Logistics and warehousing
Visitor and driver sign in for warehouses
Drivers and visitors sign in on an iPad with their vehicle registration and accept your site procedures on screen. Couriers who only drop off are logged as deliveries. The fire marshal reads the roll call from a phone, and the record is there when the auditor asks.
Sign in on a demonstration kiosk, then open the fire roll call on your phone. Do not enter real details: everything typed is deleted within the hour.
From £599 setup and £150 a month plus VAT, iPad and stand included.
Who this is for
A warehouse where most of the people who are not staff are drivers
Third party logistics, chilled and ambient, with drivers arriving all day at a gatehouse or a transport office as well as visitors in the offices. Some sites store food and are audited to BRCGS Storage and Distribution, some move high value goods under TAPA, and some hold AEO status. Whichever it is, the question is which of today’s drivers are on site now.
What gets asked at the gate
Who asks a warehouse to show who came through
BRCGS Storage and Distribution
Issue 4 clause 4.2.2 asks for access to be controlled with a visitor reporting system in place, and 4.2.4 for contractors and visitors, drivers included, to be made aware of the site’s access procedures.
A TAPA FSR audit
FSR 2026 asks for visitors at the office entry point to be registered, with a log kept for at least 30 days showing who was visited and why, and badges reconciled daily.
HMRC, for an AEO site
The AEO guidance asks how a site regulates access for visitors, tells them its procedures, and records their vehicles.
The fire marshal
A warehouse with drivers in the transport office and visitors in the offices needs to know who is inside when the alarm goes, and a book at the gatehouse does not travel to the assembly point.
Every standard with a visitor clause, on one pageFire safety audits of factories and warehouses, by fire and rescue authority
What the kiosk does
Drivers on the record, drop-offs on the log
Drivers and visitors sign in
Name, company, who they are here to see, and the vehicle registration. Your access procedures go on screen and nobody is signed in until they accept them.
Drop-offs logged, not signed in
A courier who only drops off taps Delivery Drop-off and picks or types the courier company. It is logged with the time and your Microsoft Teams or Slack channel is told. A drop-off is not a sign in and is not on the roll call.
A roll call on a phone
When the alarm goes, your fire marshal opens the live list on their phone at the muster point and sees every visitor, contractor and driver who signed in and has not signed out.
Carries on when the Wi-Fi drops
If the connection goes down, a sign in is held on the iPad and sent when it comes back, recorded with the time the person actually arrived.
Driver sign in at the gatehouse or goods-in doorThe delivery drop-off, step by stepThe visitor management kiosk in fullIf nobody sits at the gatehouseIf mobile robots run on your floorIf you hold medicines, GDP section 3.2 on visitors
See it work
A sign in and a fire roll call, in 100 seconds
A visitor signs in on the iPad. The alarm goes. The marshal opens the live list on their phone at the muster point and reads off who is still on site.
The player loads from YouTube only when you press play. Nothing is sent to Google before that. What happens when you do.
What it costs
One price, in public
Setup from £599, then £150 a month plus VAT. The iPad, the stand, hosting and support are included, and nothing is charged per visitor, per driver or per user.
Every price, and what is not charged forThe one page business case, for whoever signs it off
Being straight with you
What this does not do
- The kiosk checks no photo ID and has no field for the reason for a visit. Those are for your gatehouse procedure.
- It records people. It does not open a barrier or a door.
- It keeps a timestamped record. It does not get a site through an audit; the auditor judges your whole system.
Before you ask
The questions warehouses ask on the first call
Should drivers sign in or use the drop-off?
That is your site rule. A courier who leaves a parcel at the door can use Delivery Drop-off and is logged as a delivery. A driver who comes further than goods in, waits in the transport office or walks the yard should sign in, so they accept your procedures and are on the fire roll call.
Does it record vehicle registrations?
Yes. The sign in form has a vehicle registration field, it is on the record against the person and the time, and it is included in the message to your Teams or Slack channel.
Our TAPA log needs the reason for the visit. Does the kiosk hold it?
No. The form is name, company, host and vehicle registration, and there is no reason field. The log does show who was visited and when, and the reason stays with your own procedure.
How long are records kept?
Twelve months by default, or the period your company sets, and then deleted. That is well past the 30 days TAPA asks for, and within it you can search by name, company or date and export.
Also asked of sites like yours
The other things somebody may ask you to evidence
Each of these is a page about one standard, one duty or one visitor, written the same way as this one: what it actually asks for, what an iPad at reception records towards it, and where it does not help.
- GDPR and the visitor book
- CMMC physical security
- List X visitor control
- ITAR visitor log
- Def Stan 05-138 visitor access
- ISO 27001 visitor access
- PCI DSS visitor log
- AEO visitor access control
- CTPAT visitor log
- TISAX visitor management
- TAPA FSR visitor log
- BRCGS visitor control
- BRCGS packaging visitor control
- BRCGS storage and distribution visitors
- BRCGS unannounced audit
- Visitor control non-conformity
- SALSA visitor control
- IFS Food visitor hygiene
- UFAS feed mill visitor control
- GMP visitors in production areas
- GDP wholesale visitor control
- Fire roll call
- Contractor management
- Construction work in occupied premises
- HSE inspection records
- ISO 45001 contractor control
- Visitor NDA sign in
- Visitor record retention
- What a visitor log must contain
- Standards calendar
- Sign in sheet template
- Visitor health questionnaire template
- Contractor induction template
- Permit to work template
- Hot work permit template
- Fire drill record template
Next step
Tell us how drivers get onto your site today
Fifteen minutes on the phone. How many gates, who staffs them, and what your last audit asked about drivers. We will tell you straight whether a kiosk is worth your time.
Book a 15 minute callNo site visit needed and nothing to install. If it is not a fit we will say so on the call.
Would rather email? [email protected]
Not the person who signs it off? Send them the one page business case