Automated Visitor Management System

The Visitor Management System

Granted, busy corporate institutions and organizations receive different kinds of visitors every day. And the automated Visitor management system (VMS) is what is needed for security and professional handling of visitor information. The VMS can ideally be installed at government or public offices, institutions of learning such as colleges, universities, and high schools. Additionally, the VMS system can be deployed in protected areas such as embassies, army barracks, busy corporate offices, factories, and manufacturing plants in Kenya.

Automated Visitor Management System Kenya

As a telecommunications company in Kenya, we recommend the VMS. For the safety of personnel and security of property, property managers and agents need the VMS. The Visitor management system (VMS) is an automated data capture system for registering visitors in an office premise by capturing key visitor information. This system captures and saves the correct visitor information, and issues visitors pass in seconds. The key information about the visitors is stored in a secure centralized server for ease of search and retrieval.

The old method of recording visitor information in a visitors’ book has become inefficient. Signing the visitors’ book at the security desk has become ineffective and unproductive. This is because the information captured in the visitors’ book has proved unreliable due to human error and inconsistencies.

Furthermore, the visitors’ book might get misplaced or the writings illegible rendering the whole process unproductive. Moreover, visitors end up queuing for long before visit details can be captured at the security desk. Thus, we designed and developed the visitor management system to boost efficiency in managing premises security in Kenya. Our clients love this VMS because it works as an access control system.

Automated Visitor Management System features

Visitor self-registration

The system has a mobile phone app the can be downloaded and installed by the visitor. Once the app has been activated, the visitor can use it to self-register from any location. This brings efficiency and reduces visitor queues witnessed at the buildings still relying on the manual visitor book.

Centralized management of VMS

The VMS has a centralized database that can be interconnected to many entrance and exit points. Thus, the visitor pass generated can be used at any designated entry or exit point of the building. Nonetheless, visitors can sign in from anywhere.

Multiple deployment platforms

The VMS can be deployed as a web-based application accessible from a computer. Likewise, the system can be deployed a smartphone application downloadable from the app store. And, VMS users are not limited by geographical location. The VMS can be integrated with the IP telephony for increased functionality.

Role based user login

This system is segregated into two subsystems. On one hand, the Host login interface allows the host to enter visitor details into the system and send an invite. On the other hand, the Visitor login interface enables visitors to do pre-registration and send a meeting request.

VMS Security

The database platform from which the system runs enjoys watertight security. For every transaction executed, an OTP verification code will be sent on a mobile phone. The OTP code will also be sent to a registered email. The code sent acts as a confirmation that indeed the transaction was initiated by an authorized user.

Alerts and notifications

Since the system is fully automated, users will be able to receive instant alerts and notifications. The notifications alert can be sent on email as well as received through mobile phones. For instance, a user will receive a message about an approved visit. Still, be able to receive a notification on email containing an electronic visitor pass.

The VMS Host application

In most instances, the host will be the one pre-registering a visitor. Here, the host will log in to the system, pre-register the visitor, and schedule the visit. A notification will be sent to the visitor regarding the scheduled meeting. An electronic visitor pass will be generated and sent to the visitor via email.

Some of the details captured include the name and contact details of the visitor, identification number, and the name of the organization. The visitor will scan the electronic pass at the main entrance. Nonetheless, visitors who may not have pre-registered will be registered on the premises.

The VMS Visitor application

Being a multi-platform system, the VMS comes with a visitor app. From the app, the visitor will be able to login to plan a meeting in advance. After scheduling the meeting, the visitor will send the request for the meeting to the host. The Host will receive a notification about the planned visit either through email or as a text message.

Once the host accepts the request, the visitor will receive a message about the confirmation. This includes an electronic visitor pass. In the unlikely event that the host rejects the visit request, a rejection notification will be sent. The visitor pass is time-bound and expires automatically when the indicated validity time elapses.

Quick summary of the VMS benefits

Error-free database of all visitors
Visitor self-registration
Electronic Visitor pass generation
Email alerts and SMS notifications
Simple interface; easy signup
Track visitor location within the premises
OPT verification code for enhanced system security

Reports: visitor list complete with visitor details, pre-registered visitor report, surrendered passes report, and expired pass report