Use this free visitor registration status tracker spreadsheet to track which participants have completed customer visitor registration before an onsite mission.
Who this template is for
This template is for mission hosts, project coordinators, sales owners, field specialists, and vendor leads who need to make sure every participant is ready to enter a customer site.
It is useful for customer sites that require visitor registration, government-issued ID, NDA completion, badge approval, parking approval, or equipment declaration.
What is included
The workbook includes:
- Mission Info — customer site address, arrival time, customer host, mission host, and registration link.
- Tracker — participant-level registration status, ID requirement, NDA status, parking, equipment, badge status, and issue notes.
- Dashboard — registration risk counts and action items.
- How to Use — step-by-step instructions.
How to use the tracker
- Add each onsite participant to the Tracker tab.
- Mark whether the registration link has been sent.
- Track visitor registration status: Not started, In progress, Completed, or Need help.
- Track NDA, ID, parking, equipment, and badge requirements.
- Use the Dashboard to identify missing registrations and participants who need help.
Spreadsheet limitations
A spreadsheet can track status, but it cannot easily collect live updates from participants.
Common problems include:
- People forget to update the sheet.
- The host must manually chase participants.
- The sheet does not alert the host when someone is blocked at security.
- It is hard to use on a phone during the visit.
- External vendors may not want to edit a shared spreadsheet.
When to use OnsiteMission instead
Use OnsiteMission when you need participant links, live readiness status, mobile check-in buttons, and a Needs Action queue for the host.
OnsiteMission does not replace the customer’s visitor management system. It helps the visiting team track whether people have completed the required steps and are ready to arrive.
FAQ
What is a visitor registration status tracker?
A visitor registration status tracker helps a mission host see who has completed visitor registration, who is still pending, who needs help, and who may have access issues before arriving at the customer site.
Is this the same as visitor management software?
No. Visitor management software is usually used by the customer site to manage badges, front desk check-in, and security workflows. This tracker is for the visiting team or host coordinating multiple participants.
What should I track before an onsite visit?
At minimum, track attendance, ETA, visitor registration, ID requirement, NDA status, parking, equipment, and any access issues.