Why digital guest registration is important for evacuation and safety 

In any business, management is responsible for everyone on site—both employees and guests. In an emergency such as a fire, gas leak, or other critical incident, it is crucial to be able to quickly send clear communications to employees and guests on site, which is why it is important to have:

1. Real-time overview of all visitors at the location 

A digital visitor registration system such as BmyGuest Visitor Management provides the company with a real-time overview of the visitors present at the company. BmyGuest Visitor Management automatically updates the list of visitors when they check in and out. In an emergency, this means that the list functions as an evacuation list that is always up to date, making the guest registration solution much more than an administrative tool—it becomes an active part of the company's security and emergency preparedness setup.

2. Clear communication during evacuation – reduce uncertainty and confusion 

In an emergency, fast, clear, and accurate communication is crucial. Lack of or unclear information can cause uncertainty, panic, and delay evacuation—especially among guests who are unfamiliar with the building or company procedures. 

With the integrated evacuation feature in BmyGuest Visitor Management, the company can send instant SMS and email notifications to both employees and visitors. 

Withone click on the EVACUATION button, clear, predefined instructions are broadcast, e.g.: 

• Which outputs should be used.  
• Where to go.
• Who to contact at the meeting point.

This type of consistent and controlled communication reduces uncertainty and minimizes confusion during an evacuation. 

3. Evacuation guidelines and messages are managed in a single system

When evacuation messages and emergency communications are managed from a single central system, such as BmyGuest Visitor Management, handling becomes quick and efficient. This applies regardless of whether the recipients are employees, guests, tradespeople, or other external persons at the location.

This type of centralised management is not possible with manual solutions such as guest books or spreadsheets, where information is often fragmented, outdated or difficult to access in stressful situations.

Evacuation – part of the company's Emergency Notification System (ENS)

A digital evacuation function strengthens the company'sEmergency Notification Systems (ENS) preparedness, which is a central part of modern emergency response. 

ENS readiness is about: 

• Being able to communicate quickly. 
• Reaching all relevant persons. 
• Being able to document what has been communicated and when. 

When guests and employees are already registered in the system, the company can respond immediately without having to manually compile contact lists in the middle of a crisis situation. 

HSE compliance and documentation

Evacuation and ENS functionality directly supports the company'sHealth, Safety & Environment (HSE) compliance. 

By using the BmyGuest Visitor Management system, the company can: 

• Document that emergency communications have been sent. 
• Show which instructions have been sent. 
• Document the time and recipients. 

This means that the company can document that emergency procedures have been followed in accordance with: 

• Internal guidelines. 
• Industry standards. 
• National security requirements. 

This is particularly relevant in the case of: 

• Audits. 
• Regulatory oversight. 
• Internal security reviews. 

 

Conclusion

BmyGuest's digital guest registration solution therefore plays a much greater role than simply facilitating the administration of daily guest management. In emergency situations, the solution is an active security tool that supports a critical part of the company's evacuation, emergency communication, and compliance strategy. 

With an integrated evacuation function, the company achieves: 

• Real-time overview of all persons at the location. 
• Option for immediate emergency communication via SMS and email. 
• Enhanced ENS readiness. 
• Documentable HSE compliance.