VMS – Visitor Management System

1. No more long queue at guard house due to manual recording

2. Quick check-in and check-out for your VIP visitors

3. Powerful search system to reveal visitor detail

4. Powerful reporting system

5. User-friendly. Security guards favorite check-in software

6. Secure and systematic records of visitors visiting your premise

7. Cost and Time saving.

8. Systematically ban uninvited visitors.

What is VMS?

Visitor Management System (VMS) is an administrative system used to record

the presence of the visitor that enters your company premise.

Monitor daily events happen at the entrance of your company and keep

track of those who have entered the company territories. Typical events that

appeared on the diary screen might be a vendor visits, meeting or appointment.

VMS required the visitors to fill in basic information such as name in IC, contact

number, purpose of visiting before the visitor is allowed to enter the company.

The information of the visitor will be stored in database thus when he/she visit for

the 2nd time, the company can easily track back their information.

Extensive query and sorting features enable you to extract valuable information

from the data has been entered.

Why VMS?

To replace the traditional pen and log book method by using systematic

computer system in visitor registration to automatically extract permitted

information of the visitors into the system database. This enables the security

management to track and control the visitors with higher efficiency and

productivity. VMS can also sort the visitor with various category for better

reporting purpose.

Visitors

A visitor can be an individual or an organization that is non-employee of the

company. Before the visitor enters the company property, he or she must register

with the security department.

User

A user may be a security guard from security department. User is anyone who is

permitted to use VMS routine work. (Basic registration function)

The right to modify or delete the data stored in database is not granted to user for

security purpose.

Using VMS for visitor registration

Step 1: adding visitor

Double clicking the VMS shortcut, the VMS windows as below will prompt out.

Figure 1: User Interface of VMS

There are 3 tabs in the software. “Check In”, “Check Out” and “Reports”.

For the “Check in” Tab, a visitor must fill in three required information in order

to check into the company building. Other info are optional depends on company.

Full Name

IC or Passport Number

Company name

VMS will not proceed to the next step until the required information is filled. After

the user fill up the basic information, the “Check In” icon at the right bottom of

the windows will show a light green tick sign which mean the user may now

proceed to the next step.

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Figure 2: Visitor Check In

If the visitor brought in any laptop, camera, bags or others item into the company

territories, he or she must declare the items before entering. For example, the

brand and model type of laptop.

Step 2: Taking Picture of the visitor (Optional)

VMS will snap a photo of the visitor. This feature is optional, it can be disable

upon request.

Figure 3: Snapping Visitor's photo

There is a list of visitor inside company territories at the right hand side of the

window.

Figure 4: List of visitors

The picture of the visitor will enlarge when the cursor is pointing to his name.

Figure 5: List of visitors

By clicking the “Emergency Report”, VMS will print out the detail of visitors

inside the company building.

Step 3: Check Out

By clicking the “Check Out” Tab, a different window will show. (See Figure 7)

Figure 6: Check Out

User need not to fill in the visitor information again, because VMS have a Fast

Search Engine. By simply typing the name or company in the “Search” column,

the information of the visitor will be called out.

Figure 7: Check out using Fast Search

User can check out the visitor by just clicking the “Check Out” button. If the

visitor did inappropriate behavior in company territories such as stealing, user

can ban the visitor from visiting the company again by clicking the button “Ban

Visitor”

Step 4: Generate Report

User can reveal the history of the visitor flow by clicking “Reports” Tab. (See

Figure 9)

Figure 8: Generate Report

The reports can sort by various categories:

Name

Department

Devices

Company

Date of visit

Figure 9: Reports

The report will be view in spreadsheet form (Microsoft Excel). All the detail

information of the visitor will be shown.

Figure 10: Report in Spreedsheet

Step 5: Identify visitor

If a visitor revisits the company after his 1st visit, VMS can easily retrieve the

visitor information by just using his name or ID number, VMS has built in auto-

complete function which makes the process faster.

Figure 11: Auto-fill feature

If the visitor has been banned from his previous visit, VMS will inform the user.

The visitor request to enter the company will be rejected until the company unban

him from the list.

Figure 12: Banned Visitor

Hardware components (optional)

Barcode Scanner : to scan visitor identity card during check in or check

out

Thumbprint Scanner: to verify visitor identity

Webcam: to take picture of visitor before check in

System Requirements

These requirements apply to all machines on which VMS is installed.

Operating system: Windows 95/98/2000 or Windows 7 32-bit

Monitor: SVGA 800 × 600 display

Processor: Pentium P100 or above (P300) recommended

RAM: 32 MB (64 MB recommended)

Free hard disc space: 20 MB for VMS program; 2 GB for visitor data

The multi-user version works on most PC networks including

License Fees

RM 300 per month

RM 3000 per year

Free Trial available. Contact

me@jeeshenlee.com