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Visitor management system - every visitor, safely in and out
Retire the visitor book. Hosts invite, visitors complete a safety induction on their phone, security checks them in with one QR scan - with photo, badge, laptop and PPE recorded - and you always know who is inside your plant.
- QR check-in in seconds
- Safety video & quiz before entry
- Cloud or on-premise
What is Qubha's Visitor Management System?
It is software that replaces the paper visitor register at your gate or reception. Hosts pre-register visitors, or visitors register themselves by scanning a QR code. Each visitor completes a safety video and quiz on their phone and receives a digital pass with a QR code and gate code. Security checks them in with one scan, records their photo, badge, laptop and safety gear, and checks them out when the host marks the meeting done.
Built by Qubha Infotech, Chennai, for factories, warehouses and offices in India. It runs in the cloud or on your own server, and is part of the Workforce360 platform.
From invitation to exit, in six steps
Every step is time-stamped, so you can answer "who was inside at 3 pm?" in seconds.
- Step 1
Invite
Host pre-registers the visit, or the visitor scans the gate QR.
- Step 2
Approve
Host and, for restricted zones, the area owner approve.
- Step 3
Induct
Safety video and quiz on the visitor's phone.
- Step 4
Check in
QR or gate code, photo, badge, laptop and PPE.
- Step 5
Meet
Host is notified, then marks the meeting done.
- Step 6
Check out
Tag and PPE collected, laptop verified, exit logged.
The visitor book cannot tell you who is inside
Paper register at the gate
- Illegible names, no photo, no proof of who actually came in.
- Visitors walk onto the shop floor without a safety briefing.
- Hosts are called from the gate and kept waiting for approvals.
- Laptops and safety gear go in and out without a record.
- In an emergency, nobody knows who is still on site.
With the visitor management system
- Photo, mobile and company for every visitor, searchable for years.
- Safety induction passed before the pass is even issued.
- Approvals on the host's phone - WhatsApp, e-mail or push.
- Laptop serial, badge and PPE recorded in and collected out.
- Live list of everyone on site, by host and area.
Everything your gate, hosts and safety team need
Invite & register
Three ways in, one record.
- Host pre-registrationIndividual or group visits, purpose, visit window, lunch and room
- QR self-registrationVisitors scan the gate QR and fill in their own details
- Walk-in entrySecurity registers at the gate and sends to the host
- Visitor masterReturning visitors auto-filled by mobile; Excel import
Approvals
Nobody reaches the gate unapproved.
- Host approvalApprove or reject with a reason, from web or mobile
- Area-of-visit approvalProduction floor, R&D lab and other zones get their own approver
- Visitor typesCustomers, vendors, contractors, candidates - your list
- NotificationsE-mail, SMS, WhatsApp and push
Safety induction
Briefed before they arrive.
- Safety videoYour plant's induction video on the visitor's phone
- Quiz with pass scoreQuestions you set; retake until passed
- Valid for N daysFrequent visitors are not re-tested every visit
- Digital passQR code and 8-digit gate code, sent on WhatsApp
Gate check-in
One scan, everything recorded.
- QR scan or gate codeCamera scan, or type the code when needed
- Visit window enforcedEarly or late visitors are blocked automatically
- Photo & badgePhoto saved with the visit; tag number recorded
- Pass & food couponPrinted at the gate when you want paper
Laptop, PPE & check-out
What goes in, comes out.
- Laptop permitMake, model and serial number at entry
- Safety gear issuedSafety shoes, goggles and visitor tag
- Meeting doneHost confirms the meeting is over
- Check-out checklistGuard reminded to collect items before exit
Dashboard & reports
Who, when, why and for how long.
- Live on-site listEveryone inside now, by host and area
- Visitor analyticsTrend, purpose, top companies, check-in method, duration
- ReportsDay, company, host and area-wise; no-shows and peak day
- Staff in / outEmployees leaving on permission, with photo
Check-in in seconds, with nothing left to memory
The guard scans the QR on the visitor's phone. The system shows who they are, whom they are meeting, which area they may enter and whether they passed the safety induction - then records everything the gate hands over.
- Wrong time, no entry - check-in is blocked outside the approved visit window.
- Photo with every visit - captured on the gate tablet or webcam.
- Laptop and PPE - serial number, tag, safety shoes and goggles recorded.
- Groups in one go - group visits checked in together, each member recorded.
Every visitor briefed before they step on the floor
Visitors get a link on WhatsApp. They watch your safety video, answer a short quiz, and only then receive their visitor pass. Your safety officer sets the questions, the pass score and how long a pass stays valid.
- Watch, quiz, pass - the pass unlocks only after the score is reached.
- No waiting at the gate - induction is done before the visitor arrives.
- Proof for audits - each visit shows safety passed, with the score.
Know who is inside - and who visits most
A live dashboard for security and admin, and reports that answer the questions auditors and management ask.
- Currently in building - the list you need in an evacuation.
- Trends and patterns - purpose, top companies, peak day, average duration.
- Excel export - day, company, host and area-wise reports and the detailed log.
One system for every kind of visitor
Customers & auditors
Pre-registered by the host, with lunch and meeting room booked.
Vendors & suppliers
Repeat visitors auto-filled from the visitor master.
Service engineers
Laptop and tools recorded, safety induction enforced.
Interview candidates
Walk-in entry approved by HR on the phone.
Group visits
Plant tours and delegations checked in together.
Restricted zones
Area-owner approval before anyone reaches the gate.
Visitor management system vs visitor book vs sign-in app
| What matters | Qubha VMS | Basic sign-in app | Paper visitor book |
|---|---|---|---|
| Safety induction | Video and quiz with pass score, before entry | Usually a checkbox | Verbal, if at all |
| Approvals | Host and area-owner approval on the phone | Host notification only | Phone call from the gate |
| Laptop & PPE | Serial number, tag and gear in and out | Rarely covered | Separate register |
| Who is inside now | Live, by host and area | Often | Count the lines |
| Links to HR & permits | Same platform as attendance, contractors and work permits | Stand-alone | None |
| Where data lives | Your server or the cloud | Vendor cloud | A cupboard |
Visitor management questions
What is a visitor management system?
A visitor management system replaces the paper visitor register at a gate or reception. It records who is visiting, whom they are meeting and when they enter and leave, handles approvals and gate passes, and keeps a searchable record. Ours adds safety induction, photo capture, laptop and PPE control and live reports for factories and offices.
How do visitors register?
Three ways: the host pre-registers the visit, the visitor scans a QR code at the gate and registers on their own phone, or security registers a walk-in at the gate. Walk-ins and self-registrations go to the host for approval before check-in.
Can visitors complete a safety induction before entering?
Yes. Visitors receive a link to a safety video and a short quiz. They must watch the video and reach the pass score to get their visitor pass. A pass stays valid for a number of days you set, so frequent visitors are not re-tested every time.
How does check-in work at the gate?
Security scans the QR code on the visitor's pass or types the 8-digit gate code. The system shows the visitor, host, area and visit window, blocks check-in outside the window, and records the photo, badge number, laptop permit and PPE issued. A visitor pass and food coupon can be printed.
Can restricted areas need extra approval?
Yes. Each area of visit, such as a production floor or R&D lab, can be flagged as needing approval and given an approver. Visits to that area are released to the gate only after the approver accepts them.
Does it track laptops and items carried in?
Yes. The gate records a laptop permit with make, model and serial number, and the visitor tag and safety items issued. At check-out the guard is reminded to collect the tag, safety shoes and goggles and verify the laptop.
Are hosts notified when their visitor arrives?
Yes - by e-mail, SMS, WhatsApp or mobile push, for approvals and arrivals. Hosts then confirm when the meeting is done.
What reports do we get?
A live dashboard of who is on site, visitor trend, purpose, top companies, check-in method and visit duration, plus day-wise, company-wise, host-wise and area-wise reports and a detailed log with average duration, no-shows and peak day, exportable to Excel.
Can it run on our own server?
Yes, on your own server or in the cloud. It is part of the Workforce360 platform, so you can start with visitor management alone and later share employees, hosts and contractors with HR, attendance and work permits.
Who makes it?
Qubha Infotech Pvt Ltd, Chennai, Tamil Nadu, India - the same team builds, installs and supports it.
Part of the Workforce360 platform
Hosts, employees and contractors come from the same records as HR and attendance.
Close the visitor book for good
See the full visitor journey - invite, induction, QR check-in and reports - in a 30-minute demo, or at your own gate.