THRESHOLD has been designing and producing visitor badges for companies across America since 2003. Since our specialty is visitor badges and visitor management software, we’ve seen our fair share of custom ideas from customers. Therefore, we’re ready to help design badge templates for companies whenever they ask “what visitor information should my badge capture?”
According to Instacheckin’s article “Government Visitor Management: Access, Records, Audit” (September 21, 2026), what does a building need to record at visitor sign-in? At minimum: who the visitor is, who they came to see, why, and when they arrived and left. Your agency’s security office may add fields, such as employer or a signed acknowledgement (source: https://instacheckin.io/blog/government-visitor-management/).
As Security Directors consider what types of information their organization needs to know, there may be additional information they want to know. But those wants should be weighed against how sensitive the visitor data is and the time it takes to process visitors.
According to Vizitor’s article “How Visitor Management Systems Keep Visitor Data Compliant” (January 23, 2026), “define your data categories. Identify exactly what data you collect from visitors and why. Name, contact details, purpose of visit, photo, and signed documents each have a justification under data minimization principles. Anything you collect should be documented with a legitimate purpose. Establish retention periods. How long do you keep visitor records? The answer depends on regulatory requirements in your industry and jurisdiction. Healthcare facilities may have specific retention obligations. Organizations under GDPR must document and enforce retention periods. Set automated deletion rules in your VMS to enforce these policies without manual effort” (source: https://www.vizitorapp.com/blog/data-privacy-compliance-visitor-management-protect-your-business/)
Here is a list of information many companies capture with their visitor management system, followed by how it might appear in a visitor badge:
- First and last name.
- The time the visitor arrived.
- Who the visitor is there to see.
- If the visitor is a vendor, his or her company affiliation.
- The visitor’s destination. This could be a floor number, room number, department, and/or building.
- The type of visitor. The guest could be designated as Family, Vendor, Contractor, Volunteer, or just a general Visitor.
- Their expected duration of visit.
- A photo of the visitor.
eVisitor Software is a stand-along visitor management systems that can affordably increase your facility security and help you always know who is in your building. eVisitor makes it easy for facilities to log, identify, track, and run reports on visitors. Watch this video to learn more, then request a free demo today!
Sources##
Instacheckin. “Government Visitor Management: Access, Records, Audit”. September 21, 2026. https://instacheckin.io/blog/government-visitor-management/
Vizitor. “How Visitor Management Systems Keep Visitor Data Compliant”. January 23, 2026. https://www.vizitorapp.com/blog/data-privacy-compliance-visitor-management-protect-your-business/
It’s easy and free to activate this feature. Simply call us and ask for “Red Flag, No Badge” to be turned on. Once it’s on, the above pop-up will come up when a red flagged visitor comes back. No badge will print and the attendant will need to follow the facility’s policy for handling red flagged visitors.