Managing Fire Drills & Visitor Check-Ins – What Works Best?

Managing visitor check-ins and ensuring full evacuations during fire drills is a challenge for Front of House teams.

Our recent forum discussion revealed a variety of approaches:

🔹 Digital Visitor Management Systems – Many teams use platforms like ENVOY, Manhattan, Cureosity, and NFS Rendezvous to log visitors. Some teams access these remotely via company laptops, iPads, or mobile phones during evacuations.
🔹 Printed Visitor Lists – Some teams print a daily visitor log from their room booking system and take it outside during an evacuation.
🔹 Reception & Security Coordination – In many buildings, reception teams or security maintain the visitor log and manage accountability, particularly for those at refuge points who may need assistance.
🔹 Fire Warden Sweeps – Most companies rely on fire wardens conducting floor sweeps rather than maintaining individual check-in lists. Wardens check meeting rooms, hallways, and reception areas before reporting floor clearance to security.
🔹 Challenges & Gaps – While digital systems improve tracking, many find them labour-intensive or lacking real-time exit data. Visitors can leave through different gates, making exact numbers hard to verify. Some teams also struggle to balance client-focused service with the need for diligent check-ins.

Overall, most teams prioritise ensuring clear floors over individual headcounts, with some complementing this approach using tech-based solutions for extra security.

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