Visitor tracking is a critical aspect of community security, especially in gated neighbourhoods, condos, and managed properties. For years, HOAs have relied on paper logs at gatehouses or front desks to monitor who comes and goes. But in 2025, more and more communities are realizing that digital visitor tracking is safer, smarter, and more efficient. This article compares paper and digital systems to help you decide what’s best for your HOA.

What Are Paper Visitor Logs?

Paper logs are physical sign-in sheets that guests fill out when entering a gated community or building. They usually include the guest’s name, the time of entry, and the unit or resident they are visiting. While simple, these logs have serious limitations.

Drawbacks of Paper Logs

• No Real-Time Oversight: Managers cannot see who is currently on-site without manually checking the log
• Inaccurate or Illegible Entries: Guests may use fake names or write details poorly
• Privacy Issues: Each new visitor sees the information of others on the list
• No Alerts or Notifications: There is no way to instantly notify a resident that their guest has arrived
• Not Searchable: Paper logs are difficult to audit, filter, or analyze

Despite their low cost, paper logs create more problems than they solve. In an era where data and security matter more than ever, they fall short of expectations.

What Is Digital Visitor Tracking?

Digital visitor tracking uses cloud software to log, manage, and monitor guests entering your community. Systems like GoAccess automate the entire process and keep a secure, searchable, real-time record of all entries. They also allow residents to pre-authorize guests using mobile apps or web portals.

Benefits of Digital Visitor Tracking for HOAs

1. Real-Time Dashboards

Track all visitor entries as they happen. See which guests are currently on-site, who authorized them, and where they are allowed to go.

2. Secure and Private

Unlike paper logs, digital systems ensure that each guest’s information is visible only to the right people. This protects privacy and builds trust in the community.

3. Alerts and Notifications

Notify residents when their guests arrive. Send alerts for unauthorized entry attempts. Get notified when vendors overstay their approved window.

4. Mobile Guest Passes

Residents can issue temporary digital passes for one-time guests or recurring visitors. These passes are sent via text or email and work with gate systems, keypad entries, or license plate readers.

5. Better Data and Reporting

With GoAccess, your HOA can review access history by date, guest, or resident. Export reports, analyze trends, and support incident response with full audit logs.

6. Integrated with Access Control

Digital visitor tracking connects directly with your gate or door systems, allowing instant approval for authorized visitors. No manual intervention is required.

Side-by-Side Comparison

When comparing paper logs to digital visitor tracking systems, the differences are substantial. Paper logs do not offer real-time visibility. That means no one truly knows who is inside the community at any given moment unless they physically check the gatehouse. In contrast, a digital visitor tracking system like GoAccess provides live dashboards, showing who is currently on the property and when they entered.

With paper logs, residents do not receive notifications when their guests arrive, which leads to confusion and delays. A digital solution sends real-time alerts via SMS or email, so residents know the moment their visitor checks in.

Privacy is another major concern. Paper sign-in sheets expose every visitor’s name and information to anyone who looks at the page. A digital visitor tracking system protects guest data, limiting visibility to only authorized users like the resident who invited the visitor or the HOA administrator.

Searchability is virtually nonexistent with paper logs. If a board member wants to find out who visited a certain resident last month, they would need to manually flip through pages. Digital tracking systems offer searchable audit logs that let you filter by date, name, unit, or entry point in seconds.

When it comes to scalability, paper systems are cumbersome. As your community grows, so does the burden of managing physical logs. Digital platforms are built to handle large volumes of data and user access without additional complexity or cost.

Finally, while paper logs may seem cheaper at first glance, the administrative time and errors they create can be more costly in the long run. Digital visitor tracking systems operate on predictable subscription models and reduce labor, mistakes, and resident complaints over time.

Real HOA Success Story

A gated HOA in Arizona was relying on paper visitor logs at their main entrance. Complaints mounted as residents experienced delayed deliveries, long guest lines, and inaccurate records. After switching to GoAccess, the board reported:

• 70% faster check-in time for visitors
• Fewer calls to the gatehouse
• Clearer reports for reviewing entry logs and guest history
• Improved resident satisfaction and peace of mind

Why GoAccess Is the Right Choice

GoAccess makes it easy for HOAs to go digital. With features like mobile guest management, license plate recognition, secure audit logs, and resident self-service tools, it delivers everything your community needs in one platform without complexity or high costs.

Conclusion

When comparing paper logs vs. digital visitor tracking, the winner is clear. Digital systems offer better security, more efficiency, and a far better experience for both residents and guests. As your community evolves, your visitor tracking should too.