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. 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. -
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
brand and model type of laptop.
items before entering. For example, the
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 1 st visit, VMS can easily retrieve the visitor information by just using his name or ID number, VMS has built in auto- complete function which 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
[email protected]
