Process Flow
1. Visitor Entry Creation The reception/user logs in to the system.
Adds a New Visitor Entry with the following details:
- Visitor Name
- Mobile Number
- Purpose of Visit
- Upload ID (optional)
- Select Employee to Visit
- Select Visitor Type (Guest / Vendor / Delivery / Other)
Once submitted, the system automatically:
- Generates a Unique Entry Code (Entry OTP)
- Sends an Email/SMS notification to:
- The selected Employee
- Security Team
- Visitor (optional)
2. Notification to Security Security receives a real-time notification with:
- Visitor’s details
- Entry Code
- Employee name
- Expected time of arrival
- Status becomes “Awaiting Security Approval”.
3. Security Approval When the visitor arrives at the gate, security opens the Visitor Approval Screen.
Security verifies:
- Entry Code
- Visitor identity
- Security then Approves the entry.
- System updates the status to “Checked-In” and logs:
- Time of entry
- Security personnel name
- Employee receives an alert that the visitor has checked in.
4. Visitor Inside Premises Visitor is now marked as active inside the premises.
- Security dashboard shows:
- Total visitors inside
- Ongoing visits
- Pending check-outs
5. Exit Process When the visitor returns to the gate for exit:
System generates or uses a Unique Exit Code (Exit OTP).
- Security verifies the Exit Code and approves the checkout.
- Status changes to “Checked-Out”.
- System logs:
- Time of exit
- Security approval
- Email/SMS is sent to:
- Employee
- Admin (optional)
- Visitor (optional)
6. Admin Panel & Reports Admin can view:
- Visitor logs
- Daily/Weekly/Monthly reports
- Employee-wise visitors
- Security approval logs
- Missed check-outs
- Real-time in/out dashboard
End-to-End Workflow Summary
User Adds Visitor → Notification to Employee & Security
Security Approves Entry → Visitor Checked-In
Visitor Completes Visit
Security Approves Exit → Visitor Checked-Out
Reports & Logs updated
