VMS - Overview

Current scenario : Manual

Visitors scribbling on notebook at entry and exit.
Visitor pass without visitor details.
No check on visitor entry/exit.
Data reliability issues.
No MIS.
Audit concerns.
Security Concerns.
Management concerns in case of emergency.

Proposed process : Automation by Alacrity’s VMS

Complete automated system for managing visitors.
Professional manner of welcoming visitors.
No paper work.
Customised Visitor Pass with visitor photo and details.
MIS on button click.
Audit compliant.
Benefits
Functional Benefits
Pre-Requisition module for employee/officers

Visitor Tracking

Contractor management solution

User Defined Gate Pass

Blacklisting Employees

Notification of Visitor’s arrival using Pop up/SMS/Email

MIS
Architecture
Admin Module: Creates
Database for Employees,
Generates Gate Pass
Template

Security Module:
Sending Notification to
ADMIN the Employee about
visitor’s arrival, Creates
Gate Pass, Monitors
Visitors presence in the
premises

Internet/
Intranet
VMS
Database

Security
EMP Self Service Guard
Module:
Allows/Disallows Visitor,
Prefix Appointments

EMP1 EMP 2 EMP ‘N’

Office Premises
VMS Flow
Visitors are of 2 types:

Unscheduled Visitors

Scheduled Visitors
 VMS Flow : Unscheduled Visitors

Security Person
checks all
ADMIN The Security Person
checkout times
enrolls the image
and the final Out
Enters and the My
fingerprint
name is Mr. A.
time
Visitor of the visitor
I want to meet Emp
1
details in the
application... “Check Out
Internet/ Visitor”

Intranet
VMS
Database

“Check Out “Check Out

“OK Send
Visitor” Visitor”
him” Security
Guard Visitor
POP UP: MR.
A Has come
to meet you Gate Pass Gate Pass is
given to the
Sends
Name: Mr.A visitor
notification
to Emp by
IN Time: 13:00
SMS/Popup/
EMP1 EMP 2 EMP ‘N’ PM
Email
Emp1 transfers
SMS: Mr
Company
Name: XYZ
Visitor toA Has
Emp2
Come to
Office Premises
meet you
 VMS Flow : Scheduled Visitors

Security Person
ADMIN The Security Person
checks all
enrolls the image
checkout times
and the fingerprint I want an
and the final Out appointment
of the visitor
Appointment
time No 001
“Check Out
Internet/ Visitor”

Intranet
VMS
Database

“Check Out
“OK Send
Visitor”
him” Security
Guard Appointm Visitor
Pop up: MR.
ent No
A Has come Gate Pass
to meet you Gate Pass is 001 on
9thJune;
given to the
Sends 2:30 PM
visitor
notification
Name: Mr.A
to Emp by
IN Time:SMS/Popup/
13:00
EMP1 EMP 2 EMP ‘N’ PM
Email
Appointment
SMS:NoMr Company
001 to MrAAHas
9th June;Come
on
2:30 to
Office Premises Name: XYZ

PMmeet you
 VMS Flow : Scheduled Visitors(Kiosk Based)

The visitor
Visitor enters theThe visitor
enters OUTno
appointment time
on
enrolls his
on kiosk
the the kioskfingerprint and
takes his picture
ADMIN on the kiosk
Enter Requisition Code

I want an
1 2 3 4 appointment
Appointment
No 001

Internet/
Intranet
VMS
Database

“Check Out
Visitor” Kiosk
Screen Appointm Visitor
Pop up: MR.
ent No
A Has come Gate Pass 001 on
to meet you
9thJune;
2:30 PM
Name: Mr.A

IN Time: 13:00
EMP1 EMP 2 EMP ‘N’ PM

Appointment
SMS:NoMr Company
001 to MrAAHas
9th June;Come
on
2:30 to
Office Premises Name: XYZ

PMmeet you
 Pre-Requisition module for employee/officers

Visitor’s Company
Name, Address,
Employee Contact info
Requisition

Transfer
Employee

Display Visitor Details

 Meeting Room Booking

Display Meeting Name

Meeting Date
and Meeting Details
& Time
Required

Display Meeting Room

Summary
Pass Personalizer.
Gate Pass.
Photo upload facility

Visitor Details

Visitee Details
Reports
Reports
Verticals
Banking

Government

Retail

Manufacturing

Pharmaceuticals

Oil Industry

Hotel Industry

IT
Clients

Raj Bhavan
 Contact Us

Alacrity Technologies Pvt Ltd.

Unit No. 736, 7th Floor, IJMIMA Complex, Near Infinity Mall,
Off Link Road, Mind Space, Malad (West), Mumbai - 400064,
Maharashtra, India.

Tel: 91-22-42955146 / 47 / 48 / 49
Fax: 91-22-42955169

For any further enquiries email us at :

[email protected]