or GDPR export. It is preserved for compliance and security investigation.

Using the Log for Compliance Audits

For compliance audits (ISO 27001, SOC 2, HIPAA site access requirements):

1. Filter the log to the audit period (date range)
2. Filter to the relevant location
3. Export to CSV
4. The export includes visitor name, company, purpose, host, check-in time, check-out time, NDA status, and badge number — all fields typically required by auditors

For sites that require proof that all visitors signed an NDA, the nda_signed and nda_signed_at columns in the export provide that evidence.