Visitor notes are a free-text field you can attach to any sign-in after the visitor has already checked in at the kiosk. They are perfect for the small details that you only learn during a visit and that you do not want to ask at the front desk: the building someone needs to be escorted to, a parking spot reference, a reminder about a gift to be handed out, an incident that should be flagged for security, or the simple fact that the visitor was running late.
The notes live next to the visitor in the backoffice logbook. They are not shown to the visitor and are not printed on the badge, so you can use them as a private operational annotation. Notes are stored together with the rest of the visit record and follow the same retention policy as the other visitor data, which keeps your logbook GDPR/AVG-compliant.
Video tutorial
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Step-by-step
You can add notes to a visitor after they have signed in:
Select the visitor you’d like to edit:
Edit the visitor data
Change the custom fields and press the save button. The note is saved instantly and will appear in the visit history, in the exports and in the audit log. Receptionists with the right user role can edit or remove the note later, while users with a read-only role will see it but cannot change it.
If you need a field that is filled in by the visitor themselves at the kiosk, configure a custom sign-in field instead. Visitor notes are designed for the staff side of the workflow.