1. Introduction

The Visitor Management System (VMS) is used to manage how visitors enter, move within, and exit an organization. It ensures that only verified visitors get access, visitor activity is tracked and access is controlled and time-bound.

2. Getting Started

Before using the system, ensure that the VMS module is enabled for your organization. Contact the support team to activate the module and complete the initial setup.

2.1. User Roles and Responsibilities

1. Admin 
   The Admin has full control over the VMS and is responsible for system configuration and management, including check-in settings, visitor access, kiosk setup, visit policies, and log monitoring.
    
2. Front Desk 
   The Front Desk manages daily visitor operations including scheduling, check-in, check-out, handling walk-ins, and viewing logs. The Front Desk cannot modify system configurations.
    
3. Visitor
   The Visitor interacts with the system during their visit to the organization. Visitors can only check in and check out. Access is granted upon successful check-in and automatically revoked once the visitor checks out.

2.2 Types of Visits & Scheduling

1. Unsheduled

An unscheduled visit allows visitors to check in without a prior appointment. Visitors can complete the check-in process through the Front Desk or a VMS Kiosk, subject to the organization's approval settings. 

2. Scheduled

A scheduled visit is planned in advance by a host or authorized user. Visitor details, visit time, access permissions, and approvals are configured before the visitor arrives, enabling a faster and more controlled check-in experience. 

3. Bulk Schedule

Bulk scheduling allows multiple visitors to be scheduled at once. This is useful for events, training sessions, interviews, or meetings involving a large number of visitors, reducing manual effort and ensuring consistent visitor management. 

4. Visitor Pass

A Visitor Pass is a digital or printable pass generated after visitor approval. It contains visitor information and access credentials, allowing visitors to enter designated areas during the approved visit period. 

5. Group Visits 

A group visit enables multiple visitors to be managed under a single visit entry. A primary visitor is designated, and additional members are added to the same visit, simplifying check-in, approvals, and access management for teams or groups. 

1. VMS Settings (Admin Configuration)

The VMS Setup allows the Admin to configure how the visitor check-in process works, what information is collected, and how visitors are verified and managed.

1.1 VMS Setup

1. Check-in Setup

Admins can customize the check-in form by enabling or disabling fields. The selected fields define what visitors (or hosts, in case of scheduled visits) must fill during the process.

Mandatory Fields

The following fields are required for all visits:

• Name - The visitor’s name must be entered during check-in or scheduling. This acts as the primary identity reference.
• Person to Meet - Allows the visitor or host to select the employee being visited, ensuring proper routing and approvals.
• Visit Start Time - Specifies when the visit begins and is used for scheduling and access control.
• Visit End Time - Specifies when the visit ends and helps enforce time-based access.

Optional Fields

Admins can enable additional fields based on requirements:

• Upload Photo - Prompts the visitor to capture or upload a photo during check-in. This can be used for identity verification and facial recognition (if enabled).
• Comments - Enables a comments field that can be used by the visitor, host, or front desk for additional notes.
• Photo ID - Requires the visitor to upload an ID proof during check-in, adding an extra layer of verification.
• OTP Verification - Enables OTP-based verification via SMS and/or email for visitor identity validation. Admins can set it as mandatory (verification required) or optional (can be skipped). If OTP is disabled or skipped, no OTP SMS is sent to the visitor.

• Visitor Badge - Generates a visitor badge with a static QR code after visit approval. The badge is shared via an SMS link and can be viewed, downloaded, or printed by the visitor or front desk. 
  For group visits, a main visitor is designated. A single SMS link is sent to the primary visitor, containing badges for all members, and all badges display the primary visitor’s name.

2. Add Additional Comment

3. Contact Info

The Contact Info setting allows admins to configure what contact details are required from visitors during scheduling and check-in. Admins can enable one or both of the following options:

• Email
• Phone Number

  

  

If both options are enabled, admins can define how visitors should provide their contact details:

• Both Required – Visitor must enter both email and phone number
• Phone Required, Email Optional – Phone number is mandatory; email is optional
• Email Required, Phone Optional – Email is mandatory; phone number is optional
• Either One – Visitor can provide either email or phone number

  

Based on the selected configuration, OTP verification and all notifications will be sent to the provided contact detail(s).

1. Unscheduled Visits

By default, the system allows only scheduled visits. However, admins can enable Unscheduled Visits to allow walk-in visitors to check in without prior scheduling.  When enabled, the visitors can walk in at any time and complete self check-in using the kiosk or front desk

Auto Approval

The Auto Approval option is available only when Unscheduled Visits is enabled. When enabled visitors are automatically approved without host approval. On auto approval visitors are granted access based on the default door permissions configured under Access Settings (VMS)

A View Settings button becomes available after enabling Auto Approval. Clicking this button redirects the Admin to the Default Settings tab, where the default visitor access permissions and doors for auto-approved visits can be configured. 

1. Group Visits

The Group Visits setting allows admins to enable visitors to include additional members as part of a single visit. When enabled:

• A visitor can add multiple members to one visit
• The admin can define the maximum number of members allowed per group
• The allowed range is minimum 10 and maximum 50 members per group

  

This feature helps manage multiple visitors under a single check-in, such as team visits or group entries.

2.Visit Time Restriction

The Visit Time Restriction setting allows admins to control when visitors can check in or schedule visits. 

• To configure enable the Visit Time Restriction option 
• Set the start time and end time for allowed visits

Once enabled, visitors can only check in or schedule visits within the defined time window.

Notifications

The Notifications setting allows admins to configure alerts sent to the host.

To configure select the required notification options based on organizational needs. 

Available options:

• Visitor Checked-in – Notifies the host when a visitor is checked in by the front desk
• Visitor Approved – Notifies the host via email/SMS when a visitor is approved
• Visitor Rejected – Notifies the host via email/SMS when a visitor is rejected

2.Purpose of Visit

The Purpose of Visit setting allows admins to manage and customize the list of visit reasons. Admins can use these or create additional purposes as needed.

To Create: 

• Click on Add Purpose
• Enter the purpose in the text field within the modal and Click Save

  

Admins can Edit existing purposes or Delete added purposes

During check-in or scheduling, selecting a purpose of visit is required for both visitors and hosts.

1.1 Visitor Privileges

The Visitor Privileges setting allows admins to control which users within the organization can invite, schedule, or manage visitor entries.

The system provides two configuration options:

Allow All Admins to Have Visitor Privileges

When enabled, all users with admin roles are automatically granted visitor privileges. Front Desk users always have visitor privileges by default and do not require additional configuration.

Only Selected Users Have Visitor Privileges

When enabled, only specifically selected users are allowed to invite or schedule visitors. Front Desk users will continue to have visitor privileges by default.

To assign visitor privileges to specific users:

• Click on Assign Users
• Select the required users from the organization
• Save the configuration

  

1.1. Declarations

The Declarations setting allows admins to configure the terms and conditions that visitors must accept before completing the check-in process. 

When enabled the admin can choose to: 

• View and Use the default terms and conditions provided by the system or  
• Upload a custom terms and conditions document based on organizational requirements.

  

Visitors must accept the declaration during check-in to proceed further with the visit process.

2. Access Setting (Admin)

2.1 Access Setup

The Admin must enable Access Setup to configure visitor access permissions. Access Setup allows the organization to configure visitor access related settings such as assigned doors, access types, and access expiry.

1. Assign Doors 

The Admin can assign all doors or specific doors for visitor access. These are the doors that can later be assigned to visitors during scheduling or check-in.

Only the doors selected in Access Setup will be available for visitor assignment in later stages of the visitor management process. Doors that are not assigned in Access Setup cannot be assigned to visitors.

The list of available doors in the organization is displayed, and the Admin can:

• Filter doors using the site selector
• Search doors by name
• Assign or unassign doors as required

To assign doors, select the required doors and click Assign. 

To unassign doors, select the required doors and click Unassign.

2. Access Types

The Access Types setting allows admins to configure the different methods through which visitors can access doors within the organization. These access methods can later be selected by the host or Front Desk during visitor scheduling, approval, or check-in.

The following access types are supported:

QR Scan

Visitors can unlock doors by scanning the QR code linked to the assigned door. When the QR Scan option is enabled: 

• A QR Scan table is displayed containing all assigned doors
• Each door has its own unique QR code
• QR codes can be individually downloaded for printing or display near the access point

Visitors can scan the QR code using their mobile device to unlock the assigned door.

Card Access

Visitors can be provided with physical access cards after the visitor approval process. When Card Access is enabled: 

• A Card Access table is displayed
• The admin can click on Add Card to select cards already available within the organization
• Selected cards are added as visitor management cards

  

The actual card assignment to the visitor is performed by the Front Desk during check-in or approval. Cards can also be removed later using the remove action available in the table.

QR Reader

Visitors receive a digital QR code that can be scanned directly at doors equipped with QR Reader devices. This allows visitors to gain access without requiring a physical access card.

The admin can choose which of these access types should be available as selectable options for:

• Hosts while scheduling visits
• Front Desk users during visitor approval or check-in process

1. Access Expiry

Access Expiry defines how long a visitor retains access to the organization after check-in. Once the configured expiry time is reached, the visitor’s access is automatically revoked. 

The Admin can configure access expiry using one of the following options:

Auto Expiry

When Auto Expiry is enabled, the visitor’s door access automatically expires once the scheduled visit end time is reached.

Custom Expiry

Custom Expiry allows the Admin to define a custom access duration based on:

• Visitor check-in time
• Duration of the meeting or visit

  

The Admin can configure access to expire a specific number of hours after the scheduled meeting duration ends. This provides additional flexibility for organizations that require extended visitor access beyond the scheduled visit time.

1.1. VMS Kiosk

The VMS Kiosk is a self check-in system that uses a standalone QR code placed at the Front Desk or entry point. Visitors can scan the kiosk QR code using their mobile device, fill in their details, complete the check-in process, and receive access to the organization.

The Admin can manage all kiosk-related configurations from the VMS Kiosk section. The Admin can:

• View all kiosks configured within the organization
• Download kiosk QR codes
• Edit kiosk details
• Delete kiosks

Organizations with multiple entry points can create multiple kiosks and name them accordingly for easier identification and management.

1. Creating a Kiosk

To create a kiosk:

1. Click on the Add Kiosk button

   

1. Enter the kiosk name

   

1. Select the site where the kiosk will be installed

   

1. Click Save

   

Once created: 

• A unique QR code is generated for the kiosk
• The QR code can be downloaded and displayed at the respective entry point for visitor self check-in

  

1. Kiosk Access Control

From the VMS Kiosk section, the Admin can:

• Configure multiple kiosks at different sites.
• Manage visitor access control settings

When a visitor arrives at the organization, they can scan the kiosk QR code placed at the Front Desk or entry point and complete the self check-in process without requiring manual assistance from the Front Desk team.

1.1. Default Settings 

Default Settings are used for auto-approved visits within the organization. These settings automatically apply predefined visitor access permissions during auto approval. Default Settings are enabled by default for auto-approved visits.

1. Access Types

The Admin can configure which access methods should automatically be assigned during auto-approved visits. Supported access types:

• QR Scan
• QR Reader

  

QR Scan

Visitors can unlock assigned doors by scanning the QR code linked to the door.

QR Reader

Visitors receive a QR code that can be scanned directly at QR Reader-enabled access points.

1. Assign Doors

The Admin can select which doors should automatically be assigned during auto-approved visits. The list of doors can be:

• Filtered by site
• Searched by door name

  

To assign doors:

1. Select the required doors
2. Click on Assign

   

To remove assigned doors:

1. Select the assigned doors
2. Click on Unassign

   

Only the doors assigned in Default Settings will be automatically granted to visitors during auto-approved visits.

1. VMS Logs

The VMS Logs section provides a complete record of visitor activity within the organization. It helps Admins and Front Desk users monitor scheduled visits, visitor history, and visitor access events. 

The VMS Logs section consists of:

• Expected Visitors
• Visitor History
• Visitor Access History

  

1.1. Expected Visitors

The Expected Visitors tab displays all visitors scheduled to visit the organization in the future. The following visitor details are available:

• Scheduled date and time
• Visitor name
• Phone number
• Email address
• Site
• Person to meet
• Purpose of visit
• Comments

  

Click on the visitor’s name to view the visitor details. 

Users can:

• Search and filter visitors
• Perform visitor check-in

  

• Export reports in Excel or PDF format

  

Available filters:

• Visitor
• Person to Meet
• Date
• Purpose

1.1. Visitor History 

The Visitor History tab displays records of visitors who have previously visited the organization.

The following details are available:

• Scheduled date
• Visitor name
• Phone number
• Email address
• Site
• Check-in time
• Check-out time
• Kiosk name
• Person to meet
• Purpose
• Visit status
• Comments

Users can:

• View visitor details

  

  

• Perform check-in/check-out actions

  

• Filter records
• Export reports in Excel or PDF format

  

Available filters:

• Visitor
• Person to Meet
• Date
• Purpose

1.1. Visitor Access History

The Visitor Access History tab displays all visitor access events within the organization.

The following details are available:

• Visitor name
• Date and time
• Site
• Access type
• Event type
• Card number
• Direction
• Access point
• Kiosk name

Users can:

• Monitor visitor movement
• Filter access events
• Export reports in Excel or PDF format

  

Available filters:

• Visitor
• Kiosk
• Date
• Access Type
• Access Point
• Direction

2. Visitor Check-in Process

The Visitor Management System supports both single visitor and group visitor check-ins through: 

• Front Desk check-in
• Self check-in using VMS Kiosk

The check-in flow remains the same for both single and group visits, with an additional Add Members step available when Group Visits are enabled in VMS Setup.

1.1. Front Desk Check-in

Path: VMS Logs → Expected Visitors → Add Visitor → Check-in 

1. Contact Verification 

The Front Desk enters the visitor’s phone number or email address based on the Contact Info configuration set in VMS Setup. 

Case 1: If Contact information is configured to only phone.

Case 2: If Contact information is configured to only email.

Case 3: If Contact information is configured to both email and phone is selected.

1. OTP Verification 

If OTP Verification is enabled, it can beset as mandatory or optional.

If selected as Mandatory the visitor must verify the OTP received through SMS or email before proceeding.

1. Visitor Details Form

The Front Desk fills in the visitor details including:

• Verified contact information
• Visitor name
• Alternate contact information (optional based on settings)
• If only email or only phone number is configured then only email or phone number field will be available in the form 

  

• If email and phone number is configured then how we want the information from this configuration

  

• If both required is selected then email and phone number details are to be filled to move ahead in the flow

  

• If phone number is required and email is optional OR email is required and phone is optional then the required field has to be filled for moving ahead in the flow  while the optional field can be skipped

  

• If either one option is selected then either the phone or email is required to be filled.

• Purpose of visit

• Person to meet

• Site

• 
• Visit date
• Start time
• End time
  If the visit time restriction is enabled there is a fixed time window within which the visitor can be checked in.
• Comments

1. Add Members (Group Visits)

If Group Visits are enabled, additional visitors can be added under the same visit. 

To add members: 

1. Click on Add Member
2. Enter the member’s name and contact details
3. Repeat the process for additional members

Members can also be removed using the delete action. 

• The primary visitor is the visitor whose contact information is verified during the check-in process.
• For single visitor check-ins, this step can be skipped.

1. Photo Upload 

• If Upload Photo is enabled in VMS Setup, the visitor must capture or upload a photo during check-in. 
• This photo may also be used for facial recognition devices configured within the organization. 

1. Government ID Upload 

• If Photo ID is enabled, the visitor must upload a government-issued ID proof during check-in. 

  

  

1. Terms and Conditions

• If Declarations are enabled, the visitor must read and accept the declaration before completing check-in. 

  

Once the check-in process is completed and approved:

• Visitor access permissions are assigned
• Visitor badges may be generated
• Access automatically expires based on the configured Access Expiry settings

1.1. Bulk Scheduling 

Navigate to

Visitor Management → VMS logs → Add Visitor

Then select Bulk Visit

Step 1: Download the Template

Click Download Template to download the visitor scheduling spreadsheet.

The template typically contains fields such as:

• Visitor Name
• Country Code
• Phone Number
• Start Time
• End Time
• Visit Date
• Person to meet
• Purpose of visit
• Host Comments

Step 2: Populate Visitor Details

Enter the details of all visitors in the template.

Guidelines:

• Ensure mandatory fields are completed.
• Contact information must follow the configured Contact Info settings.
• Visit dates and times must comply with any configured Visit Time Restrictions.
• The selected host and site must exist within the organization.

Step 3: Upload the File

After completing the template:

1. Click Browse Files 
2. Select the completed spreadsheet
3. Validate the uploaded data
4. Resolve any validation errors displayed by the system

Step 4: Review and Schedule

Once validation is successful:

1. Review the visitor list
2. Confirm scheduling
3. Submit the bulk schedule

The system creates individual visit records for each visitor.

Notifications

Depending on organization settings:

• Visitors may receive visit invitations through SMS and/or email.
• Hosts may receive notifications about the scheduled visitors.
• Visitor Passes may be generated automatically after approval.

Visitor Pass

A Visitor Pass is a digital pass generated for approved visitors. It serves as proof of authorization and may contain visitor credentials required to access designated areas within the organization.

The Visitor Pass can be viewed digitally, downloaded, or printed before arrival.

Scheduling A Visitor Pass

1- Navigate to Visitor Management → VMS logs

2- Click on Add Visitor → Visitor Pass

3- It displays an information page as shown below. The front desk or admin should fill in the visitor details.

4- After filling in the visitor details, Click on Next.

5- After clicking on Next, Assign the Access Type and Door and Click on Schedule.

After clicking on Schedule , a SMS will be sent to the visitor.

Once the visitor clicks on the link and accepts the terms and conditions of OptiSpaces AI, the visitor has an option to Skip OTP or Send OTP

If the visit has selected Send OTP then an OTP will be sent on the mobile number entered while scheduling the visitor pass. 

After entering the OTP, it will display a page of the visitor's information in the organization as shown below.

Once the visitor has verified the information and clicks on proceed, a Terms and Conditions page will appear wherein the visitor has to read and accept the terms and conditions set by that particular organisation.

Once the visitor accepts the terms and conditions, it will generate a visitor pass.

Contents of the Visitor Pass

The Visitor Pass may include:

• Visitor Name
• Visit Date
• Visit Time
• Person to meet
• Purpose of Visit
• Visitor Reference Number
• Start/End Time
• Start/End Date.

Visitor Pass Validity

The Visitor Pass remains valid only for the approved visit duration.

Access is automatically revoked when:

• The visitor checks out.
• The visit expires.
• The configured access expiry period is reached.

Once expired, the Visitor Pass can no longer be used for access.