Step-by-Step Guide to Visitor Management in Manufacturing Factories

Published on 8/1/2025

Ensuring safety and compliance in manufacturing factories requires a robust visitor management system (VMS) to track, monitor, and secure visitor activities. OSHA guidelines emphasize protecting all individuals on-site, including visitors, through proper safety protocols and record keeping. A cloud-based VMS enhances efficiency, compliance, and security by automating processes like visitor registration, photo capture, NDA signatures, and data storage. Below is a step-by-step guide for factories to manage visitors effectively, highlighting key practices and recommending cloud-based software solutions.

Step-by-Step Visitor Management Process

  1. Pre-Visit Preparation
    Before visitors arrive, factories should pre-register them using a cloud-based VMS. Send pre-visit emails with safety guidelines, NDAs, or health questionnaires to ensure compliance with OSHA’s Hazard Communication Standard (29 CFR 1910.1200). For example, visitors can watch a safety video or sign NDAs digitally. Highlight: Pre-registration reduces on-site delays and ensures visitors are aware of hazards like chemical exposure or restricted areas.
  2. Check-In Process
    Upon arrival, visitors should use a self-service kiosk or QR code for touchless check-in, minimizing physical contact. The VMS should capture essential details: name, company, purpose of visit, and photo for identification. Highlight: Capturing a visitor’s photo enhances security by providing a visual record, critical for auditing and emergency evacuations.
  3. NDA and Signature Collection
    Require visitors to sign NDAs or safety agreements digitally via the VMS. This ensures compliance with intellectual property protection and OSHA safety protocols. Digital signatures are securely stored, simplifying audit trails. Highlight: NDAs are vital in manufacturing to protect proprietary processes, and digital signatures streamline compliance with regulations like ITAR or GDPR.
  4. PPE Provision and Safety Briefing
    Provide visitors with appropriate PPE (e.g., hard hats, safety glasses) as required by OSHA’s PPE standards (29 CFR 1910 Subpart I). Conduct a brief orientation on emergency exits and hazard zones. Document PPE issuance and briefing acknowledgment in the VMS.
  5. Access Control and Escort
    Restrict visitors to authorized areas using VMS-integrated access controls, such as QR codes or badges. Assign an escort to guide visitors, ensuring they avoid hazardous zones like lockout/tagout areas. Highlight: Real-time tracking via VMS ensures only authorized individuals access sensitive areas, enhancing security.
  6. Recordkeeping and Auditing
    Maintain digital visitor logs with details like entry/exit times, photos, and signed documents. Cloud-based VMS platforms generate real-time reports for OSHA audits or compliance with HR policies. Records should be retained for at least one year, or five years for injury-related data (29 CFR Part 1904).

Recommended Cloud-Based Visitor Management Software

  1. VisitorFlow: Offers touchless QR code based pre-registration, NDA signing, photo capture, and GDPR/CCPA compliance. It also offers OSHA compliance, visitors get to see Safety Video and Download Emergency PDF plan, emergency evacuation list, During evacuation emergency with one click broadcast message to Visitors and even Staff members, ensuring OSHA, ITAR and ISO compliance, simple easy to use. Ideal for multi-site factories.
  2. Proxyclick: Features real-time reporting, watchlist screening, and automatic data deletion for privacy compliance. Supports OSHA and ITAR requirements.
  3. Greetly: Provides touchless check-in, photo capture, and digital NDA signatures. Its cloud-based logbook simplifies audit reporting for OSHA compliance.
  4. iLobby: Streamlines visitor with robust audit trails and emergency evacuation lists, ensuring OSHA and ISO compliance.

Importance of Capturing Visitor Photo, NDA, and Signature

  • Visitor Photos: Enhances security by verifying identities and aiding in emergency evacuations. Photos stored in a VMS provide indisputable records for audits.
  • NDAs: Protects intellectual property and ensures compliance with regulations like ITAR, critical in manufacturing.
  • Digital Signatures: Simplifies documentation, ensures legal agreements are securely stored, and supports compliance with OSHA and HR policies.

A cloud-based VMS not only ensures OSHA compliance but also boosts operational efficiency and security, making it an essential tool for modern manufacturing facilities.


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