Visitor Management System
Every visitor to the campus registered with their photograph, purpose and the employee they are there to see, issued a printed pass, and checked out on the way back - replacing the register at the gate that nobody can read a month later.
How the Vawsum Visitor Management System works
A gate register nobody can read is not a security record.
Most schools already have a visitor process. It is a hardbound register at the gate, filled in by whoever is standing there, in handwriting that varies with how busy the morning is. It records arrivals reasonably well and departures barely at all, which means that at four in the afternoon nobody can say with confidence who is still inside the building. If an incident occurs, the record that matters is a page of names that may or may not be legible. Vawsum replaces it with a digital process that takes about the same time at the gate. Visitor types and purposes of visit are set up as masters, so the reason for a visit is selected rather than described - which is what makes the data reportable afterwards. A new visitor is registered with their details and photograph, and a visitor pass is printed for them to carry. On the way out they are verified and checked out, so the system knows who is on the premises at any moment rather than only who arrived. Where a school has a large scheduled group - an inspection team, an examination board, a vendor crew - visitors can be uploaded in bulk rather than typed in one at a time at the gate while a queue forms behind them. And because every entry and exit is timestamped, the reports are genuinely usable: who visited, when, why, who they saw and how long they stayed.
Benefits
Know who is on the premises right now, not just who signed in this morning
Features
Designed basis inputs from 1000+ institutions
Frequently asked questions
If you have any doubts about our Visitor Management System beside these, feel free to reach out to us
1. Can I opt for just the Visitor Management System?
Yes you can. You need not pick the other modules of Vawsum.
2. What is recorded when a visitor arrives?
Their details and a photograph, the visitor type, the purpose of the visit, and the employee they are there to see – with the entry timestamped. A visitor pass is then printed for them to carry.
3. Does the system record when visitors leave?
Yes, and this is the part a paper register almost always misses. Visitors are verified and checked out on departure with the exit timestamped, so the school knows who is still on the premises rather than only who arrived that morning.
4. Why set up visitor types and purposes in advance?
Because a purpose selected from a defined list is reportable and a purpose written in longhand is not. Setting up the masters is what turns the gate record into something you can search and analyse later.
5. We have an inspection team of twenty arriving. Do we register each one at the gate?
No. Bulk visitor upload lets you register a scheduled group in advance, so the team is processed on arrival rather than typed in one at a time while a queue forms behind them.
6. Can visitors be pre-registered before they arrive?
Individual pre-registration is not currently supported. Visitors are recorded at the gate when they arrive, with a photograph and timestamped entry and exit. For scheduled groups, bulk upload serves the same purpose.
7. Do we need to buy hardware?
No. The system runs from a phone at the gate with nothing to install. Schools already using biometric scanners for regular visitors can keep them and use the mobile scanner for new arrivals, so both existing and new visitors are covered.
8. What reports does it produce?
Visitor history searchable by date, visitor type, purpose or the employee visited, with entry and exit times. It is the record an inspection or an incident review needs, available without going through a stack of paper.
9. How is this different from the gate pass?
Visitor management covers people coming into the school. The OTP-verified gate pass in Secure+ covers children being taken out of it – where an OTP goes to the parent and the escort presents it at the gate. Together they account for movement in both directions.
10. Will this slow down the morning rush at the gate?
It takes about as long as writing in the register, and rather less than deciphering it later. For scheduled groups, bulk upload removes the bottleneck entirely.
11. Is the visitor's photograph stored?
Yes, against the visit record, which is what makes the register meaningful for an incident review. Access follows the same role-based permissions as the rest of the platform.
12. How long does it take to go live?
We can configure the system in a few hours if we have all the data.