Who is in reception, and who is on site with which documents in order.
The problem
The paper visitor book is the most common system there is and the worst: every visitor reads the names of everyone who arrived before them, the handwriting is illegible, nobody records the exit, and when it is actually needed — an evacuation, an inspection — it cannot tell you who is inside the building right now.
On a construction site the problem changes character. It is not knowing who came in: it is knowing whether they were allowed to. Subcontractors change, people rotate, and the documents that authorise them expire quietly.
How it works
At reception
Visitors register themselves at a kiosk, or from an invitation sent beforehand that lets them arrive with the code ready. A temporary badge is printed, the host is notified of the arrival, and the exit is recorded when the badge is returned or when it expires automatically.
Who is inside the building right now is a single screen — and that is the screen you need when an alarm goes off.
On site
The check moves ahead of the gate. The system holds the register of companies and people, with the documents you decide on — fitness for work, training, contribution compliance, subcontracting authorisations — each with its own expiry. Anyone whose document has lapsed is not cleared to enter, and the warning arrives in advance, not on the day of the inspection.
At the entrance the system reads the identification card with its unique code, as a QR code, RFID or NFC.
⭐ We are already set up for the new digital site model introduced by Italian Law 198/2025 art. 3. We put it that way, rather than “the law obliges you to buy”, because the second sentence would not be true: the general extension depends on a ministerial decree that has not been published.
Who it’s for
Sites with a staffed reception, where the paper book is a privacy problem before it is an efficiency one. Industry and logistics, where drivers and external maintenance crews come in. Construction sites, where document control is the heavy part. Public bodies, which need an access record that stands up.
What we bring
- The self-registration kiosks and the badge printers, which we supply ourselves.
- The software, in the cloud on our datacentre or installed on your own.
- Integration with access control: the visitor’s badge opens only the doors it should, and only within the time window granted.
- Installation and support by our own engineers.
Related regulation
| Rule | When | Why it matters here |
|---|---|---|
| Italian Law 198/2025 art. 3 — digital site badge | in force | The identification card must carry a unique electronically readable code and be interoperable with the Italian information system for social and employment inclusion. Penalty of €100 to €500 per worker. ⚠️ The general extension awaits a ministerial decree: anyone telling you that you are already in breach today is pushing it |
| GDPR | in force | An electronic register fixes the structural defect of the paper one: a visitor cannot see other visitors’ data. Legal basis, notice and retention still have to be set |
| NIS2 — Italian Legislative Decree 138/2024 | 31 October 2026 | Physical access control covers people coming in from outside, not only staff |
Questions we get asked
Is the construction site badge mandatory?
An identification card on site has been mandatory for years. What Law 198/2025 art. 3 adds is that it must carry a unique electronically readable code — QR, RFID or NFC — and be interoperable with the Italian information system for social and employment inclusion, with a penalty of €100 to €500 per worker. The general extension depends on a ministerial decree that has not yet been published.
Is a paper visitor book still acceptable?
It works until somebody looks at it. The problem is not the format: it is that every visitor reads the data of the people before them, that exits are almost never recorded, and that in an emergency it cannot say who is inside. An electronic register solves all three at once.
Can visitors register before they arrive?
Yes: the invitation with the code goes out in advance, the visitor fills in their details from home, and the badge is ready on arrival. It is the configuration that cuts the queue most when groups turn up together.
What happens when a contractor’s document expires?
The person or the company is no longer cleared to enter, and the expiry is flagged before it happens, with whatever notice period you set. It is the feature that sells this solution more often than access control on its own.
Where does visitor data end up?
In your system. If that is in the cloud, on our datacentre in Trieste. Retention is configurable and decided by the data controller, which is you.