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Visitor Management System
Know who is on your premises, always.
Overview
Offices, factories and campuses need to know who enters, whom they are meeting and when they leave. Our Visitor Management System replaces the paper register with a fast, auditable digital flow built on the Frappe framework.
The problems we solve
- Paper registers are slow, illegible and impossible to search.
- Hosts are not told when a visitor arrives.
- Visitor passes are not tracked and are rarely returned.
- There's no clear audit trail after an incident.
In short: Pre-registration, QR passes, instant host alerts and a searchable visitor log.
Key features
- Pre-registration & invitations. Hosts invite visitors in advance with a QR code sent by email or WhatsApp.
- Quick check-in. Photo, ID details and purpose captured in seconds at the gate.
- Host notification. Instant alert to the host when their visitor arrives.
- Visitor badge / pass. Printable badge with photo, QR and validity.
- Check-out & duration. Time in and out recorded with overstay flags.
- Blacklist & watchlist. Block flagged visitors at registration.
- Contractor & vendor entries. Recurring passes for vendors and contract staff.
- Reports & audit trail. Searchable history by date, host, department or visitor.
How the workflow runs
A typical cycle in this solution moves through the stages below, with each hand-off recorded in ERPNext so nothing depends on memory or messages.
01
Invite or walk-in registration
02
ID & photo capture
03
Host approval & pass issue
04
Movement on premises
05
Check-out & log
ERPNext modules involved
Custom Frappe app · HR (employee as host) · Notifications · Website / Portal
What you can expect
- Seconds-long check-in instead of minutes
- A searchable, tamper-resistant visitor history
- Hosts informed instantly
- Better site security posture
Frequently asked questions
Can visitors pre-register themselves?+
Yes. A public web form can allow pre-registration, with host approval if you want it.
Does it need special hardware?+
No. A tablet or PC at the gate is enough; badge printers and cameras are optional.
Ready for Visitor Management System?
Let's scope the modules, data migration and training your team needs.
Schedule a consultation