5 Reasons Why You Should Switch to Paperless Sign-In

Visitor Management & Tracking

paperless sign-in

You’re not still using a paper sign-in book, are you? In 2020!?

Paperless sign-in is the efficient, economical, eco-friendly alternative. Here are our top five reasons you should switch to a paperless sign-in system.

1. Reduced admin time

receptionist with coffeeFront desk staff are some of the busiest, most hard-working people in any company. The last thing you want to do is add unnecessary tasks to their already overwhelming workload. If you’re using a paper sign-book, this is exactly what you’re doing. With pre-bound books, new ones need to be ordered regularly, and old ones need to be boxed up and put into storage. If you have a folder with paper sheets, then these sheets will need to be printed, and the old sheets filed away. A lot of time can also be spent manually importing paper sign-in sheets, or sifting through data when required for audits or GDPR requests to be forgotten. Switching to paperless sign-in solves these problems. No more printing. No more boxing. No more filing. Instead, your front desk staff will have extra time to get on with more important tasks (or even just time to make themselves that extra cup of coffee!).

2. Better first impression

First impressions count. Yes, you should never judge a book by its cover, but that doesn’t mean the cover needs to be a mess. If the first thing visitors are presented with when they enter your reception is a front desk covered in paper, they’re likely to think your whole business is messy and unorganised. A paperless sign-in system swaps this mound of mess with an elegant touch-screen display, giving your reception area a sleek, modern feel. That’s the first impression we want!

3. More cost effective

saving money

Okay, there is a slightly larger up-front cost to switching to a paperless sign-in system, but it’s worth it in the long run! Physical sign-in books are expensive, and if you have a lot of visitors then the costs can very quickly rack up. Even if you try to keep costs down by printing your own sheets, companies can spend hundreds of thousands of pounds on printing over the course of a year. Whether it’s paper, toner, or general maintenance, printers aren’t cheap! Switching to paperless sign-in eliminates the costs of physical books, and can help reduce your printing costs.

4. Better for the environment

green treeOur office printing habits are killing us. On average, each person in the UK uses around four and a half trees per year. Unless we’re all also planting four and a half trees a year, this isn’t sustainable. While your sign-in book may only account for a small percentage of your paper usage, it’s still a good place to start. Paperless sign-in systems reduce the amount of wasted paper, letting you feel good about doing your bit for the planet.

5. GDPR

We know, we know, you’re sick of reading about GDPR. While it might be a pain for business, GDPR protects our customers and allows them to trust us with their data. Paper sign-in books are often not GDPR compliant. If you have a client coming in for a meeting, should they be able to see details of everyone else who has visited that day? While there are some GDPR compliant books on the market that prevent this, they are pretty pricey. They also don’t make it easy to comply fully with GDPR, for example, if a previous visitor requests their data to be erased, you would have to manually trawl through all physical books you have in storage to redact their information. Paperless sign-in systems help protect the data of anyone who visits your business, allowing them to trust you and sign-in with confidence.