One way of securing your office is by keeping a record of all your visitors. It’s helpful when you’re able to keep track of who your guests are, who they’re visiting, why they’re visiting, when they’re visiting, and for how long. This template not only helps you keep track of all of this information, but also helps you organize and analyze it. This template can also be used by your security or front desk staff to keep track of all your guests. It shows where your employees’ offices are in the Guests table and highlights records that don’t have enough information about their visiting times. Before you can start using the Guests table, you have to fill in your directory tables first. Start with the Titles table, then move on to the Departments table, then the Office locations table, and finally with the Employees table. Try out this template to see how it can make your office’s guest log simpler. Feel free to customize the fields, views, and view filters to suit your organization. Look at the tables and views below.

Guests

This is the database template’s main table. There are several views available to assist you in managing your guests’ records. Using the preset views, you can quickly filter your guests’ records by date, week, or month. This table can be managed by your security or front desk staff. However, in order to use this table, your directory tables (i.e., Titles, Departments, Office locations, and Employees) must already be populated. Rows with a red left bar by the left border are records that lack both Time in and Time out information, while rows with a yellow bar are records that lack Time out information.

Fields

• Log no.. An autogenerated unique identifier for this guest log record or row.
• Name. The name of the guest. Keep in mind that a guest can visit more than once, so their names can appear more than once in this table.
• Company. The company or organization that the guest is visiting on behalf of.
• Phone number. The guest’s current contact phone number.
• Type of visit. A single select field that says whether the guest is visiting for business or personal reasons.
• Purpose. A brief statement or description of the guest’s reason for visiting, according to the guest.
• Employee to visit. This field is linked to the Employees table, indicating the employee the guest is visiting.
• Office location. This field is a lookup field based on this record’s Employee to visit field, specifying the employee’s office location.
• Time in. The date and time the guest entered the company’s premises.
• Time out. The date and time the guest left the company’s premises.
• Visit duration. This is a formula field that calculates how long, in minutes, the guest stayed inside the company’s premises.
• Remarks. A short note or description of the guest’s visit, according to the company’s security or front desk staff.
• Attachments. This field lets you upload or attach any documents that support the guest’s visit. This could be anything, including but not limited to a photo of the guest’s business ID or business card, an invitation from an employee, a copy of a transaction receipt from a supplier, or any other document that confirms the guest’s identity.
• Date logged. This is the date and time this record or row was created.
• Time in year. This is a formula field that returns what year the Time in field is in. This field is hidden by default.
• Time in month. This is a formula field that returns what month (number) the Time in field is in. This field is hidden by default.
• Week number in the year. This is a formula field that returns what week number in the year the Time in field is in. This field is hidden by default.
• Odd or even. This is a formula field that tells whether the day (number) of the Time in field is an odd or even number. This field is hidden by default.

Views

• All guests. Displays all guests’ records without any filter, sorted from the oldest Time in to the most recent, then alphabetically by Name from A to Z.
• Business guests. Displays guests’ records with Type of visit set to Business, sorted from the oldest Time in to the most recent, then alphabetically by Name from A to Z.
• Personal guests. Displays guests’ records with Type of visit set to Personal, sorted from the oldest Time in to the most recent, then alphabetically by Name from A to Z.
• Guests by date. Displays guests’ records filtered by date, sorted from the oldest Time in to the most recent, then alphabetically by Name from A to Z. You can change the view filter to go straight to a certain date.
• Guests by week no.. Displays guests’ records filtered by week number in the year, sorted from the oldest Time in to the most recent, then alphabetically by Name from A to Z. You can change the view filter to go straight to a certain week.
• Guests by month. Displays guests’ records filtered by month, sorted from the oldest Time in to the most recent, then alphabetically by Name from A to Z. You can change the view filter to go straight to a certain month.
• By type of visit. Displays a kanban view of guests’ records stacked according to Type of visit field.
• Log a guest. Displays a form view that facilitates a more user-friendly way of adding new guest records.

Employees

The Employees table provides the contact information for each member of the organization. This table is connected to each of the other tables that are present in this database. Feel free to add or remove fields in this table to suit or comply with your organization’s security policy.

Fields

• Full name. A formula field that shows the employee’s full name.
• Photo. The employee’s photograph.
• Last name. The employee’s last name.
• First name. The employee’s first (given) name.
• Middle initial. The employee’s middle initial.
• Title. This field is linked to the Titles table, indicating the employee’s current title or position in the organization.
• Department. This field is linked to the Departments table, which indicates the department the employee belongs.
• Office location. This field is linked to the Office locations table, indicating the location of the employee’s office.
• Local extension number. The employee’s local or extension number based on the organization’s trunk line.
• Phone number. The employee’s current phone or mobile number.
• Email. The employee’s email address.
• Address. The employee’s home address.
• Zip code. The mailing zip code of the employee’s home address.
• Visitor count. This is a formula field that calculates the total number of guests received by this employee.
• Remarks. This field is for recording any notes or remarks about the employee.
• Start date. The date the employee joined the organization.
• End date. The date the employee left the organization. This is used when the employee is inactive or has left the organization.
• Status. The employment status of the employee.
• Is active. A checkbox that indicates whether the employee is still with the organization or not.
• Related guests. This field is linked to the Guests table, specifying all the visits that this employee has had. This field is hidden by default.

Views

• All employees. Displays all employees without any filters sorted by Full name in alphabetical order from A to Z.
• Employees with most guests. Displays a grid of employees-with-guests, sorted by the greatest Visitor count to the least, then alphabetically by Last name and First name fields.
• Add new employee. Displays a form view for the purpose of simplifying the entry of basic contact information for employees.
• Active employees. Displays a gallery of all active employees sorted alphabetically by Full name from A to Z.
• Full-time employees. Displays a gallery of all active, full-time employees sorted alphabetically by Full name from A to Z.
• Part-time employees. Displays a gallery of all active, part-time employees sorted alphabetically by Full name from A to Z.
• Seasonal employees. Displays a gallery of all active, seasonal employees sorted alphabetically by Full name from A to Z.
• Temporary employees. Displays a gallery of all active, temporary employees sorted alphabetically by Full name from A to Z.
• Employees by status. Displays a Kanban view of active employees stacked by Status.

Titles

This table allows you to maintain and manage a list of job roles with their descriptions. As an example, this template has a predefined list of titles for a software development business.

Fields

• Name. The position name.
• Level. A single select field specifying the position’s level in the hierarchy of roles.
• Description. A description of the title, which may include position specifics and responsibilities.
• Employee count. A formula field that counts the number of active employees with this title.
• Visitor count. This is a formula field that figures out how many guests all employees with this title have received.
• Related employees. This field is linked to the Employees table, identifying all employees or staff members using this title. This field is hidden by default.

Views

• All titles. Displays all the titles or staff designations in an organization without any filters.
• Titles with most guests. Displays a grid of titles of employees-with-guests, sorted by the greatest Visitor count to the least, then alphabetically by Name field.
• Business analysis. Displays all titles related to business analysis.
• Quality assurance. Displays all titles related to quality assurance.
• Software engineering. Displays all titles related to software engineering.
• Human resources. Displays all titles related to human resources or recruitment.
• Executive. Displays all titles related to the company’s executives.
• By level. Displays a kanban view of all titles stacked by Level.

Departments

Among the many types of departments are those dealing with finance, law, human resources, advertising, and so on. It’s common practice in large and medium-sized companies for these departments to collaborate with each other to carry out business functions, so use this table as needed to fit your organization.

Fields

• Name. The name of the department.
• Description. A short description of the department.
• Employee count. A formula field that counts the number of active employees under this department.
• Visitor count. This is a formula field that figures out how many guests all employees under this department have received.
• Is active. A checkbox that indicates whether the department is active or not.
• Related employees. This field is linked to the Employees table, indicating all employees assigned to the current department. This field is hidden by default.

Views

• All departments. Displays all departments sorted in alphabetical order by Name from A to Z.
• Departments with most guests. Displays a grid of departments of employees-with-guests, sorted by the greatest Visitor count to the least, then alphabetically by Name field.
• Active departments. Displays a gallery of active departments arranged in alphabetical order by Name from A to Z.

Office locations

As your business grows, so will the size of your office. Expanding into new locations and spaces is a distinct possibility. You can use this table to keep track of where your offices are located.

Fields

• Location. The name or identifier of the specific location.
• Photo. A photograph of the building or office room identifying this location.
• Floor. This specifies the building level or floor where the office room is located.
• Street. This is the street where this office is located.
• City. This is the city where this office is located.
• State. This is the state where this office is located.
• Zip code. The mailing zip code of this office location.
• Phone number. The main or trunk line phone number of this location.
• Employee count. A formula field that counts the number of active employees in this location.
• Visitor count. This is a formula field that figures out how many guests all employees in this office location have received.
• Related employees. This field is linked to the Employees table, identifying all employees or staff members assigned to this location. This field is hidden by default.

Views

• All locations. Displays all the locations of the organization’s offices without any filters sorted by Location in alphabetical order from A to Z.
• Locations with most guests. Displays a grid of office locations of employees-with-guests, sorted by the greatest Visitor count to the least, then alphabetically by Location field.
• Locations. Displays a gallery of the organization’s offices.