Paper logbook risk
Illegible handwriting, no photo, no audit trail — a GDPR liability sitting on a clipboard at reception.
The visitor log that never leaves the building
Paper visitor books are slow, illegible and easy to lose. Visitor Book replaces the clipboard with a fast, local sign-in system.
- 1Visitor enters their name and picks a reason
- 2Reads the privacy notice and ticks to acknowledge
- 3Photo taken from the live camera
- 4Appears on the visitor board for reception
The sign-in problem
Your paper logbook is holding you back
Paper logbooks are old and hard to manage — illegible, easy to lose, no real audit trail. Visitor Book replaces the clipboard for good.
Cloud VMS fees
Cloud visitor platforms often charge £30 to £280 per site a month, plus extra for photos, branding or check-in caps.
Data leaves the UK
Visitor names and photos often sit on third-party servers abroad, complicating your DPIA and data agreements.
Two simple screens
Sign-in and a live visitor board
What a visitor sees
Name, organisation, reason for visit (from a short preset list) and mobile number, plus a live photo and a privacy-notice acknowledgement.
What reception sees
A live board of everyone on site, updating automatically with one-tap sign-out.
What happens to the data
Saves to a dated CSV and photo folder you choose — never a database. Optionally backed up to your own SharePoint, and cleared down after the number of days you set.
A guided sign-in screen captures name, reason for visit and a photo, while a live board shows who’s on site in real time.
See the screens
Where the data goes
The shortest route your visitors’ data can take
Pick the tier that suits your site. Either way, visitor details are plain files, never rows in someone’s database.
LocalNothing passes through us
Visitor signs in
Name, organisation, reason and a live photo
This device
Desktop Chrome or Edge on Windows or Mac
Your folder
A dated CSV and a photos folder you chose
Your SharePoint
A backup of each completed day, in your own tenant
TechAPTO never sees, stores or processes it. Old files clear after the number of days you set.
CloudHosted in the UK, kept only as long as you choose
Visitor signs in
On any tablet or browser, over HTTPS
Our UK server
Files outside the web root, never a database
Emailed to you
Each day’s log, with photos removed
Deleted on schedule
By default photos the same day, the log once it’s sent
Retention is yours to set, and it’s written into your Data Processing Agreement.
Key features
Built for fast front-desk sign-in
Every part of Visitor Book runs locally, saves automatically, and keeps visitor data on your own network.
Sign-in screen
Name, organisation, reason for visit and mobile number, plus a live photo, with a privacy-notice acknowledgement required before sign-in.
Local CSV storage
Every visitor and photo saves to a dated CSV and folder on your own device or network — no third-party database.
Live visitors
A live, auto-refreshing board shows who's on site, with one-tap sign-out from a second screen at reception.
Retention you control
Choose how many days to keep photos and logs — separately — and older files clear automatically. Optional backup to your own SharePoint.
By combining local sign-in, a live front-desk board, and retention you set yourself, Visitor Book keeps reception running without a cloud subscription.
Explore all features
How it works
Three steps to local sign-in
A clear, guided flow that gets a Windows or Mac device running visitor sign-in in minutes.
01
Visitor signs in
A visitor enters their name, organisation and reason for visit, then takes a photo and acknowledges the privacy notice.
02
Board updates
The Current Visitors board refreshes automatically, so reception always knows who's on site.
03
Data saves daily
Each visitor and photo saves to a dated file in your folder. Completed days can back up to your own SharePoint, and old files clear on the schedule you set.
Start today
Your local visitor sign-in system
Replace the paper logbook or an over-priced cloud subscription with a local sign-in system built for one site or several.
Book your demo- Secure & private
- No lock-in contract
Who it's for
Built for small teams, not big IT
See the site types Visitor Book is built for, from council reception desks to small clinics.
Local councils
Reception & Depots
One sign-in point for visitors and deliveries, with a clean audit trail for the control room.
Community hubs
Halls & Events
Halls, classes and events sign in at one desk, on an iPad or Android tablet with Cloud or a Windows or Mac computer with Local, kept off any shared database.
School offices
Front-of-House
A single front-of-house sign-in point for visitors, no IT training needed.
Small offices
Paper Book Swap
Swap a paper book or a pricey subscription for a system that pays for itself in months.
Warehouse sites
Local-First Sign-In
On the Local tier, sign-ins are written straight to the device’s own folder, so a dropped connection doesn’t stop the page that’s already open.
GP surgeries
Low-Volume, Private
Low visitor numbers, strict privacy needs, met without a third-party data agreement.
Insights
Guides for the front desk
Plain-English guides on visitor sign-in, data protection and knowing who's on site. All insights
Is your paper visitor book a data protection risk?
Every page of a paper sign-in book is open to the next person who picks up the pen. Here is what that means under UK GDPR, and what to do about it.
Martyn's Law and knowing who's on site: getting ready for 2027
The Terrorism (Protection of Premises) Act 2025 is expected to apply from around spring 2027. Here's what it asks of premises, and where an accurate visitor log fits in.
Do visitors need to consent to signing in? Lawful basis explained
Many sign-in screens ask visitors to tick "I consent". For a visitor log, that is the wrong lawful basis. Here is how to pick the right one.
Future proof
Ready ahead of what's coming
The Terrorism (Protection of Premises) Act 2025 — Martyn's Law — will eventually require many public-facing premises to have proper procedures for knowing who's on site.
Knowing exactly who's in your building, right now, is a genuinely useful piece of getting ready.