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Visitor Management System

web based visitor management system

Why a Visitor management system

With changing security requirements world over, it is now necessary to engage with your Visitors. Visitors need to be identified, authenticated and authorized before they can enter within an organization. Their access needs to be controlled and governed. The visitor and visit information needs to be recorded and analyzed for future reference. Safety, training and policy guidelines should be validated before granting entry to Visitors.   

Axis Gatepass is a renowned and reliable visitor management system. It allows visitor registration, authentication & authorization, entry and exit recording and all the activities associated with Visitor Management. It is based on the best practices and policies defined and followed by reputed organizations. Our Visitor management software is installed at large government and private organizations, defense and high security facilities, celebrity residences and meets the most stringent requirements of any organization.   

Visitor Pass  | Visitor Access control | Appointments | Visitor Self Registration | Group Check-in

Features of Visitor Management Software

Pre-approved Visitors with Appointment 

  • Employee creates visitor appointment
  • Appointment request is authenticated as it goes through an approval workflow
  • SMS and Email alert is sent to visitor
  • On visitor arrival at Entry-point Security identifies the Visitor
  • Any additional details like photograph, vehicle details, material with visitor etc are captured 
  • Employee / Host is informed about visitor arrival
  • Visitor pass (Visitor badge) is printed  
  • Visitor Exit is recorded by scanning barcode on the visitor badge

Walk-in Visitor Authorization

  • Visitor arrives at Entry point without appointment
  • Security identifies Visitor 
  • Authorization request is sent to employee/host and follows a pre-defined approval owrkflow
  • Once the request is authenticated, additional details like photograph, vehicle details, material with visitor etc are captured
  • Visitor pass (Visitor badge) is printed 
  • Visitor Exit is recorded by scanning barcode on the visitor badge

Single day and Multi day Visitor badges

  • Identify your visitors by scanning barcoded visitor pass (Badge)
  • Visitor badges can be custom designed. Visitor badges can contain visitor's personal & business details, host details, Photograph, valid identity proof, signature, unique barcode,  
  • Visitors can be authorized for single or Multi-day entry
  • Single day visitor badges can be used once and expires after visitor exists the organization
  • Multi day visitor badges are valid for a predefined period and allows visitors to enter or exit using the same visitor badge

Visitor Self-Registration

  • Visitor self registration is an efficient and collaborative approach that reduces manual data entry by security staff
  • Visitors on arrival can self-register on a desktop, wall mounted or standing kiosk
  • An android or apple tab can also be used for a quick visitor self registration

Material with Visitor

Organizations may have policies where only authorized visitors and authorized material can be carried within the organization. Our visitor management system has all the features to manage material with visitors.

  • Material with the visitor can be carried in the facility based on authentication in a pre-defined workflow
  • Unapproved and restricted material like Camera, mobile phone, weapons etc. can be left outside with safe-keeping with the security 
  • A token (receipt) can be printed and given to the visitor for the material kept for safe keeping
  • Material can be returned to the visitors on their exit by verifying the token (receipt)

Visitor Group Check-in

  • Group check-in of visitors simplifies data entry effort
  • Personal details of all the visitors are captured
  • A single approval workflow authorizes the entire group
  • Each visitor is issued a separate visitor badge
  • Each entry exit is separately recorded 

Visitor Messages, Alerts and exceptions

Axis Gatepass Visitor management software has pre-defined event-based templates for sending SMS and Email messages to visitors and hosts. 

  • Appointment message (sms, email) 
  • Welcome message (SMS, Email) to visitor
  • Visitor arrival message (SMS, Email) to host / employee 
  • Message broadcast to employees and visitors in case of emergency and disaster management  

Visitor Reports, Dashboards and information display

Axis Gatepass has all the required reports and visitor information dashboards for security, HR and admin requirements like

  • Dashboards for Expected visitors, Department and host-wise visitor distribution
  • Dashboards for Walk-in, pre-approved, single & multi-day visitors
  • Visitors by status - waiting, overstaying, not-approved etc.
  • Dashboard can be seen on PCs or projected on LCDs
  • Query based reports with multiple filters allows you to view precise reports
  • Possibility to generate user defined reports 

Multi-site Visitor management

Axis gatepass can be installed at a central location and multiple organization units, at different locations, can access and use Visitor management system on a private network. For multi-site operations we have the following features

  • Location-wise resources - each site can have site specific resources – Users, departments, Meeting locations, Visitor Badge formats.
  • Location-wise approval policy - each site can have  different policy for single day and multi-day visitors. The approval workflow can be different at each site.
  • Each site will have multiple entry, exit and internal access points.

Multi-tenant visitor management 

Visitor management software for Multi-Tenant buildings and facilities have special requirements. Our visitor management application has the following features for Multi-Tenant Buildings are mentioned below

  • A main security for all the organizations (Tenants) of the complex
  • List of organizations and their employees 
  • Valid photo ID card of the visitor
  • Telephonic confirmation from Tenant employee
  • Bar-coded Visitor badges
  • Visitor Entry-exit time is recorded

Other Features of Visitor management system

  • E Gatepass - possibility to issue 2D QR codes on mobile devices for visitor identification and authorisation
  • Blacklist a visitor - a known offender is identified and denied access to the facility
  • Mobile number verification visitors 
  • Visiting card scanner with optical character recognition (OCR) - reduces data entry effort
  • Signature pad for capturing visitor signature
  • Active directory, LDAP integration for hosts / employees
  • User defined Custom visitor badge formats
  • User defined fields and Labels
  • Multi-lingual user interface
  • Our solutions support thin clients. 

Visitor management system Video

Installations of Axis Gatepass Visitor Management Software

Our Visitor management software is installed at internationally renowned government and private organizations, Schools, Hostipals, defense and high security facilities, celebrity residences like

  • Reserve bank of India
  • Antilia - the most expensive private residence in the world
  • Pepsico India Holdings Pvt. Ltd.
  • Pernod Ricard India Pvt.Ltd - French distilled beverages, Indian subsidiary
  • Colgate – Palmolive (India) Ltd
  • Honda Motor India Private Ltd.
  • Wrigley India Private Ltd
  • Bosch Rexroth (India) Ltd.
  • Ricoh India Limited
  • Honeywell Automation India Limited
  • Idemitsu Lube India Pvt. Ltd.
  • Vodafone India Services Pvt. Ltd.
  • Gamesa Wind Turbines Pvt. Ltd
  • Amneal Pharmaceuticals Co.(India) Ltd

Other useful links 

  1. Axis Gatepass Visitor Management system
  2. The best visitor management software
  3. Android App for Visitor self registration
  4. Web based visitor management software
  5. Multi-site Visitor management software
  6. Visitor management system best practices 
  7. Visitor information display system
  8. Free Visitor management system

Designed and developed by Kumbhdesign Inc.