Visitor Management Software - Streamline Guest Experiences with Cloud-Based
Replace your visitor log book with our VMS software and provide efficient way to Check-IN and Check-OUT
Visitor Management Software
Features
Our software is a digital platform designed to automate and optimize the process of visitor registration, verification, and tracking. Leveraging cloud technology, it ensures real-time access, secure data storage, and advanced features like ID scanning, email alerts, and comprehensive reporting—all accessible from anywhere.
Pre-Registration and Check-In
• Pre-Booking: Allow hosts to pre-register visitors, reducing wait times upon arrival.
• QR Code-Based Check-In: Send pre-generated QR codes to visitors for quick, contactless check-in.
Passport and Emirates ID
• Automated Document Scanning: Instantly scan and verify passports, Emirates ID identification.
• Data Extraction: Capture essential visitor details directly from ID documents, reducing manual error.
Email and SMS Alerts
• Real-Time Notifications: Notify hosts instantly when their visitors registers or arrive or check-in.
• Appointment Reminders: Send automated alerts to visitors with meeting details and directions.
ACS Integration
• Seamless Entry Management: Link with access control systems to grant or restrict entry.
• Zone Restrictions: Define access levels for specific areas to enhance security.
Visitor Badges
• Instant Badge Printing: Generate visitor badges with photos, names, and visit details.
• Color-Coded Access: Differentiate visitors with badge customization.
Detailed Reporting
• Custom Reports: Generate detailed reports on visitor data, hosts details and visit durations.
• Audit Logs: Maintain a record of all visitor interactions and review
Why Choose Cloud-Based Visitor Management Software?
• Scalability: Perfect for organizations of any size, from small offices to multi-site enterprises.
• Integration Capabilities: Works seamlessly with existing systems like access control, HR tools, and CRMs.
• Customizable Workflows: Tailor the system to fit your unique visitor management requirements.
• Global Accessibility: Manage and monitor visitor operations remotely, ensuring control across all branches.
Reach us
Visitor Management System (VMS) Workflow Steps
Pre-Registration
• Host initiates a pre-registration by entering visitor details (name, contact information, purpose of visit, and expected time).
• Visitor receives an invitation email or SMS with appointment details, location, and a QR code or access link for seamless check-in.
Visitor Arrival
• Visitor arrives at the facility and approaches the reception desk or self-service kiosk.
• Visitor scans the pre-generated QR code or inputs their details for check-in.
• For walk-ins, the receptionist manually enters visitor information into the VMS.
Identity Verification
• Visitor presents an official ID (e.g., Passport, Emirates ID, Driver’s License).
• VMS scans and verifies the ID, extracting relevant details into the system.
• System cross-checks visitor details against a blacklist or pre-approved visitor list for security purposes.
Check-In Process
• VMS captures a photo of the visitor (if required) and stores it with their record.
• Visitor signs any necessary agreements, such as an NDA or safety compliance form, digitally.
• VMS generates a visitor badge with details like name, photo, host, and visit purpose.
Notification to Host
• VMS sends a real-time notification (via email, SMS, or mobile app) to the host, informing them of the visitor's arrival.
• Host acknowledges the notification and prepares to meet the visitor.
Granting Access
• Visitor is granted access to specific areas of the facility based on their purpose of visit.
• If integrated with access control systems, temporary credentials or passes are activated for the visitor.
• Visitor proceeds to the designated meeting area or zone.
During the Visit
• VMS logs the visitor's entry and movement within the facility (if access control integration is enabled).
• Visitor engages in their scheduled meeting or activity.
Check-Out Process
• Visitor returns their badge or logs out using the kiosk or receptionist’s assistance.
• System marks the visitor as "checked out" and updates the visitor log.
Reporting and Analysis
• System generates reports on visitor traffic, visit durations, and peak times.
• Audit logs are maintained for compliance and record-keeping purposes.
Smart, safe, and easy visitor tracking for UAE businesses today
The Visitor Management System from eTOP Trading LLC is strong and will make your workplace safer while also making sure that guests have a smooth and frictionless experience. Our easy-to-use software lets you manage every visitor with ease, from fast notifications to badge printing and Emirates ID scanning.
Combining UAE Emirates ID and Passport
Make it easier for visitors to register by letting them check in using their Emirates ID or Passport. The ID scanner at the front desk collects important information, so there is no need to enter data by hand.
- Support for scanning Emirates ID and passports
- Visitor information that may be checked and is correct
Perfect for places with a lot of security
Smart, safe, and easy visitor tracking for UAE businesses today
Personalized Visitor Badges
When you check in, a personalized visitor badge is printed with meeting details, the company logo, and a QR code for checking out. You can change the design to fit your brand's needs.
- Badges that can be taken off or stuck on
- Custom design parts
- Quick checkout with a QR code.
Based on a Calendar — Booking Ahead of Time.
You can plan visits in advance using the eTOP guest management web portal’s built-in calendar. Visitors get all the information they need to check in, including a QR code and a Meeting Code for easy access.
- Have more than one guest at the same meeting
- A dashboard for keeping track of and managing visits
Send links to pre-registration directly to people who are going to attend
Integration of Access Control
To make your security even better, link your Access Control system to your Visitor Management System. Visitors can't go into critical areas until they check in through the system.
- No access to restricted areas until check-in
- Works perfectly with your access control system
- Keeping track of where visitors go in detail
Support for Multiple Companies and Locations
Use one robust platform to run all of your branches and subsidiaries. With eTOP's solution, you can transition between different firms and locations without compromising control or data separation.
- Centralized management for many sites
- Different access for each company
- Correct, separate data for each entity
