Gravity Forms
+ Visitor Sign-In & Roll Call

Most reception desks still run on a paper visitor book: hard to read, open for anyone to see, and no help at all when the fire alarm goes off and you need to know who is in the building. The Gravity Forms Visitor Sign-In & Roll Call add-on turns any Gravity Forms form into a visitor log on your own site. Visitors sign in at a full-screen kiosk on a reception tablet or with their own phone by scanning a printed QR poster, and the host they came to see gets an e-mail through Gravity Forms notification routing.

Every sign-in is a visit until the visitor signs out: by tapping their initials on the kiosk and confirming the e-mail or phone they signed in with, by scanning their personal sign-out QR code, at reception, or automatically at the end of the day. The On site now screen and a staff-only shortcode always show who is in the building, with host, time in and badge number, and one click opens the emergency roll call: everyone on site with tick boxes, ready to print or to tick off on a phone at the assembly point.

Returning visitors sign in faster when they agreed to be remembered, badges print from any browser, and reports show visits per day and the average stay with a CSV export. Visitor details are personal data, so the public kiosk list shows initials only, staff lists are role-restricted, no visitor data is put in links, and a retention setting anonymises or deletes old visits. Everything runs on your own server, with no outside connection. For Gravity Forms 2.9 and newer.

When a form with the visitor log switched on is submitted, the add-on records a visit in its own table right after Gravity Forms saves the entry, so your notifications can already use the badge number and the personal sign-out link. Badge numbers start again at 001 each day. The confirmation message shows the badge number and a QR code that holds the visitor's personal sign-out link: an opaque, signed token that contains no name or e-mail and cannot be guessed or reused for another visit. On the kiosk, a visitor taps their initials and types the e-mail or phone number they signed in with; anything else is refused, and repeated wrong tries lock that visit for fifteen minutes. An hourly job signs out everyone still on site at your chosen time and cleans up visits older than your retention period. The roll call, badges, reports and CSV are only open to staff who can view Gravity Forms entries. Everything happens on your own server — the add-on makes no outside HTTP request beyond the licence and update checks.