Visitor Management SOlution

Vertex Systems
support@vertexsystems.net
Tel: +91 22 32 67 11 66

Visitor Management Software

Overview
 The Visi-Track software deals with effective control,
record maintenance and printing of gate passes for visitors
to prevent the entry of any unauthorized or unwanted person
entering the premises and keeping the tab on the authorized
visitor visiting the area he/she is permitted to move in,
meeting the person he/she is allowed to meet and avoid
unwanted movement in the premises.

 The flexible architecture of Visi-Track allows various
people in the organization to directly access the data they
need. Naturally, the Visi-Track’s Security System Permits
authorized persons to have access to only the limited data to
which they have been rights.

Features
 v Web based software
 v Connected to webcam / digital camera for capturing visitors
 photograph
 v Visitor’s arrival advanced notification to security
 v Contractor master database is maintained for contract employee
 long period gate pass
 v Visitors detailed database including photograph is maintained
 v Storing of visitors photograph to print on the gate pass for
 future reference
 v Notification of visitors’ arrival on visitee’s, PC
 v Customised Gate Pass for Visitor
 v Printing of different colour gate pass to different type of
 visitors, locations allowed etc
• Continued

Features – Contd.

 Link to Biometric Scanner
 Storing visitor finger prints.
 Next time gate pass issue by placing just the
finger on the scanner.
 Link to UHF RFID for tracking visitor and
marking the exit of the visitor
 Black listing of visitor/s
 Alerts for gate pass not returned

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 . 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 at 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 and help the employees to
register the expected visitor online and send the
information to the security.
Employees can view the reports of the visitors
for the 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
 Rules and regulations
 Any other information

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

Log In

Log in at the Security Gate module

The Following screen appears on logging in showing
the details of visitors status

Click on New Button to Add detail of new visitor

Gate Pass no. is auto generated
Click on requisition
to see the Select the Employee
appointments Select the visitors’ company, else type
entered by
employees Select the visitors’ address, else type

Add no. if
more
than one
visitor
If the details of a visitor is present
Select in the database then the photo
purpose will appear on the screen, else
of visit
the camera will be activated
Type
telephone/
mobile no. Select the visitors’ address, else type

Type
description Print Gate Check if the Send Intimation to employee and wait for
of material pass after person is response from employee
Check for entering all with
vehicle and the material , if
type vehicle information returnable
no. then check
the same

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 to
Contract Visitor Pass
prepare the pass

Client Notification

Employee can see
the photo of the
visitor by clicking
view photo

The employees receives the intimation
about the visitor on their PC

Web- Based Module

The web based application gives user the liberty to send the
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 to view today’s visitors)
•Contract visitors (click to view/add the contract visitors)
•Export function (Export the report output)

New Requisition

Select/Add company

Select/Add name of
visitor

Select date of visit

Type time of visit

Select Purpose and
click save

Select the type of search and select the
date range to to view the records
Visitors List

Click on camera icon to view photo of visitor

To add contract visitor, select/add
company, select/add name, select Contract Visitor
department and date range of visit

Reports

Click on the reports menu to select the type of reports
to be generated

Department wise Visitors

Select the Company, Location department and date range to view the
records of visitors visited the particular department

Department Wise Visitor Report

Employee wise Visitor’s Report

Select the Company, Location, employee and date range to view the
records of visitors visited the particular employee

Date wise Visitor’s Report

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

Visitor Name wise Report

Select the Company, Location, Visitor and date range to view the
records of a particular visitor

Visitor Company wise Report

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

Visitor’s Company Wise Report

Reason wise report

Select the Company, Location, reason and date range to view the
records of visitors 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 still in the premises.

Out of Premises Report

Select the Company, Location, Visitors’ company and date range to view the
records of visitors who are out of premises

Visitor Management SOlution

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