Visitor Management Software
Give reception and security teams a clear process for recording visitors, requesting host approval and issuing passes. Bharat AI SmartGate brings photo and ID records, visit history and approved entry into one workflow for offices, campuses, hospitals and gated premises, with vehicle access integration assessed where it is needed.
Illustrative interface with sample data. Select the image to explore it at full size.
A better fit for your daily work.
Reception queues and repeated calls
Paper registers and informal phone approvals make arrival handling inconsistent.
Visit history is hard to retrieve
Finding a previous visitor in handwritten registers takes time.
People and vehicle access are disconnected
Sites with vehicle gates may need reception and gate staff to work from the same visit context.
Everything your team needs, connected.
Visitor registration
Create the visit record with the information your reception process requires. Agree necessary fields and staff access during setup so data collection remains appropriate to the site and its visitors.
Photo and ID records
Associate visitor photo and ID information with the entry process. Decide which records are necessary, who may see them and how long they should be retained before deployment.
Host approval on WhatsApp
Route the arrival request to the relevant host through the agreed WhatsApp workflow. Reception staff can follow the approval outcome instead of treating an unanswered message as permission to enter.
Printed visitor passes
Issue a pass that helps staff identify the authorised visit. Review the proposed pass details during the demo, including host and visit context needed by reception and gate personnel.
Visit history and departure
Maintain a record of the visit from arrival through completion. Consistent departure recording helps staff understand which visits remain open and makes later enquiries easier to investigate.
Optional vehicle gate workflow
Assess ANPR, RFID and barrier integration for premises with vehicle gates. The scope depends on supported hardware and the site’s approval responsibilities.
From the first task to a clearer daily picture.
Welcome and register
Reception records the visitor’s details and purpose of visit. The staff member explains the site’s process and captures only the information required by that process.
Identify the host
Connect the arrival with the correct employee or responsible contact. Accurate host selection prevents approval requests from becoming another round of calls between departments.
Request authorisation
Send the host approval request through the configured workflow. Staff review the response and follow the site’s escalation procedure when the host cannot be reached.
Issue the visitor pass
Once authorised, provide the agreed pass and record the entry. Security and reception personnel continue to apply the site’s access rules and directions for the visitor.
Record departure and review
Complete the visit when the person leaves. Supervisors can review open visits and retrieve previous visit records when an authorised operational enquiry arises.
Useful insights. Your team in control.
Use forecasts and alerts to guide your review, with people making the final decisions.
ANPR for visiting vehicles
Where a vehicle gate is included, plate recognition can associate a vehicle event with gate activity. This assists identification of the vehicle and does not verify the identity of its occupants.
Vehicle exception review
Configured SmartGate checks can highlight unusual vehicle or exemption activity for staff review. These features relate to gate transactions; they do not make an automatic judgement about a visitor’s intentions.
Parking demand prediction
When visitor parking is in scope and sufficient movement history is available, occupancy prediction can support reception planning. Treat the forecast as an estimate, not a reserved or guaranteed parking space.
A clear view of what matters.
Visitor history
Retrieve authorised visit records for a selected period.
Open visits
Review visits without a recorded completion and check whether departure was missed.
Host-wise visit activity
Discuss the required host breakdown during the demo.
Vehicle-linked gate activity
When gate integration is included, review the related vehicle events alongside access operations.
Made to work with the right tools.
Bring your existing equipment details. We’ll review compatibility, connectivity and the modules needed for your installation.
- Reception computer or suitable visitor registration workstation
- Camera for visitor photos, with compatibility assessed
- Supported printer for the agreed visitor pass format
- Optional ANPR or RFID gate equipment assessed separately
A practical plan for moving forward.
Define the reception process
Map visitor types, hosts, approval responsibilities and departure recording. Decide what reception should do when approval is delayed or the expected host is unavailable.
Agree data handling
Choose necessary visitor fields, staff permissions and retention requirements with the organisation. Document who can retrieve ID and photo information before collecting live visitor records.
Configure and demonstrate
Review sample registration screens, approval messages and pass layouts. Test the intended host workflow with representative staff and assess optional gate integration where requested.
Train reception and hosts
Show staff how to register arrivals, respond to approval requests and close visits. Agree support contacts and handover guidance so the process stays consistent across shifts.
Before you choose your software.
Does the system recognise visitors by their faces?
The supplied visitor offering includes photo and ID records, not a confirmed facial-recognition identity service. Photos support the agreed registration process; any additional identity capability would need separate discussion.
Can hosts approve arrivals on WhatsApp?
Yes, host approval on WhatsApp is part of the visitor offering. The team will agree the message workflow, contact setup and reception procedure for unanswered requests during implementation.
Do we need automated gates to use it?
No gate integration is assumed for a reception workflow. Explain your entry process during the demo; ANPR, RFID or barrier equipment can be assessed if vehicle access is also required.
Can we print passes for visitors?
Printed visitor passes are included in the described offering. The pass information, format and printer compatibility should be confirmed with your reception team during setup.
How should visitor ID information be handled?
The organisation should define necessary collection, authorised access and retention before rollout. The implementation discussion should reflect those decisions rather than collecting every possible identity detail by default.
See your workflow in action.
Bring your real tasks and questions. We’ll use them to discuss the right configuration, equipment and rollout.
- Visitor categories and reception locations
- Host list and approval responsibilities
- Required visitor fields and retention policy
- Sample visitor pass
- Any parking or gate integration requirements
More ways to support your business.
Manage vehicle arrival, parking duration, exit collection and monthly passes through Bharat AI SmartGate.
Bring vehicle entry, lane activity, payment records and shift reconciliation into one operating view.
Know which assets your organisation holds, where they are located and who is responsible for them.