the complete visitor management system. overview in most organizations today, visitor management...

The Complete Visitor Management System

OverviewIn most organizations today, Visitor Management consists of visitors scribbling their name in a paper book. Visi-Track is a unique Visitor Management Software that assists you in professionalizing the manner in which you welcome your visitors. The Visitor Management Module allows you to welcome and manage your incoming and outgoing visitors' whether they are planned or not. This software is a complete Visitor Management service to improve the efficiency, productivity, and customer satisfaction of your businesses.The Visitor Management module assists in capturing all-relevant information about the visitor which is automatically captured in a database, and a professional quality visitor badge is printed. No need to encode regular visitors again, they are automatically stored in the database and, when visiting again, they will easily be found. This simple Visitor Management module forms the basis for a very powerful security platform. Registering all visitors through Visi-Track – Visitor Management module ensures that you have a centralized and complete record of your visitor traffic, strengthens visitor security and improves productivity and service to your customers.

FeaturesComplete Web based softwareOnline requests for appointmentConnect to web cam / digital camera for capturing visitors PhotographAppointment approval and rejectionsContractor master database is maintained for issuing contract employees long period gate passVisitors detailed database including his photograph is maintainedStoring of visitors photograph to print on the gate pass for future referenceEmail notifications on requests, approvals and rejectionsToday’s appointments and expected visitorsVisitor self sign-in using biometric fingerprint scannerVisitor sign-out and trackingVisitor history and black listingAccess control system integration

Application ModulesVisi-Track consists of 4 modules

Administration ModuleSecurity Gate ModuleNotification Client ModuleWeb- based application

Administration ModuleThis module is normally installed on the Security Administrator PC. It consists of menus where the administrator can define

Companies,location, departments and employees’ detailsDefine and print short term gate passes and Generate reports

Security Gate ModuleThe Security Gate module is installed at the main entrance of the premisesIt facilitates the admin staff at the security gate to register the visitors details with photograph and also send the notification to the employee sitting inside the premises (optional). The system will print visitor pass with name of visitor, department and visitee along with validity period. The visitor can display the pass by hanging around the neck.

Notification ClientThe client module is installed on different PC’son the network. Security can inform the personabout the visitor through the security gate module. The employee can view the photograph of the visitor and can send the response back to security through this module.

Web- based ModuleThis application can be accessed through IE or any other browser using which employees can register their expected visitor online and send this information to the security.Employees can also view reports of people who have visited them in a selected date range

Gate Pass

Visitors’ nameTime In/Time outVisitees’ name and department.Area allowed to visit alternatively with colour code to identify the areaSignature of the visiteeVehicle number and driver name (if any)Returnable material details.ESIC number (in case of contract employees)Validity Period for Contract visitorBar Code Tag for final exitRules and regulationsAny other information

Following Details can be printed on the Gate Pass

Screen Shots

From this slide onwards the screen shots of different modules are shown.

Log In

Log in at the Security Gate module

The Following screen appears on login showing the details of visitors and their status

Click on Visitor In Entry Button to Add details of a new visitor

Gate Pass no. is auto generated

Select the Employee

Select the visitors’ company, else type

Click on requisition to see the

appointments entered by employees Select the visitors’ address, else type

Select purpose of visit

Type telephone/ mobile no.

Check if the person is with material , if returnable then check the same

Type description of material

Check for vehicle and type vehicle

no.Print Gate pass after entering all the

information

If the details of a visitor is already present in the database then the photo will appear on the screen, else the camera will be activated

Add no. if more than one visitor

Send Intimation to employee and wait for response from employee

See the status of visitor i.e. Waiting, inside premises, left premises and waiting at the gate. The status is shown in different colors for

easy identification. The out time of visitor is also displayed

Contract Visitor Pass

Select Company of Contract Visitor, select Address and name

of the contract visitor, work department and period of validity

of the Gate Pass

Client Notification

Employees can see the photo of the

visitor by clicking on view photo

Employees receive an intimation about the visitor on their PC

Web- Based Module

The web based application gives an employee the liberty to send an advance notification to security about impending visitor, contract visitor etc.On the browser select the address and login using user Username and Password

The following screen appears with the following menus

•New Requisitions (click to add new requisition)•Today’s List (click on query to view visitors)•Change Password (click on others to change)•Company Logo (displays the company logo)

New Requisition

Select/Add companySelect/Add name of visitor

Select date of visit

Select time of visit

Type remarks

Displays Meeting room status

Select to book a meeting room

Book meeting room timings

Click to Add the requisition

Select the date range for which you wish to view the records

Click on camera icon to view photo of visitor

Visitors List

Reports

Click on the reports menu to select the type of reports to be generated. The various reports generated are department wise, employee wise, date wise, visitor name wise, visitor company wise, reason wise, visitors in premises, dynamic report etc.

Department wise Visitors

Select the Company, Location department and date range to view the records of visitorswho have visited a particular department between the select date range

Employee wise Visitor’s Report

Select the Company, Location, employee and date range to view the records of visitorswho have visited a particular employee within the selected date range

Date wise Visitor’s Report

Select the Company, Location and date range to view records of visitors who have visited during the selected period

Visitor Name wise Report

Select the Company, Location, Visitor and date range to view the records of a particularVisitor displaying the details of the persons visited

Visitor Company wise Report

Select the Company, Location, Visitors’ company and date range to view records of visitors of a particular company who have visited

Reason wise report

Select the Company, Location, the reason and date range to view the records of visitors have visited for a particular reason eg. Interview

In Premises Report

Select the Company, Location and date range to view the records of visitors who have not returned the gate pass or are still in the premises.

Out of Premises Report

Select the Company, Location, Visitors’ company and date range to view records of

visitors who have visited and are out of the premises

Contact Us

Alacrity Technologies Pvt. LtdA/001, Prasham, Kastur Park Road, Shimpoli, Borivli (W), Mumbai -400092.

Call+91-22-32956711, Fax+91-22-28334866.

Mobile – 09322696256 / 09322696397

Email : enquiries@alacritytechnologies.com

URL : alacritytechnologies.com