Visitor Management System| The purpose of this new age software is to attain safety and security to its full potential

Automated technology is captivating the market. It is being widely adopted in various sectors of public life; visitor management is one such area where the use of automated technology is showing remarkable results.  Both gated communities and offices are utilizing visitor management systems to enhance their visitor experience all while assuring upgraded security surveillance with reduced manpower.

What is Visitor Management System?

Visitor Management System is an automated surveillance system that monitors visitors’ IN and OUT movements. VMS can give administrators an accurate count of who’s in the building at any given time along with detailed reports of visitors’ data in real-time. Thus, bringing a more structured approach to the entire visitor management system at any given workplace or any other public entertainment space like theatres, amusement parks, hotels, and many others.

Visitor Management System plays an important role in organizations developing a systematic approach for keeping a record of visitors, their purpose of visit, and what they had to offer to the Organization. However, just keeping the record of visitors may not be enough, unless such data can be analysed for providing insight into the results or outcomes of such visits made to your Organization by the Public or Stakeholders.

What is the purpose of the VMS?

The purpose of the Visitor Management Software is listed below:

Firm Compliance

The visitor management software will track people’s movement, giving reports on their location to ensure guests comply by staying within acceptable areas, and employee compliance with attendance requirements.

Unlike a human receptionist, the visitor must meet all requirements and submit all the required documents for successful registration and entry to the premises.

24*7 Surveillance

The drawback of manual visitor management is that it had loopholes of 24/7 surveillance. Not with the web-based visitor management system, this software will operate 24/7 and track visitors' movements even when you’re out of the premises. It means you can keep visitors off from areas they have no access to, and you can even track any possible criminal or espionage activities.

Free-up Manual Resource

Using a self-help sign-in system in form of visitor management software removes the need for a receptionist or a guard, cutting down on costs. Installing the signing-in system is cheaper and more efficient because staff can concentrate on more complex issues rather than receiving guests. Have your people focused on growing your business, not monitoring your lobby area.

Pre-Approved Visitor Passes

Any running business will involve frequent visitors having pre-approved visitor passes like Vendors and Suppliers saves time for the Security Staff and the Visitor both. They can be issued for multiple days at a stretch.

Customizable Visitor Details Form

Filling out visitor forms at every entry and exit is a tedious process but provides insightful data on visitors. These forms, on analysis, provide deep data to the administrators. Having a visitor management system can provide multiple options to these forms such as customizable visitor detail forms making it as per the like of the administrator. These can be altered at any given time filling the requirement.

Integrated Access Control System

Visitor Management System in India comes with Integrate Access Control Systems that are based on flap barriers, doors, or turnstiles to provide restricted access to your premise based on pre-defined access route plans and patterns for visitors. Hence, bringing a guarded system that brings error-free vigilance to your doorstep.

Insightful Report and Analysis

VMS delivers insightful reports using predefined formats or generates your own query-based MIS report structure providing details on the number of visitors, purpose, and other details. Set automatic alerts and frequency as per your requirement. These reports thus help bring insightful information on the visitor’s data providing a much more structured approach to handling visitors.

How does Visitor Management Software work?

Visitor Management Software works this way; when the visitor arrives, he gives his details and the person he wants to meet to the security guard. Then, he enters the pieces into the software. After that, the software will send a message to the concerned person and send an OTP to the visitor’s mobile for authentication. Then, if the person to be met permits, a photographic visitor pass with a barcode is given to the visitor. After the meeting, when the visitor is leaving, the barcode on the visitor’s access is scanned to check out the visitor.


  1. VMS tracks the exact time a visitor spends inside the premises.
  2. Only the people who are authorized are allowed to enter.
  3. If a visitor spends inordinately extended time inside the premises, auto alerts are triggered.
  4. Keeps track of visitors coming multiple times to the premises.
  5. Keep a track of persons receiving multiple visitors.
  6. In case of any disaster, the number of visitors inside the building can easily be known.
  7. No permission will be given to a visitor if the person whom he has come to meet is absent.

RSHRIS is one such solution provider that provides detailed Visitor Management flow ensuring there are no loopholes in securing and the process of VMS is followed smoothly.  Visitor Management System | Security Management System (

Why is VMS important for Hybrid Workplace?

In the wake of the pandemic hybrid work module, the access to work remotely in different time zones to give equal results has become a successful model. So, why does the visitor management system become important for a hybrid workplace?

With employees being spread out across different time zones and locations, businesses with a hybrid working system need more transparency than ever before. Following are the benefits of a Visitor Management System in a Hybrid workplace.

  1. Improves Communication: Digital database of visitors makes sure the data is accurately recorded and shared bringing a smooth communication process to the front desk.


  1. Creating Consistency across all branches: Visitor Management System brings a unified sign-in system across all branches that bring consistency within all branches and achieves smoother workflow in all areas of workflows.

Visitor Management System can manage guard scheduling along with its many other features making it a go-to choice for offices, gated communities, and other public places. The Visitor Management System is the perfect solution for your security needs when you need to keep an eye on who’s coming in and out of your property 24/7. With this system, you’ll always know exactly where everyone is at all times while also knowing what they’re doing so that there are no surprises or any unwanted visitors slipping through the cracks!

Author Profile:

Sanjive Mehta, the director at RS Barcoders Pvt. Ltd.

Sanjive Mehta

Sanjive Mehta is the director at RS Barcoders Pvt. Ltd., a multiple award-winning HRIS & Automated Technology company. He is an IIT Delhi Alumni and Pioneer in providing Biometrics solutions in India.