2OverviewIn 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.
3Features Complete Web based software Online requests for appointment Connect 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 referencenotifications 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
4Application Modules Visi-Track consists of 4 modules Administration ModuleSecurity Gate ModuleNotification Client ModuleWeb- based application
5Administration Module This module is normally installed on the Security Administrator PC.It consists of menus where the administrator can defineCompanies,location,departmentsand employees’ detailsDefine and print short term gate passes andGenerate reports
6Security 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.
7Notification Client The client module is installed on different PC’s on the network. Security can inform the personabout the visitor through the security gatemodule. The employee can view the photographof the visitor and can send the response back tosecurity through this module.
8Web- based Module This application can be accessed through IE or any other browser using which employees canregister their expected visitor online and send thisinformation to the security.Employees can also view reports of people whohave visited them in a selected date range
9Gate Pass Following Details can be printed on the 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
10Screen ShotsFrom this slide onwards the screen shots of different modules are shown.
12Click 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 statusClick on Visitor In Entry Button to Add details of a new visitor
13Gate Pass no. is auto generated Click on requisition to see the appointments entered by employeesSelect the EmployeeSelect the visitors’ company, else typeSelect the visitors’ address, else typeAdd no. if more than one visitorIf the details of a visitor is already present in the database then the photo will appear on the screen, else the camera will be activatedSelect purpose of visitCheck if the person is with material , if returnable then check the sameType telephone/ mobile no.Type description of materialSend Intimation to employee and wait for response from employeeCheck for vehicle and type vehicle no.Print Gate pass after entering all the information
14See 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
15Select Company of Contract Visitor, select Address and name of the contract visitor, work department and period of validity of the Gate PassContract Visitor Pass
16Client NotificationEmployees can see the photo of the visitor by clicking on view photoEmployees receive an intimation about the visitor on their PC
17Web- Based ModuleThe web based application gives an employee the libertyto send an advance notification to security aboutimpending visitor, contract visitor etc.On the browser select the address and login using userUsername and Password
18New Requisitions (click to add new requisition) The following screen appears with the following menusNew 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)
19New Requisition Displays Meeting room status Select/Add company Select/Add name of visitorSelect date of visitSelect to book a meeting roomSelect time of visitBook meeting room timingsType remarksClick to Add the requisition
20Select the date range for which you wish to view the records Visitors ListClick on camera icon to view photo of visitor
21ReportsClick on the reports menu to select the type of reports to be generated. The variousreports generated are department wise, employee wise, date wise, visitor name wise,visitor company wise, reason wise, visitors in premises, dynamic report etc.
22Department 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
23Employee 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
24Date wise Visitor’s Report Select the Company, Location and date range to view records of visitors who havevisited during the selected period
25Visitor 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
26Visitor Company wise Report Select the Company, Location, Visitors’ company and date range to view records ofvisitors of a particular company who have visited
27Reason wise reportSelect the Company, Location, the reason and date range to view the records of visitorshave visited for a particular reason eg. Interview
28In Premises ReportSelect the Company, Location and date range to view the records of visitors who havenot returned the gate pass or are still in the premises.
29Out of Premises ReportSelect the Company, Location, Visitors’ company and date range to view records ofvisitors who have visited and are out of the premises