{"id":11682,"date":"2026-05-27T18:07:52","date_gmt":"2026-05-27T16:07:52","guid":{"rendered":"https:\/\/www.kioskdigital.it\/blog\/?p=11682"},"modified":"2026-08-31T09:56:22","modified_gmt":"2026-08-31T07:56:22","slug":"workplace-evacuation-who-is-on-site","status":"publish","type":"post","link":"https:\/\/www.kioskdigital.it\/blog\/en\/workplace-evacuation-who-is-on-site\/","title":{"rendered":"Company evacuation: Do you know who is currently in the company?"},"content":{"rendered":"

In the event of an emergency \u2014 a fire, an evacuation, an accident in a production area \u2014 the first thing you need is an accurate list of who is in the building. Not who came in today. Who’s in now<\/strong>.<\/p>\n

For employees, this information is almost always available: badges, shifts, attendance. The problem is the others: the maintenance technician who arrived at 9, the courier who hasn’t finished unloading yet, the external consultant on the second floor, the candidate waiting for the interview. People present, often not traced, who in an emergency become a critical variable for those who have to coordinate the evacuation.<\/p>\n

In Italy, Legislative Decree 81\/2008 is explicit: the employer is responsible for the safety of anyone who is on company premises<\/strong>, whether employees or not. Yet in most companies, the emergency attendance list includes only internal staff.<\/p>\n

 <\/p>\n

The problem no one wants to face until it happens<\/span><\/h2>\n

Do a mental test: right now, do you know how many external people are present in your company? Can you name them? Could you say it within thirty seconds, without going looking for a piece of paper?<\/p>\n

If the answer is no \u2014 or it’s “probably yes, but I’m not sure” \u2014 you have a real security gap, not a theoretical one.
\nThe paper register at reception does not solve this problem. Record who entered, not who is still inside. Those who go out rarely sign the exit. Those who arrive after hours find no one to register them. Anyone who enters from a secondary access may not be registered at all.<\/p>\n

The result is that, in the event of an evacuation, the emergency worker finds himself with a partial list, built on outdated entry data, without certainty as to who has already left the building and who has not.<\/p>\n

 <\/p>\n

What the law says<\/span><\/h2>\n

Legislative Decree 81\/2008, Article 26, paragraph 1, letter b, requires employers to provide detailed information on specific risks to self-employed workers and contractors working on company premises. But the safety obligation goes beyond information: it also involves knowing where these people are and being able to reach them in an emergency.<\/p>\n

The company evacuation plan\u2014mandatory for all companies above a certain threshold\u2014must include specific procedures for visitors and external personnel. The question every safety manager should ask is: Do our evacuation procedures also cover visitors?<\/strong> And how do we generate the list of those present?<\/p>\n

\u2192<\/span> <\/a>In-depth information: Legal obligations and digital signature at reception<\/a><\/p>\n

 <\/p>\n

The difference between “who entered” and “who is inside”<\/span><\/h2>\n

This is the point that distinguishes a visitor registration system from an emergency management system.<\/p>\n

\n\n\n\n\n
Paper register<\/td>\nKiosk I pass<\/td>\n<\/tr>\n
\n\n\n\n\n\n\n
\u2715<\/span>Present list not available<\/strong>
\nOnly record inputs, not outputs<\/span><\/td>\n<\/tr>\n
\u2715<\/span>Incomplete data under pressure<\/strong>
\nManual emergency entry\/exit crossing<\/span><\/td>\n<\/tr>\n
\u2715<\/span>Out-of-hours access not tracked<\/strong>
\nWhoever enters without a receptionist is not registered<\/span><\/td>\n<\/tr>\n
\u2715<\/span>No quick export<\/strong>
\nPhysical card to bring to the collection point<\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/td>\n		\n\n\n\n\n\n\n
\u2713<\/span>List present in real time<\/strong>
\nCheck-in and check-out with certified timestamp<\/span><\/td>\n<\/tr>\n
\u2713<\/span>Export in seconds<\/strong>
\nAvailable from any connected device<\/span><\/td>\n<\/tr>\n
\u2713<\/span>Operating 24 hours a day, 365 days<\/strong>
\nNo gap in access outside of garrison hours<\/span><\/td>\n<\/tr>\n
\u2713<\/span>Ticking at collection point<\/strong>
\nList consultable on tablet or smartphone<\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n

A register\u2014paper or digital\u2014that records only entry answers the first question.
\nA system that also tracks exits, and can generate a list of those present at any time, answers the second.<\/p>\n

Kiosk Varco tracks both moments: check-in upon arrival and check-out upon exit, with a certified timestamp. At any time, from the admin panel, you can export the list of people currently in the building\u2014name, surname, company of origin, time of entry, and destination area.
\nIn an emergency, that list is available in seconds, on any connected device, without having to open archives or browse records.<\/p>\n

\u2192<\/span> <\/a>More information: Digital visitor registration: a complete guide<\/a><\/p>\n

 <\/p>\n

How it works in practice during an evacuation<\/span><\/h2>\n

The scenario is this: the alarm goes off. The emergency worker must arrive at the assembly point with a complete list of those present.
\nWith a paper system: they must carry the register with them, hope it’s up to date, and manually cross-reference the entry and exit data, under pressure, in a matter of minutes.<\/p>\n

With Kiosk Varco: they open the panel on their tablet or smartphone, select “Present Now,” and export or view the list. They have the name, surname, and company of each person who hasn’t yet checked out. They can check them off as they reach the assembly point.<\/p>\n

The difference isn’t one of convenience. It’s one of reliability\u2014and legal liability.<\/p>\n

\n\n\n\n\n\n\n
Evacuation \u2014 minute 0: what really happens<\/td>\n<\/tr>\n
Paper register<\/td>\nKiosk Varco<\/td>\n<\/tr>\n
Retrieve list<\/strong>
\nLooks for registry, doesn’t know if it’s up to date. Cross inputs and outputs by hand. Incomplete list.<\/span><\/td>\n		Retrieve list<\/strong>
\nOpens the panel, select “Present now”. Complete list in under 30 seconds.<\/span><\/td>\n<\/tr>\n
Verify at collection point<\/strong>
\nSign on paper, potentially incorrect data. Those who left early may still be inside.<\/span><\/td>\n		Check at the collection point<\/strong>
\nCheck those present on the digital list. Data updated as of the last recorded checkout.<\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n

 <\/p>\n

The contexts where this matters most<\/span><\/h2>\n

Not all companies have the same risk profile, but there are contexts where the traceability of emergency visitors is particularly critical.<\/p>\n

\n\n\n\n\n\n\n\n
Sector<\/td>\nVisitor criticality<\/td>\nAccess profile<\/td>\n<\/tr>\n
Industry \/ manufacturing<\/td>\n24-hour suppliers and maintenance workers in risk areas<\/td>\nLoud, continuous<\/td>\n<\/tr>\n
Healthcare & Clinics<\/td>\nPatient visitors, biomedical technicians, pharmaceutical suppliers<\/td>\nOften unattended<\/td>\n<\/tr>\n
Corporate locations<\/td>\nHigh volumes, multiple entries, visitors in different areas<\/td>\nMulti-plane, dispersed<\/td>\n<\/tr>\n
Educational institutions<\/td>\nParents, suppliers, maintainers: tracking often absent<\/td>\nDiscontinuous, unstructured<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n

 <\/p>\n

 <\/p>\n

In summary<\/span><\/h2>\n

In an emergency, the attendance list isn’t an operational detail: it’s a security and legal liability tool. Creating it in real time on a paper register isn’t realistic.
\nA visitor management system that tracks entry and exit solves the problem at its root: every visit is recorded, every exit is documented, and the attendance list is always available and up-to-date.<\/p>\n

If you’d like to see how it works in practice, discover Kiosk Varco<\/a> or read the case study: 750 visits per month, zero paper<\/a>.<\/p>\n

 <\/p>\n

<\/p>\n

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\"Kiosk<\/div>\n
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Do you know exactly who is currently present in your company?<\/h4>\n
Discover how Kiosk Varco lets you track entries and exits in real time, generate a list of attendees in seconds, and manage any emergency with reliable data.
\nTalk to one of our experts and find out how to integrate Varco into your reception.