Management System

We help you manage the digital identities of individuals who have authorised access to the right resources at the right time while preventing unauthorised access.

India's First AI-Based Face Recognition System: Revolutionizing Identification Technology

VISITOR MANAGEMENT SYSTEM (Visitor Registration System / Guest Management System / Entry Management System / Access Control System / Reception Management System / Check-In System / Visitor Tracking System / Secure Entry System / Visitor Authentication System)

A digital system or digital interface known as Visitor Management Software used by organizations to track and manage the entry of visitors to their premises.

A visitor management system (VMS) offers a range of benefits that can enhance an establishment’s brand value and provide efficient, secure, and personalized experiences to guests. The software helps improve security measures by digitally recording each guest’s entry and streamlining various operations. Here are some key features and advantages:

1. Efficient and Secure Experiences: A VMS enables efficient visitor registration and check-in processes, eliminating the need for manual paperwork. It enhances security by verifying guest identities, capturing their photos, and issuing customized visitor badges or access credentials.

2. Enhanced Brand Value: By providing a seamless and professional check-in experience, a VMS contributes to a positive brand image. It reflects the establishment’s commitment to modern and innovative practices, impressing visitors and creating a lasting impression.

3. Personalized Guest Experiences: A VMS allows hosts to receive notifications when their guests arrive, enabling them to personally welcome and attend to their visitors promptly. This personalized touch enhances guest satisfaction and creates a warm and welcoming environment.

4. Improved Security Measures: By digitally recording guest entries, a VMS strengthens security protocols. It helps track visitor movements within the premises, reduces the risk of unauthorized access, and enables quick identification in case of emergencies or security incidents.

5. Streamlined Check-Out Process: A VMS can simplify the guest check-out process by automating the procedure. Guests can easily sign out, return their badges, or complete any required documentation, ensuring a smooth departure experience.

6. Analytics and Reporting: The VMS generates analytical reports that provide valuable insights into visitor trends, peak visiting hours, visitor demographics, and other relevant data. This information aids in decision-making, resource planning, and optimizing the overall visitor experience.

Overall, a comprehensive visitor management system optimizes operational efficiency, enhances security, and contributes to a positive brand perception. It creates a favorable impression on guests, fosters a secure environment, and enables businesses to deliver a high level of service.


Registration of visitors in advance


Guests can Check-in via mobile


Hosts are notified when guests arrive


Guests check out when leaving


Generation of analytic reports to explore visitor trends

Registration of visitors in advance

Registering visitors in advance is a valuable feature of a visitor management system (VMS) that helps streamline the check-in process and enhance overall efficiency. With advance visitor registration, guests can provide their information and complete the necessary documentation prior to their arrival. Here are the key benefits and steps involved in the process:


  1. Time-saving: Pre-registering visitors saves time during the actual check-in process as their information is already captured in the system.
  2. Improved planning: Having advanced knowledge of visitor details allows hosts to prepare for their arrival, ensuring a smooth and personalized experience.
  3. Enhanced security: The VMS can perform background checks or validate visitor information before their arrival, ensuring security protocols are in place.

Steps involved in advance visitor registration:

  1. Online registration portal: The VMS provides an online portal where visitors can enter their details, such as name, contact information, purpose of visit, and any additional required information.
  2. Information verification: The VMS can automatically validate the visitor’s information through email verification, phone confirmation, or other authentication methods.
  3. Pre-approval process: If necessary, the system can route the visitor’s registration to an authorized person for review and approval before finalizing the registration.
  4. Communication with visitors: Once the registration is complete and approved, the VMS can send confirmation emails or notifications to visitors, providing them with instructions and any necessary documentation.
  5. Check-in process: On the day of the visit, visitors who have pre-registered can proceed to a dedicated check-in area or use self-service kiosks to expedite the check-in process by confirming their identity and collecting their visitor badg.

By enabling advanced visitor registration, organizations can save time, enhance security, and create a more personalized and efficient experience for their guests. It also allows for better resource planning and helps organizations maintain a comprehensive record of visitor information for future reference.

Guests can Check-in via mobile

Enabling guests to check-in via mobile is a convenient and efficient feature offered by many modern visitor management systems (VMS). With mobile check-in, guests can use their smartphones or mobile devices to complete the check-in process. Here are the key benefits and steps involved:


  1. Convenience: Mobile check-in allows guests to skip traditional check-in queues and complete the process quickly and conveniently using their own mobile devices.
  2. Contactless Experience: Mobile check-in reduces physical touchpoints, promoting a contactless and hygienic check-in process.
  3. Time-saving: Guests can check-in on the go, eliminating the need for manual paperwork or waiting in lines.
  4. Enhanced Guest Experience: Mobile check-in offers a modern and streamlined experience, enhancing guest satisfaction and leaving a positive impression.

Steps involved in mobile check-in:

  1. Pre-registration: Guests may receive a pre-registration link via email or SMS, allowing them to provide their details and complete the necessary forms before their visit.
  2. Mobile Check-in App or Web Portal: The VMS may have a dedicated mobile app or web portal that guests can access using their mobile devices.
  3. Authentication: Guests may need to provide their unique booking or registration details, such as a confirmation code, to verify their identity and access the mobile check-in feature.
  4. Data Confirmation: Guests can review their pre-filled information and make any necessary updates or corrections.
  5. Agreement Acceptance: Guests may be required to read and accept any terms and conditions, waivers, or agreements electronically.
  6. Digital Signature: Guests can provide a digital signature, usually by drawing their signature on the device’s touch screen.
  7. Badge or QR Code Generation: Upon successful check-in, guests may receive a digital badge or QR code on their mobile device, which serves as their virtual visitor pass or access credential.
  8. Access Instructions: The mobile check-in process may include providing guests with instructions on how to navigate the premises, locate their host, or access specific areas within the facility.

By offering mobile check-in, organizations can provide a seamless and modern check-in experience for their guests, improving overall efficiency and guest satisfaction. It also aligns with the increasing use of mobile devices and promotes a touchless and convenient visitor management process.

Hosts are notified when guests arrive

In a visitor management system (VMS), one of the key features is to notify hosts or relevant personnel when guests arrive. This notification ensures that hosts are promptly informed of their guests’ arrival, allowing them to provide a warm welcome and facilitate a smooth experience. Here’s how the host notification process typically works:

  1. Guest Check-In: Guests go through the check-in process using methods like mobile check-in, self-service kiosks, or manual check-in by reception staff. They provide their details, such as name, purpose of visit, and host information.
  2. Host Information Capture: During the check-in process, guests provide the name or identification of their host or the person they are visiting. This information is recorded in the VMS.
  3. Host Notification: Once the guest check-in is completed, the VMS automatically generates a notification to alert the host of the guest’s arrival. The notification can be sent through various channels, such as email, SMS, or a dedicated host notification app.
  4. Notification Content: The host notification typically includes relevant details about the guest, such as their name, arrival time, purpose of visit, and any additional information provided during check-in.
  5. Real-time Updates: The VMS ensures that host notifications are sent in real-time, allowing hosts to receive timely information about their guests’ arrival.
  6. Host Response and Acknowledgment: Upon receiving the notification, the host can acknowledge the arrival of their guest and take appropriate action. This can include personally greeting the guest, providing access credentials, or directing them to the designated meeting area.

By notifying hosts when guests arrive, the VMS helps facilitate effective communication, enables hosts to provide a personalized experience, and enhances overall visitor satisfaction. It allows hosts to be well-prepared and ensures that guests feel welcomed and attended to from the moment they arrive.

Guests check out when leaving

In a visitor management system (VMS), guests are typically expected to check out when leaving the premises. The check-out process helps record the departure of guests, update their status in the system, and ensure accurate tracking of visitor movements. Here’s an overview of how the guest check-out process works:

  1. Guest Departure: When guests are ready to leave, they proceed to the designated check-out area or reception desk.
  2. Check-Out Procedure: The VMS provides a check-out procedure to facilitate a smooth and efficient process. This can involve different methods, including self-service kiosks, manual check-out by reception staff, or mobile check-out using a dedicated app or web portal.
  3. Check-Out Details: Guests may be required to provide their name, visitor identification number, or any other necessary information to initiate the check-out process.
  4. Return of Visitor Badges or Access Credentials: Guests are typically requested to return any visitor badges, access cards, or other credentials issued to them during check-in. This ensures that they no longer have access to restricted areas and helps maintain security.
  5. Sign-Out Confirmation: Guests may be asked to confirm their departure by signing out electronically or acknowledging their check-out through a digital interface.
  6. System Update: Once the check-out process is completed, the VMS updates the guest’s status in the system, marking them as checked out and no longer present on the premises.
  7. Follow-Up Actions: Depending on the organization’s policies, there may be additional steps or actions taken upon guest check-out. This can include collecting feedback, updating records, or generating reports for analysis and future reference.

By implementing a guest check-out process, the VMS ensures accurate tracking of visitor movements, helps maintain security protocols, and provides a comprehensive record of guest activity within the premises. It also allows organizations to have an accurate count of visitors on-site at any given time and facilitates efficient resource planning and facility management.

Generation of analytic reports to explore visitor trends

A visitor management system (VMS) often includes the capability to generate analytical reports that provide valuable insights into visitor trends. These reports allow organizations to explore and analyze visitor data, enabling them to make informed decisions and improve their visitor management strategies. Here’s how the generation of analytical reports for visitor trend analysis typically works:

  1. Data Collection: The VMS collects and stores visitor data during the check-in process. This data may include information such as visitor demographics, purpose of visit, entry and exit timestamps, host information, and any additional details captured during registration.
  2. Data Analysis: The VMS utilizes the collected visitor data to generate analytical reports. The system may have built-in analytics tools or integrate with external analytics platforms to process and analyze the data effectively.
  3. Report Types: The VMS can generate various types of reports for visitor trend analysis. Some common report categories include:
    Visitor Count: These reports provide an overview of the total number of visitors over a specific period. They may include daily, weekly, monthly, or custom date-range visitor counts.
    Peak Visiting Hours: These reports highlight the busiest periods when visitor traffic is high. They help organizations identify peak hours and allocate resources accordingly.
    Visitor Demographics: These reports analyze visitor data to provide insights into visitor demographics such as age groups, gender distribution, geographical locations, or industry affiliations.
    Purpose of Visit: These reports categorize visitors based on their stated purpose of visit, enabling organizations to understand the primary reasons visitors come to their premises.
    Host-Visitor Relationships: These reports analyze the relationships between hosts and visitors, providing insights into which hosts have the most frequent or highest-profile visitors.
    Repeat Visitors: These reports identify visitors who have made multiple visits, allowing organizations to recognize and track loyal or frequent visitors.
    Duration of Visit: These reports analyze the length of time visitors spend on-site, helping organizations identify trends in visit durations.
  4. Visualization and Interpretation: The VMS presents the generated reports in a visual format, such as charts, graphs, or tables, to facilitate easy interpretation and understanding of the data. Data visualization tools can make it easier to identify patterns, trends, or anomalies.
  5. Data Export and Customization: The VMS may provide options to export reports in various formats (such as PDF or Excel) or allow customization of report parameters to tailor the analysis to specific needs.

By generating analytical reports, the VMS enables organizations to gain insights into visitor trends, identify patterns, and make data-driven decisions. These reports assist in optimizing resource allocation, improving operational efficiency, and enhancing the overall visitor experience.


Make your check-in process efficient, accessible, and welcoming

liminate wasted time and crowded lobbies without ignoring the importance of office security or the need to make a good impression.

Visitor Pre-registration

Speed up visitor check-in time and reduce congestion in your lobbies by providing guests with a QR code they can use to complete the check-in workflow from their personal device. This also eliminates the need for shared touchscreens.

visitor pre register

Host notification

Speed up visitor check-in time and reduce congestion in your lobbies by providing guests with a QR code they can use to complete the check-in workflow from their personal device. This also eliminates the need for shared touchscreens.

host notification


1- Enhanced Security || 2- Efficient Check-In Process || 3- Improved Visitor Experience || 4- Real-time Host Notifications || 5- Visitor Tracking and Reporting || 6- Compliance and Data Privacy || 7- Evacuation and Emergency Management || 8- Seamless Integration

Why should I use COCO?

Visitor management software (VMS) offers numerous benefits and advantages for organizations of all sizes. Here are some key reasons why visitor management software is beneficial:

Moreover, You need a proven, reliable partner who understands the challenges of modern workplace management. Our solution purely based on “ZERO” hardware and AI (Artifical Inteligence) Technology and most enconomical in nature. Discover what sets us apart.



56% of customers chose COCO to improve their operations based on its flexibility.

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52% of customers said it took less than five months to implement COCO.



96% of customers said COCO was easier to use compared to other workplace management solutions.

fast roi


52% of customers saw a return on their investment within the first three months.

Metaguard Visitor Management System - It's Smart, & Customizable Too

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No OTP charges, 100% visitor authentication

face Recognition

Face-recognition based visitor registration system

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No OTP charges, 100% visitor authentication

No OTP charges - 100% visitor authentication

A unique offering!

One of the advantages of using a visitor management software is the ability to provide 100% visitor authentication without incurring any additional charges for One-Time Passwords (OTP). Here’s how visitor authentication can be achieved without OTP charges:

  1. Pre-registration: With a visitor management software, organizations can enable pre-registration functionality. This allows visitors to provide their details in advance, including their name, contact information, purpose of visit, and any additional required information. The software verifies the provided information and authenticates the visitor’s identity before their visit.
  2. Identity Verification: During the check-in process, the visitor management software can utilize various methods to verify the visitor’s identity. This can include scanning government-issued IDs, capturing visitor photos, or using biometric authentication techniques such as facial recognition. These methods help ensure that the visitor is who they claim to be and enhance the level of authentication without relying on OTPs.
  3. Integration with External Systems: Visitor management software can integrate with external systems such as employee directories or access control systems. This integration allows for cross-referencing visitor information against existing employee records or authorized visitor lists, providing an additional layer of authentication and verification.
  4. Badge or Pass Issuance: Upon successful authentication, the visitor management software can generate visitor badges or temporary access passes. These badges or passes can include QR codes, barcodes, or RFID technology for further authentication during the visitor’s stay. They can be used to grant access to specific areas or amenities within the premises, ensuring only authorized visitors can enter designated zones.
  5. Visitor Tracking: The visitor management software continuously monitors visitor movements and activities within the premises. This helps maintain a record of the visitor’s location, duration of stay, and any interactions during their visit. Real-time tracking and monitoring contribute to the overall security of the facility without the need for OTP charges.

By implementing these measures, organizations can achieve 100% visitor authentication without incurring additional charges for OTPs. The visitor management software facilitates a secure and streamlined authentication process, ensuring that only authorized visitors gain access to the premises while maintaining a seamless visitor experience.

Face-recognition based visitor registration system

Built for all types and sizes of businesses.

Our face-recognition based visitor registration system is technology-driven solution that uses facial recognition algorithms to register and authenticate visitors entering int your premises. Here’s how it works:

  1. Visitor Registration: When a visitor arrives, they approach a registration kiosk equipped with a camera or a dedicated tablet with a built-in camera. The visitor is prompted to stand in front of the camera, and their face is captured.
  2. Facial Recognition: The system’s facial recognition algorithm analyzes the captured image, identifies unique facial features, and creates a mathematical representation or “face template” of the visitor’s face. This template is then compared against a database of pre-enrolled faces for authentication.
  3. Authentication: If the visitor’s face matches an existing face template in the database, the system authenticates their identity and proceeds with the check-in process. This can include verifying their name, purpose of visit, and other relevant details.
  4. Check-In Process: Once the visitor’s identity is authenticated, the system guides them through the check-in process. This can include capturing additional information, printing visitor badges or passes, and notifying the host of the visitor’s arrival.
  5. Continuous Monitoring: Throughout the visitor’s stay, the system can continuously monitor and track their movements within the premises using real-time facial recognition. This helps ensure that the visitor remains within authorized areas and provides an added layer of security.

Benefits of a Face-Recognition Based Visitor Registration System:

  1. Enhanced Security: Face recognition technology offers a high level of accuracy in verifying visitor identities, reducing the risk of unauthorized access or impersonation.
  2. Efficiency and Convenience: The system automates the visitor registration process, eliminating the need for manual paperwork and expediting check-in procedures. It provides a seamless and efficient experience for visitors.
  3. Improved Visitor Experience: Face recognition systems provide a modern and user-friendly approach to visitor registration. Visitors can quickly register themselves by simply facing the camera, minimizing waiting times and enhancing overall satisfaction.
  4. Integration with Access Control: Face recognition systems can integrate with access control systems to grant or restrict visitor access to specific areas based on their authenticated identity.
  5. Audit Trail and Reporting: The system generates an audit trail of visitor activities, providing a comprehensive record of visitor movements. This data can be used for analysis, reporting, and compliance purposes.
  6. Scalability: Face recognition systems can handle a large number of visitors, making them suitable for organizations with high visitor traffic, such as corporate offices, educational institutions, or healthcare facilities.

It is time for organizations to transition to face-based authentication algorithms and retire old, traditional hardware-based visitor management systems. Contact us at 8588827540 for a modern, contemporary, and cost-effective hassle-free system.

What's Unique About Our Visitor Management System ?

India’s first AI language model based solution with some common unique features and capabilities that distinguish visitor management systems from others:

  1. Customization: Our visitor management system offers a high level of customization (On additional charges), allowing you to tailor the software to your specific requirements. This could include custom branding, personalized workflows, and the ability to add or remove features based on your organization’s needs.
  2. Integration Capabilities: Our visitor management system may have the ability to seamlessly integrate with other systems within your organization, such as access control systems, employee directories, or CRM platforms. Integration enables data sharing and streamlines processes across multiple departments or systems.
  3. Advanced Security Features: Our system provides advanced security features by facial recognition. This feature alone enhance the accuracy and reliability of visitor authentication, ensuring only authorized individuals gain access to your premises.
  4. Mobile Accessibility: Your visitor management system may offer a mobile application or a web-based interface that allows visitors to check-in and access their e-passes using their smartphones. Mobile accessibility provides convenience and flexibility for visitors and streamlines the check-in process.
  5. Analytics and Reporting: Your system may provide robust analytics and reporting capabilities, allowing you to gain insights into visitor trends, peak visit times, or visitor demographics. These insights can help you optimize resource allocation, enhance security measures, and improve overall visitor experience.
  6. Pre-registration and Self-service Check-in: Your system may enable visitors to pre-register their details in advance, saving time and reducing queues upon arrival. Additionally, self-service check-in kiosks or mobile check-in options may be available, empowering visitors to check themselves in quickly and efficiently.
  7. Host Notifications and Visitor Tracking: Your system may automatically notify hosts or relevant personnel when their visitors arrive, ensuring prompt reception. It may also offer visitor tracking functionalities, allowing you to monitor visitor movements within your premises in real-time.
  8. Compliance and Data Privacy: Your visitor management system may prioritize data privacy and comply with relevant regulations such as GDPR (General Data Protection Regulation). It may have built-in features that secure visitor data and provide mechanisms for data retention and deletion as required.


Thermal & CCTV Camera


Our visitor system integrates with thermal cameras & CCTV to scan visitor mask & temperature.

Facial Recognition & Biometrics

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We provide facial recognition.

RFID & QR Reader


RFID and QR code readers are useful integrations we do whenever required.

Access Control Hardware

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Speed gates, turnstiles, boom barriers - our visitor software integrates with all access hardware.


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A visitor management system offers several advantages over a traditional visitors’ log book. Here are some reasons why a visitor management system is considered better:

1. Enhanced Security: A visitor management system provides a higher level of security compared to a log book. It allows for authentication and verification of visitors through various means such as ID scanning, facial recognition, or pre-registration. This helps prevent unauthorized access and enhances overall premises security.

2. Accuracy and Reliability: With a visitor management system, visitor information is captured digitally and accurately, reducing the risk of errors or illegible entries that are common with handwritten log books. The system ensures that the data is consistent, complete, and easily accessible when needed.

3. Time and Efficiency: A visitor management system streamlines the check-in process, making it faster and more efficient compared to manual log books. Visitors can quickly register themselves, and hosts can be automatically notified of their arrival. This saves time for both visitors and staff, reducing waiting times and improving overall productivity.

4. Professional Image: Implementing a visitor management system portrays a professional image of your organization. It demonstrates that you prioritize security, technology, and efficiency. Visitors are more likely to have a positive perception of your organization when they encounter a modern and seamless check-in process.

5. Data Insights and Reporting: Visitor management systems offer analytical capabilities that allow you to generate reports and gain valuable insights. You can analyze visitor trends, peak visit times, visitor demographics, and more. This information helps in making informed decisions, optimizing resource allocation, and improving visitor experiences.

6. Compliance and Data Privacy: A visitor management system helps organizations comply with data protection regulations and maintain visitor privacy. It ensures secure storage and management of visitor data, with options for data retention and deletion as required.

7. Evacuation and Emergency Management: In case of emergencies, a visitor management system provides real-time visibility of visitors present in the premises. This information aids in evacuation procedures and ensures the safety of all individuals within the facility.

8. Integration and Scalability: Visitor management systems can integrate with other systems such as access control, CCTV, or employee directories. This integration enables seamless data sharing and centralized management. Additionally, the system can scale to accommodate the needs of organizations with varying visitor volumes and multiple locations.

Overall, a visitor management system offers heightened security, improved efficiency, accurate data capture, compliance with regulations, and better visitor experiences compared to traditional log books. It embraces technology to streamline processes and provides a more professional and secure environment for visitors and organizations alike.

A visitor management software can provide several benefits to your staff and organization. Here are some ways it can help:

1. Time Efficiency: A visitor management software streamlines the check-in process, saving time for both staff and visitors. It automates the registration process, eliminating the need for manual paperwork and reducing waiting times. This allows your staff to focus on their core responsibilities and improves overall productivity.

2. Enhanced Security: A visitor management software enhances the security of your organization by providing better control over visitor access. It allows you to authenticate and verify visitors’ identities through various means such as ID scanning, facial recognition, or pre-registration. This helps prevent unauthorized access and enhances overall premises security.

3. Improved Visitor Experience: A visitor management software offers a seamless and professional visitor experience. Visitors can quickly register themselves, check-in efficiently, and receive visitor badges or passes. This reduces the administrative burden on your staff and leaves a positive impression on visitors.

4. Host Notifications: The software can automatically notify hosts or relevant personnel when their visitors arrive. This eliminates the need for manual communication or waiting at reception desks. Hosts can be promptly informed about visitor arrivals, ensuring a smooth and well-coordinated welcome.

5. Real-time Insights and Reporting: Visitor management software provides real-time data and analytics that offer valuable insights. You can generate reports on visitor trends, peak visit times, visitor demographics, and more. These insights help in making informed decisions, optimizing resource allocation, and improving operational efficiency.

6. Compliance and Data Privacy: A visitor management software helps organizations comply with data protection regulations and maintain visitor privacy. It securely stores visitor data, provides options for data retention and deletion, and ensures sensitive information is protected.

7. Emergency Management: In case of emergencies or evacuations, a visitor management software provides real-time visibility of visitors present in the premises. This information helps staff and security personnel in ensuring the safety and well-being of all individuals within the facility.

8. Integration and Scalability: Visitor management software can integrate with other systems such as access control, employee directories, or CRM platforms. This integration enables seamless data sharing and centralized management. Additionally, the software can scale to accommodate the needs of organizations with varying visitor volumes and multiple locations.

By implementing a visitor management software, your staff will experience increased efficiency, improved security measures, reduced administrative tasks, and enhanced control over visitor management. This, in turn, contributes to a more organized and professional environment for your organization as a whole.

A visitor management system can benefit a wide range of businesses across various industries. Here are some examples of businesses that can greatly benefit from implementing a visitor management system:

1. Corporate Offices: Corporate offices often have a high volume of visitors, including clients, partners, vendors, and job applicants. A visitor management system helps streamline the check-in process, enhances security measures, and provides a professional experience for visitors.

2. Co-working Spaces: Co-working spaces accommodate individuals and companies who share a common workspace. A visitor management system allows for efficient management of visitors, ensuring that only authorized individuals gain access to the premises and enabling seamless check-in and check-out processes.

3. Educational Institutions: Schools, colleges, and universities frequently have visitors such as parents, guests, or external speakers. A visitor management system helps track visitor movement within the premises, ensures child safety, and simplifies the check-in process for visitors.

4. Healthcare Facilities: Hospitals, clinics, and healthcare centers deal with a constant flow of patients, visitors, and medical professionals. A visitor management system helps manage visitor access, track visitor movement within the facility, and maintain patient privacy and security.

5. Government Buildings: Government offices, courthouses, and public institutions often have strict security protocols and the need to track visitors. A visitor management system enables efficient visitor registration, authentication, and enhances overall security measures.

6. Manufacturing Facilities: Manufacturing plants or industrial sites may have restricted access areas and safety regulations. A visitor management system helps control visitor access, ensure compliance with safety protocols, and track visitor movement within the facility.

7. Event Venues: Event venues, conference centers, or exhibition halls host a large number of visitors for various events. A visitor management system helps manage event registrations, ticketing, and provides smooth check-in processes to handle the influx of attendees.

8. Residential Complexes: Gated communities, condominiums, or apartment complexes benefit from a visitor management system to monitor and control visitor access, enhance security measures, and track visitor movements within the premises.

These are just a few examples, but in general, any business or organization that receives visitors or needs to manage access to their premises can benefit from implementing a visitor management system. It improves security, streamlines processes, enhances the visitor experience, and helps maintain a professional and organized environment.

Yes, you can certainly use a visitor management software in a residential apartment or a residential complex. Visitor management systems are not limited to commercial or corporate settings and can be effectively used in residential environments as well. Implementing a visitor management software in a residential apartment complex offers several benefits:

1. Enhanced Security: A visitor management system helps enhance security within the residential premises by controlling and monitoring visitor access. It allows residents to register their guests in advance, verify visitor identities, and issue temporary access passes or visitor badges.

2. Streamlined Check-in Process: The software streamlines the visitor check-in process, eliminating the need for manual log books or paper-based systems. Visitors can check-in digitally, and their information is captured accurately and securely.

3. Improved Resident Experience: With a visitor management system in place, residents can have peace of mind knowing that access to the premises is regulated and monitored. They can pre-register their guests, receive notifications upon guest arrival, and ensure a smooth and hassle-free experience for their visitors.

4. Visitor Tracking: A visitor management system allows for tracking visitor movements within the residential complex. This provides valuable information in case of any security concerns or emergencies, enabling quick and efficient response measures.

5. Community Management: The software can assist in managing various aspects of community living, such as amenities bookings, visitor parking management, or managing deliveries or service providers entering the premises.

6. Communication and Notifications: The system can facilitate communication between residents and their visitors, allowing for notifications or instructions to be sent to guests upon arrival. It can also provide alerts or announcements to residents regarding any important information or events.

It’s important to choose a visitor management software that suits the specific needs and requirements of a residential apartment complex. Look for features such as pre-registration capabilities, visitor tracking, integration with access control systems, and customizable options to fit the unique setup of the residential complex.

Implementing a visitor management software in a residential apartment complex can significantly improve security, streamline visitor management processes, and enhance the overall living experience for residents and their guests.


The hardware requirements for using a visitor management software can vary depending on the specific software solution you choose. Some visitor management systems can operate solely with software applications that run on existing devices such as tablets, smartphones, or computers, while others may require additional hardware components.

Here are some common hardware components that may be used with a visitor management software:

1. Tablets or Kiosks: Many visitor management systems utilize tablets or self-service kiosks for visitor check-in and registration. These devices are usually mounted or placed at the reception area or entry points for visitors to interact with the software.

2. Badge or Label Printers: If you require visitor badges or labels to be printed, a badge printer may be necessary. These printers can generate customized visitor badges with relevant information such as visitor names, photos, and access details.

3. ID Scanners: Some visitor management systems offer the ability to scan and capture visitor information from identification documents such as driver’s licenses or passports. In such cases, ID scanners or barcode scanners may be required as part of the hardware setup.

4. Cameras or Facial Recognition Devices: If the visitor management software incorporates facial recognition technology for identification and authentication, cameras or facial recognition devices may be needed. These devices capture visitor images for comparison and verification purposes.

It’s important to consider the specific requirements of the visitor management software you choose and consult with the software provider to determine the hardware components needed. They can guide you on the recommended hardware specifications and any additional equipment that may be required for optimal functionality.

However, it’s worth noting that not all visitor management software solutions require dedicated hardware. There are software options available that operate entirely through web-based interfaces, allowing visitors to check-in using their own devices or through mobile applications.

Ultimately, the hardware investment for a visitor management software will depend on your specific needs, preferences, and the features provided by the software solution you choose.



The cost of a digital visitor management software can vary depending on several factors, including the specific features, functionality, scalability, and the vendor you choose. While there are costs associated with implementing a visitor management software, it’s important to consider the long-term benefits and return on investment it can provide to your organization.

Here are some factors to consider when evaluating the cost of a visitor management software:

1. Software Licensing: Most visitor management software solutions operate on a subscription or licensing model. The cost can vary based on factors such as the number of users, features included, and the duration of the subscription. Some vendors offer different pricing tiers or customization options to align with your specific requirements.

2. Hardware Requirements: As mentioned earlier, some visitor management software may require additional hardware components such as tablets, printers, or scanners. The cost of these hardware components should be factored into the overall investment. However, there are also software options that can be used with existing devices, reducing the need for additional hardware expenses.

3. Implementation and Integration: Depending on the complexity of your organization’s requirements and existing systems, there may be costs associated with software implementation, customization, and integration with other systems like access control or employee directories. It’s advisable to consult with the software vendor to understand any implementation or integration costs involved.

4. Training and Support: To ensure a smooth transition and effective use of the visitor management software, training and support services may be necessary. Some vendors include training and support in their pricing, while others may charge separately for these services.

5. Cost of Inefficiencies: It’s also important to consider the potential cost savings and efficiency gains that a visitor management software can offer. By streamlining processes, reducing manual paperwork, improving security, and enhancing visitor experiences, a well-implemented visitor management software can contribute to time and cost savings in the long run.

It’s recommended to research and compare different visitor management software providers, request pricing quotes, and evaluate the features and benefits they offer. Consider your organization’s specific needs, budget, and expected return on investment when assessing the cost-effectiveness of a visitor management software solution.


Yes, many visitor management software solutions offer self-sign-in capabilities through visitor apps. These apps allow guests to check-in and sign-in independently without the need for assistance from reception or staff members.

With a visitor app, guests can typically perform the following actions:

1. Pre-registration: Guests can pre-register their visit through the app, providing their personal details, purpose of the visit, and any additional information required by the organization.

2. Check-in: On the day of the visit, guests can use the app to check-in by scanning a QR code, entering a unique code, or selecting their name from a list. This confirms their arrival and initiates the sign-in process.

3. Data Capture: The app may prompt guests to provide additional information or complete any necessary forms or agreements digitally. This eliminates the need for manual paperwork and ensures accurate data capture.

4. Photo Capture: The visitor app may have a feature to capture the guest’s photo for identification and security purposes. This can be done through the app using the device’s camera.

5. Access Pass or Badge: After successful check-in, the app can generate a digital access pass or badge that can be displayed on the guest’s mobile device or printed if required. This pass typically includes relevant visitor information, such as name, photo, visit details, and access permissions.

By enabling guests to self-sign in using a visitor app, you can enhance the visitor experience, streamline the check-in process, and reduce the workload on reception or administrative staff. It provides convenience and efficiency for both the guests and your organization.

When selecting a visitor management software, look for solutions that offer a visitor app or mobile check-in functionality. Ensure that the app is user-friendly, secure, and customizable to match your organization’s branding and specific requirements.

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NFC Story

The “Assistance Control” project was inspired by the basic idea of the “Bologna Process”, a Pan-European collaboration which started in 1999, to adapt technology to provide a better quality of education that would allow improvement of the next generation of classroom teaching.
The best project finally chosen and tested involved students registered for classes with NFC phones, during the academic year 2011–2012 at “Universidad Pontificia de Salamanca, Campus Madrid” (UPSAM).
This resulted in the senior students at the School of Computer Engineering to certify 99.5% accuracy and ease of attendance that ensured continuous assessment without loss of instructional time allocated to this activity.

Source : Science Direct Volume 40 Issue 11, 1st September 2013, Pages 4478-4489