Front Desk Check-in System for SharePoint

Every organization—no matter its size or industry—needs a reliable, professional way to welcome visitors and track their time on site. Whether it’s clients, vendors, job candidates, contractors, auditors, or delivery drivers, knowing who is in your building, why they are there, and when they arrived is not just a convenience—it’s a security, compliance, and operational necessity.

Yet in many offices, visitor management is still handled with a clipboard, a pen, and a paper sign-in sheet sitting on a front desk. In today’s world of smartphones, QR codes, and digital workflows, that approach feels outdated, inefficient, and unprofessional. Paper sign-in logs are slow, prone to errors, difficult to read, easy to lose, and nearly impossible to report on. They also expose private visitor information to anyone who happens to glance at the clipboard.

Modern workplaces deserve a better solution.

With Infowise Ultimate Forms, you can replace your paper sign-in process with a fully digital, mobile-friendly visitor check-in system that is simple for visitors to use and effortless for your staff to manage. Our elegant Visitor Check-In solution template transforms your front desk into a smart, secure, and professional welcome experience—powered entirely by SharePoint.

At the heart of the solution is a public-facing check-in form that works on any internet-connected device. Visitors no longer need to wait in line or ask for a clipboard. Instead, they simply scan a QR code displayed at your front desk using their phone’s camera. Within seconds, they are taken directly to your check-in form, where they can enter their details, select who they are visiting, and complete their sign-in.

The form is fully responsive and designed specifically for mobile devices, so it looks great and works flawlessly on phones and tablets of all sizes. The experience feels modern, intuitive, and professional—exactly what you want your visitors to experience when they walk into your organization.

Once checked in, the system automatically notifies the staff member being visited. An email is instantly sent to let them know their guest has arrived, eliminating the need for receptionists to make phone calls or send manual messages. This not only saves time, but ensures that visitors are greeted promptly and never left waiting in your lobby.

When it’s time for the visitor to leave, they can simply scan the QR code again and check out just as easily. Their departure time is recorded automatically, giving you a complete and accurate log of who was on site and for how long.

Behind the scenes, all visitor data is securely stored in SharePoint, where it can be managed, reported on, and retained according to your organization’s policies. This means you can finally move away from stacks of paper logs and gain a centralized, searchable, and auditable visitor history.

The solution includes built-in reports that allow you to view visitor activity by date, employee, department, or visitor name. Need to know who was in the building yesterday? Or how many contractors visited last month? Or which employee receives the most visitors? The answers are always just a click away.

For organizations that require physical visitor badges, the system also supports automatic badge creation. As soon as a visitor checks in, a badge can be generated with their name, photo (if required), the person they’re visiting, and the date and time of their visit. This improves security and helps staff easily identify authorized visitors throughout the building.

In addition, the solution supports PDF output, making it easy to generate visitor logs for audits, compliance reviews, or security reporting. Whether you need a daily visitor register or a monthly summary, the system can produce clean, professional reports on demand.

And because it’s built with Infowise Ultimate Forms, the entire solution is fully customizable. You can easily adjust the branding to match your organization’s logo, colors, and visual identity. The form can be tailored to collect exactly the information you need—nothing more, nothing less. Want to add a safety acknowledgment? NDA acceptance? Health questionnaire? Photo capture? It’s all possible with no code.

Security is built in from the ground up. Visitor data is stored securely inside SharePoint, where access can be restricted to authorized staff only. Unlike paper logs that sit exposed on a counter all day, this solution protects sensitive visitor information and helps your organization stay compliant with privacy and security best practices.

And best of all, the entire system can be deployed in minutes. There’s no custom development, no complex integrations, and no expensive third-party hardware required. If you have SharePoint and Infowise Ultimate Forms, you already have everything you need.

This is a perfect example of how modern forms and workflows can dramatically improve everyday business processes. A simple visitor sign-in becomes a seamless digital experience that saves time, improves security, enhances professionalism, and delivers real operational value.

Join us for a live presentation where we’ll walk you through the complete Visitor Check-In solution from start to finish. You’ll see how the QR code works, how the form behaves on a mobile phone, how notifications are sent, and how reports are generated. We’ll also show you how easy it is to install and configure the solution in your own SharePoint environment.

At the end of the session, you’ll be able to download the full solution template for free and start using it right away.

If you’ve ever wanted a better way to welcome visitors, improve security, and modernize your front desk experience, this is a webinar you won’t want to miss.