A quick digital sign-in is something many worksites want. Google Forms is often the first tool people try because it’s fast, free, and familiar. A QR code on a poster, a simple form, and you’re up and running.
While it works for basic tasks, it can fall short once you need stronger control of who is on site, proper safety checks, or smooth handling of contractors and visitors. That’s where EVA Check-in becomes the smarter fit.
Here’s a look at how to set up a Google Form sign-in with a QR code, what it gives you, and where EVA Check-in starts to pull ahead as a work site sign in system.
Setting up a Google Form with a QR code
The setup is straightforward.
- Open Google Forms and create a new form for arrivals
- Add fields you need – name, company, time on site, reason for visit, safety declaration, emergency contact
- Copy the form link
- Use any free online QR code generator to convert that link into a scannable code (e.g. QR monkey)
- Print and display the QR code at the site entry
- Capture responses in the linked Google Sheet
This gives you a basic digital log. For low-volume sites or short-term projects, this may be enough.
Where Google Forms can get in the way
Once a site gets busier or compliance requirements grow, a few friction points usually show up:
- Visitors may be asked to sign in with a Google account – not ideal for contractors or casual visitors
- You don’t get a live view of who’s on site right now
- No automated exit process – people often forget to “sign out”
- No induction tracking, hazard acknowledgement, or permit checks
- No roll-call view during an evacuation
- No badge printing or pre-registration
- No host notifications
- No simple way to manage multi-site setups
- No privacy controls – like data retention settings and auditability
- No integrations to Procore and other safety systems
It’s a workable solution, but it puts a lot of admin effort back on the team running the site.
Why EVA Check-in is better suited for real-world worksites
EVA Check-in is built specifically for managing people on site - visitors, contractors, and staff. It handles the parts that Google Forms can’t easily cover, and it does it with less admin overhead, yet getting setup is almost as quick.
Clear, fast sign-ins
People can sign in with QR code, tablet kiosk, mobile app, reusable pass, or use geofencing. No Google accounts, no hurdles. Keep data clean with automatic sign out reminders and sign out rules.
Live visibility of who’s on site
You get an instant list of everyone checked in. Handy for audits. Vital for emergencies.
Safety and compliance built in
You can confirm site inductions, show safety notices, require sign-off on key statements, and store proof that someone completed these steps.
Supports contractors properly
Recurring workers can sign in quickly. You can track multiple sites, multiple work zones and high-risk areas without reinventing your setup each time.
Evacuation ready
A live roll-call view means no scrambling with clipboards or spreadsheets. Broadcast messaging allows you to notify everyone on site.
Designed for growth
Whether it’s one site or hundreds, the setup stays consistent and easy to manage. From 1 check-in to thousands per day – EVA Check-in can handle it.
For any organisation that wants less manual checking, fewer gaps in compliance, and a smoother experience for everyone arriving on site, EVA Check-in is simply a better fit.
When to use each option
Google Forms + QR code suits:
- Low-risk sites
- Very few or occasional visitors
- Short-term projects
- Teams that only need a simple log of arrivals and nothing else
EVA Check-in suits:
- Worksites with contractors, regular visitors, and staff
- Places with safety or compliance obligations
- If emergency management is a priority
- Sites where a live view of who is present matters
- Multi-site operations
- Organisations wanting a more polished experience without extra admin work
- Where integrations matter – whether than is Procore, EntraID, or other corporate tools
And we do more than just QR Codes! EVA Check-in is an allaround sign-in safety solution. Check out all our features here.
The bottom line
Google Forms is a quick starting point. You can stand up a sign-in sheet in minutes and keep everything digital. But it wasn’t built for worksite control, safety management, or high-volume contractor traffic.
EVA Check-in was.
If you want to cut friction at the gate, lift safety standards, and always know who’s on site, EVA Check-in gives you a far stronger, more dependable setup than a simple form and a QR code.
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