Company Visitor Register: Why It Is Mandatory and How to Manage It Better
In many companies, the management of visitors and external suppliers is still entrusted to paper registers, Excel sheets or unsafe notes. EasyBadge is also used in Italy where the safety legislation (Legislative Decree 81/2008) requires that the employer be able to know at all times who is present on the company premises, including external personnel.
In this article we see:
- What the law says
- The typical problems of traditional systems
- The characteristics of an efficient digital solution
What does the regulation say about visitor management?
The new NIS2 directive strengthens the demand
The Consolidated Law on Safety establishes the obligation to guarantee the safety of all people present in the company, not just employees. This includes:
- Visitors
- External technicians and maintenance workers
- Suppliers
- Contractors
The law does not impose a specific format (paper or digital), but requires that:
- It is possible to reconstruct who was present at a given time (LOG's)
- Data is accessible in case of emergency
- Records may be provided if requested by authorities or audits
Introduces new cybersecurity obligations including supply chain management, for critical stakeholders. This includes assessing supplier risks and implementing measures to ensure safety within their supply chain as well. The regulation requires companies to assess the security of their suppliers and, if necessary, require them to adopt adequate security measures.
Keeping track of technical personnel at the site becomes an additional guarantee information and we want to help you. It does not impose a specific format (paper or digital), but requires more emphasis on management.
Many companies still use:
- Paper registers at the reception
- Excel sheets saved locally
- Hand-filled temporary badges
- Badge Solutions with obsolete or dedicated hardware
These methods have several limitations:
- No real-time visibility
- Difficulty retrieving information in an emergency
- No integration with the internal staff directory
- Prevent the use of modern and simple technology provided by the market
The problems of manual management!
A digital solution: what should it do?
A good digital visitor management platform should:
✅ Easily record your entry and exit
✅ Connect to the internal staff directory
✅ Allow to know who is present at all times
✅ Provide rapid access in case of evacuation or checks
✅ Be accessible from multiple locations or devices
✅ Provide API for integration with other business systems
EasyBadge: simple, accessible and designed for operational personnel
EasyBadge It was developed specifically to support staff who manage unregistered visitors and suppliers, with a simple but powerful interface. Its main features include:
📋 Visitor registration in seconds, anche da parte di più utenti
🚨 No real-time visibility of those present in the company (even external ones)
👥 Internal directory to know immediately who to contact
🔄 Rubrica condivisa per figure esterne (doctor, security, fixed suppliers)
🔗 API REST for integration with pre-existing systems
📱 Works from the web: no software to install
In an emergency, knowing who is present can make all the difference. EasyBadge simplifies this responsibility.
Modern technology
Our solution does not focus on the implementation of dedicated hardware, leaving the customer free to extend the automations independently. How many times have I asked myself, but if I buy a 2D barcode reader can I use it with my solution?
The answer is YES because it allows hardware vendors to develop, via API, from simple to more complex solutions.
English (UK) 
Italiano