Visitor Management Systems

What are they? Who are they?

How many visitors are in your premises right now? And how many of them knowing about Safety Rules of Plant? How many did you have yesterday? What about on February 21, 2019?

You probably struggled to answer at least that last question, if not the one before. And if you could answer them at all, you likely had to pull out the binder that holds your visitor sign-in sheets and manually count the entries.

While you’ve got that binder, here are a few more questions for you:


  • How many of the names can you actually read or were write incorrectly?
  • How many visitors don’t have a time noted as to when they arrived?
  • Who forgot to sign out? (Or are they still hiding somewhere in the premises?)
  • Was the sign-in or sign-out time that was recorded accurate?
  • Do you know which employee each visitor met with?

Now, think about what happens when visitors arrive at your office. Who greets them? A Non trained Security Guard who makes them feel uncomfortable by engaging them on a personal level? Maybe no one’s there to greet visitors at all.

That’s Why a Visitor management System is required to greet your visitor with getting the desire information required for security.

What is a Visitor Management System?

Visitor management is the process of tracking everyone who enters your premises or your plant. A visitor may be a customer, a delivery person, a job applicant, a contractor, or a consultant. Essentially, anyone who is not a regular full-time employee is a visitor.

It is a system used to track visitors in a formal way.

Visitor Management Systems Before the Digital Revolution

The old fashioned version of a visitor management system is the sign-in sheet — a piece of paper usually kept on a clipboard or in a binder at the front desk. When a visitor arrives, they write down their name, and all require details. Then the staff member sitting at the front desk/security cabin notifies the host that their visitor is waiting in the waiting area.

It’s not a particularly good visitor management system. But it does work — as long as you don’t need an easily searchable visitor log, visitor photos, and ID badges.

But that doesn’t hack it for most companies today.

And — let’s face it — no company wants to look old-fashioned, especially when it comes to technology. You want to look innovative and modern. You want to show your customers, your job applicants, and the world that you’re on the cutting edge.

Important Features of Today’s Visitor Management System

  • Easy and Hassel Free Visitor entery
  • Safety Induction and Training for Visitor
  • Safety Validation Quiz
  • Identify your visitor
  • Secure your Visitor Access
  • Smart Notification to Visitors
  • Secure Registration Procedure
  • Generate Real Time Report

Safety induction – an introduction

The Safety induction is to brief the newly employees about what are the regulations of the company, what are do's and don'ts, what is company all about, and lastly to give information what they need to in case of any emergency.

What is the purpose of a safety induction?

Safety Induction is the first step that you will take with your visitor (including contractors) to be sure they have the information and skills that they need to work safely. This includes following safety instructions given to them to help them look after their own safety and the safety of others while visiting/ working at your company.

A General Safety Induction is conducted when each visitor or contractor first comes to visit the factory. This is a broad introduction to how you manage safety on your visit. It is also the time to make sure that people are aware of the key hazards and risks that may be present.

Even if your new visitor has been doing the same jobs on other company, do not assume they have the information and skills to do the job safely on your company, or with your equipment.


Safety induction is NOT effective if you just give a visitor something to read and sign. It is not just about laying down the law. You must be as sure as you can be that the worker understands what you mean and is ready to play his or her safety role.

Why must we do safety induction?

Generally we cannot assume that any visitor visiting the company is aware of his or her responsibilities in health and safety.

Further, visitor generally will not be aware of your responsibilities as an employer or manager, ensuring the safety of the workplace, and the need for their cooperation to ensure that you can fulfil your responsibility.

Do not assume that a new visitor has the knowledge of Safety Rules of your Organisation. That’s why the Organisation is required to:

  • Inform the visitor of his/ her responsibilities.
  • Inform the visitor of the specific hazards during Visit.
  • Train visitor about Do’s and Don’t during Visit.
  • Train about What to be done during Emergency.

How It's Works

A Visit request is received through Email or Phone from Visitor

An Appointment is created through the IVMK application

An access code Has been generated and sent to visitor through IVMK

Visitor enter the premises

Visitor will be guided to IVMK for the Gate Pass

By entering the access code visitor can start the procedure for gate pass

Safety Induction Training to be taken through IVMK for Gate Pass

After Successfully Clearing the Induction Training, A printed copy of Gate Pass with Photo will be received

Visitor Will Visit the Premises

The gate pass will be given back to scan for the Out Time

The In & Out time information is recorded & managed efficiently.

The visitor leaves the Premises.