How to Export Visitor Check-In Records to Excel

Need a copy of your visitor check-in history — for an audit, a monthly report, or just your own records? The InstaCheckin dashboard lets you download every check-in to an Excel spreadsheet in just a few clicks. Here’s exactly how.

Quick version

1. Open the Visitor Dashboard.
2. Set the date range (top-right picker) and click Apply.
3. Click the green Excel icon above the visitor table.

That’s it — your download starts immediately. The one thing to know up front: each export holds up to 200 records, so longer date ranges need to be downloaded in batches. More on that below.

Step 1 — Open the Visitor Dashboard

When you log in to InstaCheckin, you land on the Visitor Dashboard by default. This is the page with the Visitors table listing everyone who’s checked in, along with their photo, email, host, purpose of visit, check-in and check-out times, and location.

If you manage more than one location, use the location filter above the table to choose a specific site — or leave it set to All Locations to include everywhere in one export.

Step 2 — Pick your date range

In the top-right corner of the dashboard, you’ll see a date-range picker (it shows something like 05/27/2026 – 06/02/2026). Click it to open the calendar, where you can choose a handy preset:

• Today
• Yesterday
• Last 7 Days
• Last 30 Days
• This Month
• Last Month
• Custom Range — set any exact start and end date you need

Make your selection and click Apply. The visitor table refreshes to show only check-ins from that range — and that’s exactly what will be included in your export.

Step 3 — Click the green Excel icon

Just above the visitor table, on the right-hand side, sits a small row of buttons. The one you want is the green Excel icon — the little spreadsheet symbol next to the refresh and list-view buttons.

Click it, and your browser immediately downloads an Excel-compatible file of the visitor records for your selected date range and location. Open it in Excel, Google Sheets, Numbers — anything that reads spreadsheets — and you’ll find one row per visitor with all their check-in details.

Exporting more than 200 records (batching)

Here’s the one limit to keep in mind: each export includes a maximum of 200 records. If your chosen date range contains more than 200 check-ins, the file will only capture the first 200.

The fix is simple — export in batches using smaller date ranges. A few ways to do it:

• Busy lobby? Export one week at a time (or even day by day) so each window stays under 200 visitors.
• Quieter site? A whole month may fit comfortably in a single export.

Not sure how many visitors a range holds? The Visitors This Week tile on the dashboard and the table’s page count are quick gut-checks. When in doubt, go narrower — it’s much easier to merge a few smaller spreadsheets than to discover later that records were cut off.

Tip: Name each file by its date range as you download — e.g. visitors-2026-05-01-to-2026-05-07.xlsx. When you combine them in Excel or Google Sheets afterward, you’ll know exactly which batch is which and avoid gaps or overlaps.

A few common questions

Why cap exports at 200 records? It keeps downloads fast and reliable, even on a slower connection or a busy account. Batching takes a few extra clicks but guarantees a clean, complete file every time.

Can I schedule or automate these exports? The dashboard export is on-demand.

Want to get more out of your visitor data? Learn how a digital visitor logbook keeps records audit-ready, or see how an office visitor management system ties check-ins, badges, and host notifications together.