Automatically Deleting Old Registrations
VisitorRego can automatically delete old registration records and personal details after a specified number of days, helping you meet data‑retention policies and reduce the amount of historical data stored on your unit and in VR Portal.
Configuring Automatic Deletion
1. From VisitorRego's Admin mode, select Options> General tab, then expand the ID section.
2. In the Delete Registrations field, enter the age (in days) after which records should be deleted:
- 0 = Never delete
- 1 = Delete after one day
- Any other whole number = Delete after that many days
3. Once done, close out of the System Setup menu and toggle back to Self-Registration mode.
The deletion runs silently in the background; there is no on‑screen prompt when records are removed.
What Gets Deleted
VisitorRego automatically deletes both registration records and personal details after the number of days specified in the Delete Registrations setting.
Personal Details (Name data)
These include information such as name, phone number, company, and vehicle registration. VisitorRego retains this data to streamline future sign-ins by auto-filling known details. These personal details are also recorded as part of each registration.
Registration Records (Registration data)
A new registration record is created each time someone signs in. These records include the person’s personal details along with the date and time of sign-in. Registration records support Onsite Reports, Visitor History, and Emergency Reports, making it easy to monitor who is on site and to review or export past visit logs.
Personal Details (Name data)
These include information such as name, phone number, company, and vehicle registration. VisitorRego retains this data to streamline future sign-ins by auto-filling known details. These personal details are also recorded as part of each registration.
Registration Records (Registration data)
A new registration record is created each time someone signs in. These records include the person’s personal details along with the date and time of sign-in. Registration records support Onsite Reports, Visitor History, and Emergency Reports, making it easy to monitor who is on site and to review or export past visit logs.
The following data is permanently deleted once it reaches the configured age:
- Personal details as described above
- Registration records including sign-in date and time
However, records are NOT deleted for:
- Staff member registration records and personal details
- Individual (Contractor) registration records and personal details
- Registration records and personal details of anyone assigned a Personal ID
Impact of Deleting Registrations
Registration Records
- Permanently removed from the local database, so they will no longer appear in any reports within the VisitorRego software (e.g. Visitor History).
- Permanently removed from VR Portal, so they will no longer appear in any reports within VR Portal (e.g. Visitor History).
Personal Details (Name Data)
- Permanently removed from the local database, so VisitorRego will no longer auto-fill details for those visitors whose information was deleted. They’ll need to manually enter their information when signing in again.
Once registration records or personal details are deleted, they cannot be recovered. This limits your audit trail and may affect compliance or reporting. Export or back up any data you might need before enabling automatic deletion.
Related Articles
Data Management and Privacy Settings in VisitorRego
This article outlines how VisitorRego handles data for people who sign in, including registration records and photos captured during the sign-in process. It covers how data is managed for standard sign-ins, how the Privacy feature affects data ...Privacy - To Save or Delete
Capturing visitor details is essential for emergency procedures and reporting. It also streamlines future sign-ins by remembering a visitor’s details and pre-filling them on their next visit. As outlined in the New Zealand Privacy Act, you are ...Privacy – data retention
Enhance visitor privacy with VisitorRego's data retention functionality, allowing individuals to choose whether their information remains stored or not. This feature empowers individual preferences for data privacy. Complementing this, automated ...Photo ID Capture
VisitorRego includes a Photo ID feature that captures a photo of each person as they complete their sign-in. The photo is taken using the VisitorRego unit’s webcam and is stored with the person’s registration record. It supports site security by ...Pre-Registration Overview
The functions of Pre-Registration Include the Pre-Registration email in an Outlook meeting invite and send guests the meeting details in advance. Use the Pre-Register page from the VR Portal to create and maintain meetings. When a meeting is ...