WelcomeLog User Guide

WelcomeLog has two parts. The first is a tablet that sits at your front desk. Visitors use it to sign in when they arrive and sign out when they leave. The second is a website where your team sets things up and sees who has visited.

Your company can have as many locations as you need, and each location can use as many tablets as you want. Each tablet belongs to one location.

• Company admin — can manage every location your company owns, add hosts, invite team members, and see all visits.
• Location admin — takes care of one location: its hosts, its tablets, and its visit list.

1. Create your account. On the home page, click "Create a new company account." The person who signs up first becomes the company admin.
2. Add a location. Open the Locations tab and add your care home. You can give it a name, pick the time zone, and upload a logo. The logo shows up on the tablet's welcome screen.
3. Add your hosts. Hosts are the residents and staff members that visitors come to see. Add them in the Hosts tab so visitors can pick them at sign-in.
4. Set up a tablet. Open the location and go to the Tablets tab. Give the tablet a name (like "Front Desk" or "Lobby") and create a pairing code. You'll see a QR code and a short code on screen. On the tablet, either open the camera and scan the QR code (it opens the app and pairs in one tap), or open https://welcomelog.app, tap "Open the tablet kiosk," and type in the code. You can add as many tablets as you need for one location—just repeat these steps for each one.
5. Invite your team. Use the Team tab to invite other admins. They will get an email with a link to set their password.

How a visitor signs in:

1. The visitor taps Sign In.
2. They pick why they are here: Family/Friend, Service Provider, Vendor, Job Applicant, or Other.
3. They type their name. If they have visited before, their name shows up after the first 3 letters so they can tap it.
4. First-time visitors who are not family or friends are asked for a phone number. Service Providers, Vendors, and Other are also asked for the company they work for. Job Applicants only need a phone number.
5. They type the name of the person they are here to see. After 3 letters, matching names appear so they can pick one.
6. They tap Sign In. A big "Thank you" screen shows for a few seconds and then the tablet goes back to the welcome screen.

How a visitor signs out: the visitor taps Sign Out, finds their name on the list of people who are still here, and taps it to confirm.

Forgot to sign out? Anyone still signed in at midnight (in the location's time zone) is signed out for them by the system. Those visits are marked so you know.

If a visitor walks away mid–sign-in: after 1 minute without any tapping, the tablet clears what was typed and returns to the welcome screen.

Staying up to date: the tablet checks for a newer version of the app on its own and refreshes quietly while it is idle on the welcome screen, so it never interrupts a visitor.

To unpair the tablet: tap the WelcomeLog logo at the bottom of the tablet's welcome screen.

If the internet drops, the tablet keeps working. Visitors can still sign in and sign out, and each record is saved on the tablet itself. A small note at the bottom of the screen shows whether the tablet is offline and how many records are waiting. As soon as the connection returns, everything is sent to your account automatically with the original times.

While offline, name suggestions come from the names the tablet has already seen at that location, so sign-in still feels the same.

Tablet lost its pairing? You no longer have to remove it first. Open the location, go to the Tablets tab, and click Re-pairnext to that tablet. You get a fresh code and QR code while the tablet keeps its name and history. Enter or scan it on the tablet and it is back.

• Hosts — add, edit, and turn off residents or staff. Turned-off hosts stay in your history but no longer show up on the tablet. Adding a name that already exists is blocked, and an inactive host with no visits can be deleted. Click a host to see every visitor who came to see them.
• Visitors — the list of everyone who has ever signed in at this location. Click a visitor to see their full visit history with hosts, reasons for the visit, and sign-in and sign-out times.
• Currently signed in — see everyone who is on-site right now. You can sign someone out by hand if you need to.
• Visit log — look up past visits. Filter by a time range (Today, This week, Last 30 days, or a custom range), by visitor, or by host. The list shows the company name for service providers and vendors. If someone is still signed in, a Sign out button appears next to their row so you can sign them out from here too.
• Locations — change a location's name, address, time zone, or logo.
• Tablets — pair and remove tablets, create pairing codes, re-pair a tablet that lost its connection, and print or display the QR code for each tablet.
• Team (company admins only) — invite other admins, see if they have accepted their invite yet, send the invite again, send a password reset, or remove someone.
• Reviews — leave a review of WelcomeLog and read what other admins have written. Published reviews also appear on the home page.
• Tickets — questions and problems you send us through the contact form, so you can follow their status.

After you sign in, the dashboard opens on your visit log once your location is set up. Brand-new locations start on the host list so you can add residents and staff first.

The visitor list, the host list, and every history view have Print, PDF, and Excel buttons. Print sends a clean, formatted page to your printer; PDF and Excel download a file you can keep or email. Whatever filters you have applied are included in what you print or download.

Forgot your password? Click "Forgot password?" on the sign-in page and we email you a reset link.

Helping a teammate: company admins can open the Team tab and click Send password reset next to any admin. They receive an email with a link to choose a new password.

Your location dropdown only ever lists the locations belonging to your own company.

iPad: open https://welcomelog.app in Safari and tap "Open the tablet kiosk." Then tap the Share button and choose Add to Home Screen. Open the app from that home-screen icon to get a full-screen view. For extra safety, you can turn on Guided Access (Settings → Accessibility → Guided Access) and triple-click the side button to lock the app so no one can leave it.

Android: open https://welcomelog.app in Chrome and tap "Open the tablet kiosk." Then tap the menu and choose Add to Home screen. To lock the tablet to just this app, use Android's "Screen pinning" feature or a kiosk app from the Play Store.

The tablet never shows a list of your residents or staff. Visitors must type at least 3 letters before any names appear. Visitor names, phone numbers, and company names are only visible to your team on the admin pages. Each company's information is kept separate from every other company.

You are reading the guide for version 1.4.0. The version number also appears in the admin header, at the bottom of the tablet's welcome screen, and on the home page, so you can tell us which version you are on.

Questions, feedback, or a problem? Open the contact form and we'll get back to you.