The Complete Visitor Management System

Overview In 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.

Features Complete Web based software Online requests for appointment Connect to web cam / digital camera for capturing visitors Photograph Appointment approval and rejections Contractor master database is maintained for issuing contract employees long period gate pass Visitors detailed database including his photograph is maintained Storing of visitors photograph to print on the gate pass for future reference Email notifications on requests, approvals and rejections Today’s appointments and expected visitors Visitor self sign-in using biometric fingerprint scanner Visitor sign-out and tracking Visitor history and black listing Access control system integration

Application Modules Visi-Track consists of 4 modules Administration Module Security Gate Module Notification Client Module Web- based application

Administration Module This module is normally installed on the Security Administrator PC. It consists of menus where the administrator can define Companies, location, departments and employees’ details Define and print short term gate passes and Generate reports

Security Gate Module The Security Gate module is installed at the main entrance of the premises It 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 Client The client module is installed on different PC’s on the network. Security can inform the person about 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 Module This 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 Following Details can be printed on the Gate Pass Visitors’ name Time In/Time out Visitees’ name and department. Area allowed to visit alternatively with colour code to identify the area Signature of the visitee Vehicle number and driver name (if any) Returnable material details. ESIC number (in case of contract employees) Validity Period for Contract visitor Bar Code Tag for final exit Rules and regulations Any other information

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

Log in at the Security Gate module

Click on Visitor In Entry Button to Add details of a new visitor 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 Click on requisition to see the appointments entered by employees Select the Employee Select the visitors’ company, else type Select the visitors’ address, else type Add no. if more than one visitor 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 Select purpose of visit Check if the person is with material , if returnable then check the same Type telephone/ mobile no. Type description of material Send Intimation to employee and wait for response from employee Check for vehicle and type vehicle no. Print Gate pass after entering all the information

See the status of visitor i. e 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

Select Company of Contract Visitor, select Address and name of the contract visitor, work department and period of validity of the Gate Pass Contract Visitor 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

New Requisitions (click to add new requisition) 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 Displays Meeting room status Select/Add company Select/Add name of visitor Select date of visit Select to book a meeting room Select time of visit Book meeting room timings Type remarks Click to Add the requisition

Select the date range for which you wish to view the records Visitors List Click on camera icon to view photo of visitor

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 visitors who 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 visitors who 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 particular Visitor 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. Ltd A/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