Need of Digital Visitor Entry System!

With a digital visitor entry system, you can benefit by replacing all your sign-in sheets with digital visitor logbooks. Digital visitor management systems handle guests as effectively and efficiently as possible by keeping track of guests, notifying hosts, checking watch lists, and scheduling visits. You benefit from a quick, simple, and secure guest check-in registration process as a result. By making new visitor registration in your electronic visitor sign-in system as quick and easy as possible, the electronic guest management solution module, which was created with the customer in mind, is specially designed to fulfill the visitor management system requirements.

Reasons to have a Digital Visitor Entry System

Ensures Security –

One of the main reasons that identification and visitor monitoring should be employed is the requirement to protect the privacy and security of the organisation. As the initial line of security vs any potential outside intruders, the electronic sign-in system can be used. This technique prevented unwanted guests from entering.

Professional business process –

By removing any needless waiting time required to find the guest, a visitor management system can considerably streamline and expedite the check-in procedure for visitors. Additionally, a visitor’s perception of assurance and trust in the organisation as a whole is increased by the greater level of organisational security displayed by adequate visitor information validation and safeguards to preserve visitor details’ confidentiality.

Guest security compliance –

A system for digital sign-in and sign-out can help your business fulfill the rising need for honest information while also assuring adherence to security procedures. Electronic staff sign-in systems can be configured to include a guest privacy statement for acquiring visitor affirmation with specific terms, situations, and regulatory issues of your organisation during the preliminary check-in process, in addition to helping to create a more effective visitor management experience.

Visitor information confidentiality maintenance –

A more secure method for tracking and identifying visitors is an electronic visitor program that smoothly and digitally records the visitor’s data. It assists in protecting visitors’ privacy and keeping their information hidden from other guests. Utilizing a QR code for sign-in will enhance visitor privacy.

Touchless sign-in procedure

The visitor registration process is automated and simplified with the use of an electronic sign-in/sign-out system, which improves efficiency. A Code generator can be used to rapidly and easily electronically record visitor data that can then be entered into visitor identity management. Touchless check-ins give guests a substantial experience while assisting in the prevention of virus spread.

Digital Visitor Entry System Improves security

When a business collects visitor data via a manual system. The guest physically enters this data by hand into visitor log books, where it is usually written in sloppy handwriting that is difficult to search and track. In essence, this gives an illegal intruder full rein to enter the entire building!

Conclusion -Digital Visitor Entry System

A visitor management program acts as the organization’s first line of protection in terms of security, shielding it from any expensive loss of valuable man-hours. The digital visitor management system aids your organization’s wise and digital development. Simply transition to an online visitor management system from a manual one.

Read : All about the Visitor Management System

Visitor Management
Visitor Management

Visitor Management” keeps track of how often a public building or site is used, manages visitors’ arrival, and makes sure they have a positive experience while they are there. Numerous procedures are typically involved in visitor management to keep guests and staff in a safe, secure, and appropriate location.

What Can Visitor Management Software Do?

Visitor management is essential to keep the workplace secure and in compliance while providing each visitor with a first-rate impression. However, the conventional method of managing and tracking visitors, which relies on physically gathering and maintaining visitor data, typically with something like a paper-based guest confirmation book, may expose businesses to danger while reducing efficiency and effectiveness.

Things to Look for When Choosing a Visitor Management System

Organizations need a reliable visitor management system to track down and control guests. A visitor isn’t an employee of your company present in your office, whether a prospective client, a contender for an appointment, a vendor, or a lawyer. However, picking a reliable visitor management system is essential as it not only improves security but also provides insightful data for your company’s operations.

As a result, you should choose a visitor management system that is appropriate for your company. Let’s look at why your business needs a visitor management system.

1) Get the live status of all visitors

Recognising and following people in the building is feasible since visitor data is recorded in the visitor management system, and photo proof is taken.

Receptionists can easily identify guests since visitor management systems produce photo IDs for each guest they register. Additionally, you can monitor ongoing visitor movements and examine visitor trends. Additionally, visitors can pre-register so receptionists will have more information about them when they come.

2) Reduced labour cost while improving building security

With a visitor management system, organisations can significantly reduce their infrastructure expenditures. It may not be necessary to use dedicated servers, system-specific equipment, cabling, etc., with the web-based program.

Establishments like business organizations where people often enter and exit need a proper identification system. In these circumstances, a paper-based system or a simple VMS is ineffective since it does not add additional security layers. For such locations requiring a high degree of security, a biometric visitor management system that uses iris and fingerprint technologies are ideal. The software and hardware component’s ability of a VMS determine how secure it can be. Your organisation has many levels of protection thanks to features like facial recognition, emergency alerts, authorization to carry devices, and others.

3) Data Privacy Compliance

Depending on your sector, you might need to gather specific data from each person joining your firm to comply with regulations. You can incorporate the appropriate screening queries into your check-in procedure to ensure that the correct information is collected and stored securely to protect data and privacy.

4) It hastens the sign-in process of visitors dramatically

Businesses can no longer afford to provide customers with experiences like paper sign-in logbooks and lengthy lines at the front desk. With a VMS, visitors’ sign-in process becomes faster and easier.

Visitors must utilize a visitor management system for scanning their IDs or completing pre-registration. The process of authenticating meeting details or authorizing the visit is streamlined and simplified, freeing employees from requiring to recall guests to sign a hardcopy logbook.

Read : All about the Visitor Management System

5) Visitor Management System improves accountability and visibility

Recognising and following individuals within the building is feasible since visitor data is recorded in the visitor management system, and a photo ID is taken.

Receptionists can quickly identify guests since visitor management systems produce photo IDs for each visitor they register. Additionally, you can monitor ongoing visitor activities and examine visitor trends. Also, guests can pre-register so receptionists will have more information about them when they come.

Should you invest in visitor management system?

Your visitors contribute to developing a more robust workforce, so you must possess the appropriate technology to welcome them and ensure their time is as pleasant as possible. You can wow each guest that enters your doors by having a talented workforce, a transparent process, and the appropriate technology.

Read : Benefits of Digital Visitor Management System over Visitor Logbooks

Digital Visitor Management system
Digital Visitor Management system

The days of using check-in papers or log books to keep a record of visitors at businesses are lost forever. Almost every element of modern life has been improved through digitalization to make activities simpler. It has looked everywhere, and the registration process for visitors is no exception. A digital visitor management system allows for seamless monitoring of visitor check-in information. Let’s compare a visitor management system with visitor sign-in papers to demonstrate this better.

Benefits of Digital Visitor Management System over Visitor Logbooks

Price and effectiveness

Although a data recorder could seem more affordable than computerized alternatives, keep in mind that, in addition to the cost of the check-in sheet, you would also need to pay a significant sum for the receptionist.

Additionally, clever visitor management solutions have meagre prices that practically any business can afford. Choosing a technology solution will reduce the possibility of human error in addition to helping to safeguard the environment.


The sign-in sheets have a reasonable likelihood of disappearing. Without a receptionist, anyone can readily tamper with the entries. There is no guarantee that the entry was made by the individual in question or not by an impostor. In addition, everyone who signed the sheet has access to the log book’s whole and may see everyone else’s check-in information. What happens if someone on a blacklist tries to enter the province? Could the log book stop him?

On the other side, a guest management system is significantly more secure. Before providing a visitor permit, it completely validates the person’s identification using their credentials. This online check-in system records all visitors, including those who have been welcomed and those who have been blacklisted. Visitors’ information is gathered, including name, email address, check-in and check-out times, and the reason for their visit, among other things.

Therefore, the visitor management system clearly surpasses sign-in sheets in terms of security.

Upkeep and dependability

How much do you believe you can rely on your front desk agent? What if a massive crowd appears out of nowhere? Would she be able to answer everyone’s questions on her own? Can everyone register their names? What if the front desk agent took a day off or went on vacation? The front desk might become a little disorganized, don’t you think? Indeed. A virtual assisted desk can be more effective than a receptionist in every way.

Installing the visitor management program on your tablet or iPad would be a good substitute for the conventional receptionist. The guests wouldn’t have to wait in lengthy lines or for a single concierge to answer any questions. They can quickly check in and get their pass printed by entering their respective credentials.

If at all possible, you could hire a receptionist. The receptionist can take on a more productive role and improve the tourist experience while the digital visitor management system handles the check-in procedure.


The front desk can get a little chaotic when using a typical sign-in sheet. For example, the offices next to the front desk are frequently disrupted until the appropriate person is sought when a shipment needs to be delivered or a specific employee needs to be tracked down.

Visitors can input their name and the nature of their business on a virtual receptionist app. The appropriate staff will be immediately notified via text message, mail, voice call, or instant messaging apps. Employees near the front are not asked to find specific individuals. When they aren’t used to checking in guests, the person who would typically work as the receptionist or check-in supervisor can be directed into a more productive job.

Also Read: Onestop Gate Pass System Workflow

Follow-Up After Visit

When guests sign a sheet by hand, it’s frequently illegible, they can forget to sign in at all, or they might even fail to provide vital contact information. And someone will need to input that data using conventional pen and paper into a different CRM system. In light of this, follow-up is a hit-or-miss process.

The Digital gatepass system provides a robust electronic signature function for legal documents that explicitly links the visitor’s first name, surname, and email account to their signatures. This document may be quickly added to your CRM database and kept in a cloud-based visitor log. A computerized method eliminates issues like difficult-to-read handwriting, missing sign-in, and inaccurate data.

Also Read: Improve the visitor security with gate pass management system

Conclusion – Digital Visitor Management System over Manual Visitor Logbooks

Is there any actual use for a paper guest sign-in sheet? Or is it merely a procedure for the sake of a process?

A digital visitor management system outperforms the conventional sign-in sheet for various factors, including price, security, productivity, efficiency, and the value of the data. A visitor verification app is also a fantastic approach to wow your clients and demonstrating your business’s innovation, which may give you an edge over rivals and aid in hiring top talent.

Visitor Management System
Visitor Management System

What is Visitor Management?

Organizations, facilities, and industries, at different geographical locations, have different policies to keep track of people visiting their organizations. Any procedure that aids an organization in keeping track of the people who visit their place is referred to as visitor management.

Visitor management is the process of tracking, managing and controlling the flow of visitors in a facility or building. It involves a check-in process where visitors are required to provide identification and sign in, and a check-out process where they sign out and return their identification. This process can be done manually or through the use of software or hardware systems called Visitor Management Systems (VMS)

What is Visitor Management System?

Visitor management systems are software or hardware systems used to track and manage the flow of visitors in a facility or building. Organizations can establish or implement visitor management policies with visitor management systems. Many businesses are replacing their paper and pen sign-in sheets with the digital visitor management system that can help them do much more as they understand visitor management’s significance.

While some businesses only need the visitor’s name, others have stricter security guidelines that call for badges, legal papers, employee escorts, etc. 

How Does Visitor Management System Works?

Software for visitor management is essential for streamlining the welcoming process. A visitor management system welcomes visitors to your establishment by checking them in and alerting the host staff to make connections quickly and effectively. The program ensures that visitors sign in securely, that their identities are confirmed, that visitor photographs and electronic signatures are taken, and that all action is digitally recorded. The touchless technology reduces interactions between staff and guests and scans temperature to stop the spread of disease. Let us now discuss how a guest management system operates.

Guests Arrival

As soon as a person enters your property, the visitor management software recognizes them and takes care of them. 

These three strategies can create a successful visitor recognition system:

1) Have an automated receptionist that can detect a visitor’s arrival via its hardware or by integrating with other systems.

2) A personable receptionist who can identify a visitor right away

3) Put up signs directing people to the various company offices. The system should then ensure that guests are comfortable by directing them to the waiting area or providing an escort to their destination.

Visitors Register

As visitors sign in, you must ascertain the kind of person you are dealing with. Using a self-service touchscreen or a guest smartphone is one quick approach to organizing the visitors. They will provide their names, the reason for their visit, contact information, the name of the host, and any other visitor data your business may require.

Consider safety at this stage by implementing a touchless visitor management system that minimizes the need for staff interaction with visitors. Similar to this, use a temperature scanner to bar visitors with high temperatures from entering the property, lowering the risk of COVID disease transmission.

You can take additional security precautions like:

·       Scan visitor IDs using photos

·       Digital signatures

·       Badges for guests

An employee of the host is informed

The visitor should be introduced to their contact person as soon as possible to help with the reception procedure. Have a host alert notification system that contacts staff members using the channels they wish to use for communication. Typical examples are voice calls to landlines or mobile phones, text messages, emails, or instant messaging sent to Slack, Google Chat, or MS Teams.

The check-out Process

Just as important as check-in is checkout too is. The program must be reliable enough to track who enters the building, how long they stay there, where they go, and when they depart.

Work with reliable technological providers to manage and keep all the private information obtained during the sign-in process.

Benefits of Visitor Management Systems

Simplify laborious, manual procedures

Businesses can no longer afford to offer customers experiences like paper sign-in logbooks and lengthy lines at the welcome desk. Software for visitor management digitizes these procedures.

A visitor kiosk is available for visitors to scan their IDs or enter pre-registration data. The process of authenticating meeting information or approving the visit is automated and simplified. Additionally, you are not required to provide paper paperwork for things like NDAs to vendors or contractors. These may be effortlessly included in the workflow made possible by the program

Reduce costs

Manual methods of office administration and building security can be quite time-consuming. Several companies have forced themselves to expand employees at entrances, reception desks, and other locations throughout the facility to control the flow of visitors and ensure everyone’s safety. These front-line responsibilities are frequently stressful, which is unsuitable for the business from a financial standpoint or for the personnel.

You have the chance to redeploy your human employees to high-value jobs and maybe save money by moving important visitor flow components, like the check-in procedure, to an electronic system. Offering a consistent customer experience around-the-clock.

Gain better visibility into visitor activity

Verify that everyone coming into, or leaving your building is authorized to be there.

Visitor management software make it easier to collect, monitor process and store this data. They will identify who is new and who is coming back. Additionally, they can assist in managing RSVPs, estimated visitor counts, and group registration. Even watch lists can be integrated via technology. With in-depth analytics to identify visitor activity trends, you have never-before-seen visibility into who utilizes your space, when, and how.

Meet safety and compliance requirements

Organizations need to take the responsibility for maintaining employee health. The good news is that the technology you use to manage visitors is also quite effective at managing your workplace. Visitor management systems may assist you in securely managing the workplace and provide you with an entire audit trail, whether it is through automating temperature checks or lowering the risk of infectious disease transmission through technologies like touchless entry control.

Regarding compliance, based on your industry, you could be compelled to ask everyone who enters your company for specific information. Your check-in procedure can incorporate key screening questions to ensure that the correct data is collected and stored securely for data and privacy protection. Advanced solutions like touch-free, highly secure biometric readers can be readily integrated if you need to regulate access at the individual level.

Manage multiple sites

You can manage many sites from a single platform using cloud-based visitor management, ensuring uniform compliance and user experience throughout your firm. A centralized system makes sharing of information and regulations among numerous places easier. This encourages communication and cooperation across the entire company.

Local managers may be given the authority to observe incidents at their facility and take appropriate action, in addition to corporate health, safety, and security leaders having visibility into everything happening. Where it makes sense, you can alter visitor requirements at particular sites. For instance, a research lab might restrict entry to the building during particular day hours.

A cloud-based visitor management system also grows to handle additional entrance points, offices, teams, and even whole new sites.

Read: Improve visitor security with gatepass management system

Features of Onestop Visitor Management Solution

Some of the features of the One Stop Global Gate Pass are- 

Scheduling – System assists in the orderly scheduling of cars, enhancing operational processes and enhancing efficiency for the company.

Identification – The visitor management system records the identity of visitors and stores their photographs for further use.

MonitoringGate Pass system efficiently keeps track of customer traffic and wait times, simplifying every duty for the company.

Notifications – The host receives a notification from the Gate Pass management system with the visitor’s information and arrival time. Admission of visitors or vehicles is only permitted with the host’s consent.

· Correct visitor arrival and departure times are recorded to improve organizational processes.

· Real-time Reports – The system generates online reports that are accessible at any time and are created in real-time. 

Read: Workflow of Onestop Gate Pass Management Software

What to Look for in a Visitor Management System?

Choose a visitor management system in India that is appropriate for your company. When picking a visitor management system, let us examine the criteria you should consider.

  • Cloud-based VMS versus basic VMS

Staffing is key when deciding which Visitor management system will be best for your firm. Some businesses rely on the receptionist, while others have open lobbies. If the front desk is manned, a primary VMS that can help the receptionist will do.

Nevertheless, if you want to give your visitors a user-friendly experience, a modern, cloud-based visitor management system would be more suitable. Therefore, customers may swiftly fill out their information and check themselves in even if there is no receptionist at the desk.

  • Simple and logical

It should be easy to solve the simple problem of visitor management. Without professional installation, you should be able to set up and use your VMS in minutes. You should be able to customize the system as needed, but the configuration and navigation options should be highly straightforward for a regular user or receptionist.

  • Small Data or Extensive Data

Do you ever find yourself trapped with a full visitor log and no idea what to do with it? A cloud-based system would be an easy answer to this issue. Visitor can input their data into a cloud-based system, and the cloud will store it. So, the arduous data entry is over.

A cloud-based system also allows you to access your data from anywhere in the world. Tracking who checked in, who checked out, the arrival time, etc., is simple.

  • Intensity of Security

A proper identification system is necessary for places like schools, hospitals, and other establishments where people enter and exit frequently. In these circumstances, a paper-based system or a simple VMS is ineffective since it does not add additional security layers. For such locations requiring a high level of security, a biometric visitor management system that uses fingerprint and iris technologies is ideal.

The hardware and software of a VMS determine how secure it can be. Your business has numerous security levels thanks to features like face detection, emergency notifications, authorization to carry electronics, and more.

The Future of Visitor Management

The top 5 specifications for a 2022 Visitor management system in India are as follows:

1) Pre-registration of all visitors to the building or workplace

2) Maintaining a customized workflow for signing in varied visitors.

3) Guests giving visitors smart cards to reduce touch and manage access inside the office

4) Notify employees and users via their mobile apps when the guest comes.

5) Real-time dashboard and visitor reporting

An effective VMS boosts your firm’s security dramatically while streamlining the administration of visitors or other individuals. Additionally, your visitors will get a futuristic impression thanks to your computerized welcome desk.

What’s Unique About OneStop Visitor Management System?

OneStop has an application called the Gate Pass Management System also known as Visitor Management System that allows for the online input of guests, vehicles, and materials entering and exiting the business premises.

In a plant, industry, or office, manually recording visitor information or monitoring material shipments takes time, effort, and paperwork. With One Stop Gate Pass Software, you can effortlessly do away with these paper logs and maintain a complete record of the cars, guests, and materials.

Returnable and non-returnable gate passes can be produced using the gate pass software. The visitor management system/gate pass software keeps track of the initial gate pass transaction whenever a returnable gate pass is issued, making it simple to access the record of awaiting returnable information.

Read: Benefits of Material Gate Pass Management System

The Gate Pass system aids in maintaining the safety, and confidentiality of your business.

Material Gate Pass Management System
Material Gate Pass Management System

An organization’s whole gate pass management process, including the management of supplies, consumables, visitors, etc., is automated by a gate pass management software. Items that need to be delivered or retrieved can be returnable, non-returnable, inter or intra-transferable, or any other type of object. The common material management system (CMS) process is time-consuming, involves a tonne of paperwork, and frequently results in errors and delays. In addition, day-to-day problems include a lack of efficient tracking from start to finish and other elements of the gate pass procedure. Therefore, a material gate pass management system resolves the difficulties brought on by paper passes.

Let’s go on to learn more about the benefits of the material gate pass management system.

Benefits of Material Gate Pass Management System

No need for paper or printing

On the network, the requests for gate passes are retrieved. A software program called a gate pass management system automates the entire gate pass process. The program does not advocate the usage of paper.

High-Level Authorities And Approvers Of Any Kind

A modular device serves as a foundation for managing the gate pass content. Before moving from one place to another, specific content formats require varying authorized power levels. You can adjust any enabling levels by adding or removing them as necessary.

Quick and simple to access

In a materialized gate pass management system, there is no need for a manual signature to approve any pass. An approver may approve access from any location in the world. The process is unaffected by a person’s physical unavailability. It is one of the critical advantages of a system for material gate pass management.

Make any gate pass

There are two different kinds of gate passes, NRGP (Non-Returnable Gate Pass) and RGP (Returnable Gate Pass). Both of these gate passes can be tracked with the aid of a material gate pass management system. However, any gate pass could be designed based on the needs of the business or the required material category.

Alerts & Instant Notifications

Managing manual gatepass takes a lot of time. However, it minimizes loss, misplacement, or delay time. The manual gate pass method entails several steps, from submitting a request to its approval by the appropriate authorities before shipment. As a result, the concerned party receives notification from the material gate pass management system with the information needed to take the necessary measures.

All data is stored and used after analysis

In addition to being kept in the system, all information about material gate passes is also analyzed and provided for future use. For instance, how many non-returnable item gate passes were issued within a particular period, how many things are due for return on a specific date, etc.

High Flexibility And Usability

Paper passes or forms are used in the manual gate pass procedure. The ease of use is relatively high in a cloud-based material gate pass management system. It is laborious and prone to error process. On the virtual passes or forms, fields for entering information can be added or removed as needed.

Before approving the material, you can view images of Material

Gate passes must be created in any organization for various products. Before being accepted, some of the products could need physical examinations because some might be crucial. An approver in a system for managing material gate passes can examine an item’s photos before approving the gate pass. The gate pass approval process takes much less time as a result.

Read- Workflow of Onestop Gate Pass Management System & Benefits of Cloud-Based Gate Pass Management System.


Even in today’s digital world, organizations still track their goods with paper passes. Paper passes and registers are inefficient for keeping track of any information about the material movement. In addition, manual methods bring on multiple operational and security issues. Most of these problems are resolved by a material gate pass management system. The entire material gate pass procedure has been made digital and more affordable for organizations, corporations, and apartment buildings with the introduction of cloud and mobile technology.

Also Read: Why businesses need cloud-based gate pass software

Improve the visitor security with gate pass management system

As the Covid-19 situation has eased a bit in our country, many companies have called back their employees to their beloved workplace. If not completely, many companies have switched to the hybrid model too. This means that the employees are spending around two to three days in their office per week. However, whether it is a few days or a whole week, the most prominent factor is the safety and security of every employee at their workplace. If your workplace is secured, it lets you feel safe every second and enhances your productivity. For this, many companies ensure that they have a GatePass Management System. It gives employees a comfortable feeling because it lets them decide who can come to them or enter their office.

Unlike the unorganized workplaces where anyone can reach an individual physically, and god forbid, any mishap can occur, on the other hand, most companies and organizations have adopted the Visitor Gate Pass System. Well, everything comes with its pros and cons. It is undoubtedly a safe and sound system that ensures 100% safety, but if your guest is new to this system, they might be irritated by it. However, this enhanced system does everything from visitor information to their accurate track record.

Pros of the Gate Pass System

  • Ting-Tong! You know who it is – As the Visitor Gate Pass System will notify you first on who is seeking your approval to enter the company premises, no unknown person can just come to you. With this system, many mishaps and crimes can be prevented.
  • No criminal activities – When you ensure that your workspace has a proper Gate Pass Management System, there are very brisk chances of thefts, robberies, or other malpractices. This is because this system ensures that people belonging to that particular place are present, and no other unwanted or suspicious individual is there.
  • Accurate track record – If any unusual activities occur, the track record maintained in the system can help the concerned authorities retrieve the essential data. This is because it records accurately in & out visitor timings.
  • Be ever-ready with proper notifications – As you are notified every single time one wishes to come to your abode/workplace, this facility gives you a time frame to make all the proper arrangements beforehand only. You do not want your workplace to be messy when you know someone special is just arriving.
  • Advanced Control with Visitor Access: One prominent positive feature of the Visitor Pass Management System is easy to control. With this, you can enroll a visitor’s credentials and permit them to access only selected areas.

On the other hand, one of the cons witnessed in this Visitor Pass Management System is that it also results in unnecessary clashes. Many people who work in unorganized companies face this issue when they visit someone who works at a company that has adopted this Visitor Management System. Moreover, as the verification and approval take a little time, people become impatient and often enter into unnecessary arguments. Little do they know that this verification step is mandatory.

Modules of Gate Pass Management System

Officially, this gate pass management system has three kinds of modules.

  • Admin Module: This module is installed for the administration of the workplace. It defines and records the host details, sets gate pass formats, and even generates reports.
  • Host Module: This module is for the employees to keep a tab on the visitor details. The host further can send the response to the safety gate staff.
  • Security Gate Module: This module is deployed at the entrance area of the concerned premises. It facilitates the staff at the security gate to register the visitors’ details with a picture. And further notification is sent to the host.

Read – Workflow of OneStop Gate Pass Management Solution and the benefits of cloud based gate pass managemnt system here.

However, the requirement of a GatePass Management System varies from place to place. Designed to address the safety of physical, intellectual, and human assets, it is no doubt a professional and systematic method. What is more remarkable about this system is that it does not compromise security, hospitality, and productivity.

Read – All about the Visitor Management System

Reasons to have a cloud based gate pass system

The evolution in technology has made some efficient changes in business management. A lot of businesses go into huge losses due to cyber-attacks and threats they possess from hackers. But, a revolution in technology has made business management easier. And today cloud-based gate pass management software is indispensable as it secures the business from predators.

Cloud-based gate pass management has pros that you cannot ignore. It is a smart technology that helps in eliminating any concerns about safety and security in an office. Many organizations are still contemplating this change. If you are one, then here are a few advantages of cloud-based gate pass management software.

How would you define cloud-based?

If you are new to this term then let’s delve into its definition before stating the advantages. The definition is given by Eric Griffith the founder of PCMag, “Cloud-based computing means storing and accessing data and programs over the internet instead of a computer’s hard drive”.

So what does Cloud-Based Gate Pass Management System mean and how does it helps?

This means when any visitor, vehicle or material enters your sites, the entries are done on the cloud server instead of being hosted by a local internet server.

How is cloud gate pass management software helpful?

It means the data won’t be stored on the computer hard drive rather it will be all over the internet. So you can access who came and for how long they stayed, anytime anywhere.

Read: Improve the visitor security with gate pass management system

Reasons to have a Cloud-Based Gate-Pass Management System

1.    Cloud-Based Has Free Trials

Cloud-based platforms are SaaS applications, which means it has a free trial period. You can either cancel the subscription or carry it on depending on the service you enjoy. For instance, with One Stop Global, you can get the cloud-based gate system free trial for 15 days. With that, you can easily learn how to sign up every employee in your office in the system and how to use it. This way you get enough time for making decisions on how to operate the cloud-based gate pass management system in an institution.

2.   No Need To Fret Over Data Loss

One of the biggest benefits of using cloud-based gate pass management software is you can never lose the data. Every little information is saved on the cloud, so any employee in your office from the front desk to the manager can log in to the account and access the data and files. The institution or office does not depend on the original copy. You can access the data from any device or any place with a cloud-based visitor management system.

Furthermore, you can anonymize the data, this means you are in authority over which data you want to share in the public domain. With the cloud-based gate system, you can organize your data, reach a high level of security, and control which clients and interviewees can look at the data of the company.

3.   Cost-Effective

Cloud-based system costs are far lower than any other on-site gate-management system. The reason behind the cost-effectiveness is you don’t need to install high-security server-side hardware, antiviruses, and storage. Moreover, you don’t need to spend too much on extra space so you can house the local servers.

The cloud-based system has automated upgrades, so you don’t need to spend on regular maintenance plans, software support, and future upgrades on both hardware and software.

4.   System is always up to date

Regular updates can make the system slow. Maintenance takes time and also leads to a delay in the overall productivity of a company. Whereas, the installation of cloud-based management can save both time and money.

5.   Easy Setup And Installation Process

Selecting a user-friendly management system is the stair to active higher adoption rates. Web-based gate pass management system is a SaaS application, so the solution is easier to set up and installation is easy, it does not require any specific training. This makes the company more efficient if they have understood the process of using the software during the trial period. It is a one-time process where you need to learn once and after that, a smooth and intuitive platform is there to work.

6.   Data is Easily Accessible

As we have mentioned above, the cloud-based management system is not localized software. The data is on the internet which is easily accessible by any employee or staff. The data is not stored in any hardware and local servers, anyone with authorized permission can access the data from any device.

7.   Cloud-based Software is Highly Scalable

When we consider any technology for any business the first thought that strikes us is ‘how scalable it is?’ So, when you use SaaS software for business and gatepass management systems, it gives the ability to grow the business. So, if you have a small business right now but it is growing exponentially every year you don’t need to worry about outgrowing the gate-pass management system.

The reason behind this is since all the information is stored in a cloud-based management system you can easily increase the number of visitors to your subscription,  without any significant effect on the system. Even in the future if you open multiple offices in a different location, the setup process will be easy and hassle-free.

8.   Low Maintenance and Low-Security Risk

Bid goodbyes to the ugly old application that requires weekly or monthly maintenance and embraces a cloud-based management system. When you adopt a cloud-based system, the company which provides you this system manages the regular updates and ensures you are always using the latest version.

The cloud management is always checked, updated regularly, and secured by the provider company ensuring there is no data thrift from hackers. It provides a guard against vulnerable data.

Data thrift is one of the top concerns of any corporate system, accepting and embracing a technology that secures against security vulnerability should always be celebrated.

Also Read: Workflow of OneStop Gate Pass Management System


OneStop Gate Pass Management System is one of the leading Gate Pass management software in India. It secures the data and provides all the advantages listed in the article. So, take advantage of the benefits mentioned above to remain ahead of the transition curve.

Benefits of Onestop Gate Pass Management System

Robbery and other such malpractices are common in every organization, which means a lack of security or security breaches. Whereas safety and security should be the prime concern of every business, be it employees, visitors, materials, vehicles, or raw materials. To track record every detail of entry, exit, and purpose of visit, many organizations have started using visitor gate pass management systems but what about materials and vehicle records. We feel, they too are equally important for businesses and an organization should have end to end record for it. So, you can get all these features together in OneStop Cloud Gate Pass Management System.

OneStop Cloud-based Gate Pass Management system is designed for monitoring and maintaining records of the entry and exit of the company vehicles, employees, visitors, and materials. The digital entries in the software track the overall visit of a party to the premises of a certain business. Then the notifications are sent to the concerned department or person and only upon approval permission is granted within the premises.

How Gate Pass Management System Helps in Gate Safety?

OneStop Global gate pass Management system is beneficial for all types of companies, warehouses, hospitals, schools, and many more sectors. It tracks and manages end to end, what comes in and goes out of the premises of your business. The software comes with multiple features like logging of visitor time of arrival and exit, digital check-ins, pre-registration, etc.

  • The Gate Pass Management System shows visitors, and vehicles information and permits their access to only specific areas.
  • The system records every minute detail like – Personal details, the purpose of the visit, and to whom the person will meet. Further, the notification is sent to the person/department and it is on them to accept or reject it.
  • Gate Pass too helps in generating returnable and non-returnable passes. When it is a returnable pass, the gate pass management system makes an entry about the original gate pass transaction so that the record of pending returnable details is easy to procure.

Features of cloud-based gate pass system

  1. Scheduling: The system helps in scheduling vehicles in an orderly manner to enhance the operational processes of the organization and increases the productivity of the business.
  2. Identification: The visitor management system records visitors’ identities with their photographs and saves them for future use.
  3. Monitoring:  Gate Pass system does effective monitoring of user traffic and waiting duration and makes all the work for the business easier.
  4. Digital Badges:  OneStop Global Gate Pass Management System assigns digital badges to the visitor to keep the identity of each and every visitor unique and to avoid any kind of mishappenings.
  5. Notifications:  Gate Pass management system notifies the host about the visitor’s arrival by notification with his details and timings. Only upon the host’s approval, a visitor or vehicle is allowed entry.
  6. In & Out Time Recording: Records accurate in & out visitor timings of the visitor to optimize organizational processes.
  7. Real-time Reports: Generates real-time web-based reports, which are accessible anytime, anywhere. Further, these reports can be accessed, analyzed, and then can be used to take some crucial decisions.

NOW, Knowing who is within your premises, for how long, for what reasons, and when they leave can help you maintain the security and safety of personnel and visitors. To avoid mishaps, many organizations have implemented visitor management systems while still many businesses, schools, and healthcare facilities still use a paper logbook to sign in visitors, These raises concerns of privacy, security, legibility, and accuracy.

Read: Workflow of One Stop Gate Pass Management Software

Few reasons to opt for a cloud-based Gate pass Software/visitor management system

1.Lower Costs -Organizations can save an enormous amount on infrastructural costs with onestop Global cloud-based gate pass management system. The web-based application can eliminate the need for dedicated servers and system-specific hardware, cabling, etc. Thus, reducing capital expenditures. Instead, the costs fall into the category of operating expenses.

2. No New Hardware – With a cloud-based visitor management system, there is no need to install new hardware. Cloud-based systems run in a browser window, meaning that your existing user machines can be used regardless of whether they are Macs or PCs.

3. No Maintenance – The cloud-based visitor management system does not require on-site maintenance, no special efforts are needed for the maintenance of the whole system.

4. Faster to install –  Gate Pass system is fast and easy to install, as no dedicated server needs to be configured. So, integrating it into new or existing systems takes no time.

5 Faster and Easier Updates – Software updates to the gate pass management system are scheduled and implemented in advance by OneStop Global timely. So, this frees up your internal resources. The company also takes care of backup, recovery, and data redundancy. New features and updates are automatically applied to the software. Also, no downloads are to be done by the organization.

6. Data Security – One-stop global gate pass management system stores data securely, with numerous backups to ensure that third-party information is securely stored and remains confidential. Settings are done to ensure that only management of the business is granted access to visitor data, which can limit the possibility of misconduct.

7. Real-Time Watch List Information – OneStop Global Cloud-Based Gate Pass System constantly updates lists, on a local server and/or on several local servers across multiple locations. Actually, a cloud-based visitor management system offers amazing timesaving and security benefits for multi-location facilities, because they are able to enter a watch list entry just once and deploy it across all locations, in near-real-time.

8. Faster Communication – If an offender enters your premises or tries to gain access, a cloud-based system can immediately send alerts through text (SMS), email, mobile push notifications, and web-based push notifications to the listed recipients, such as first responders or security personnel. This can significantly reduce the amount of time it takes to act on a situation. It can also keep the rest of your staff safe until help arrives. It clearly increases the security of the people as well as the business.

9. Access Data Anywhere. The data entered into a cloud-based visitor management system can be accessed anywhere and on all types of devices such as laptops, computers, tablets, and mobile phones.

10. Integration with other Security-related systems – A cloud-based system can typically integrate with other technology-based systems very quickly and easily. For example, facial-recognition cameras, door-locking systems, access control systems, sirens, signage, etc. can be integrated with cloud-based visitor management systems whereas older, server-based systems are arduous or impossible to integrate.

So, to increase the safety and security of your premises, a cloud-based gate pass management system is a must. It also decreases the efforts plus saves money for businesses.

Onestop Gate Pass Management System workflow
Onestop Gate Pass Management System workflow

Security and privacy are the two main concerns of any business. For this, companies need to have a safe and secure gate pass management solution/ visitor management system. An effective and reliable gate pass management solution keep a closer track of the entry and exit of all visitors, materials, and vehicle on the premises, their movements through the site, and log any relevant information.

OneStop Gate pass Management Solution records the entry and exit of Visitors, Materials & Vehicles and is quite easy to use.

Benefits of a Gate Pass Management System are:

Some of the benefits of gate pass management system are-

  • Improved Workflow– The system helps to improve the workflow by providing accurate data
  • Improved Planning– The system enables companies to plan their operations better by keeping track of inventories and deliveries
  • Reduced Costs– A Gate Pass Management System reduces costs for companies by increasing efficiency in operations, reducing manual handling, improving forecasting accuracy and reducing errors.
  • Improved Security – One of the best benefits of a material gate pass management system to businesses is enhanced security. It helps keep an easy track of everything moving in and out about business activities.
  • Easy Tracking – Along with improved security, the material gate pass system also easily track every business material used anywhere. The system also eliminates the chances of errors and automates the entire process.
  • Transparent Communication -Another significant benefit of the material out gate pass is maintaining transparent and consistent communication. Both the involved parties can remain in constant touch with the use of the material management system.
  • Accurate Record – The traditional manual ways of recording the material movements are prone to various errors and mistakes. On the other hand, the inward gate pass eliminates the chances of errors and mistakes. As a result, it helps maintain accurate records for the movement of business material.

Read in detail – benefits of cloud based gatepass management system here.

Workflow of OneStop Gatepass System

  1. REQUEST – This is the first stage of Gate Pass Management Solution and is accessible based on the User Role configuration. The requestor is the employee who will be creating the gate pass and sending the notifications to the manager. Authorizations, Request Search, Gate pass printing, View page, and Request expiry can be customized based on requirements.
    • Role-based requests for various categories
    • DC No. is the internal delivery challan/Invoice or Document number put manually in the OUT gate passes by users
    • Parallel material request and approvals can be configured
  2. APPROVAL– It is the continuation of the gatepass workflow that requires approval from the employees to process the material, vehicle, or visitor gate pass request. A super admin can create a user for multi-level approval flow so that these users can be added as makers and checkers for different modules.
    • Approvals can be role-based or value-based
    • Multi-level approvals can be configured.
    • Notification to Department Head
    • Record approver’s signature & time of approval
  3. LODING / UNLOADING – This is the stage that sends the material outside or takes it into the organization through the security desk. Acknowledgment is to acknowledge the receipt of materials at the other end, typically used in inter-branch or inter-location transfers.
    • Acknowledgment is enabled in Inter-Office transfers of materials
    • Role-based dispatch option
Workflow of OneStop Gate Pass Management System
Workflow of OneStop Gate Pass Management System

Material Gate Pass Types

In the Material gate pass material is brought and sent out of the premises. The material is available in both returnable and non-returnable formats.

Returnable Gate Pass:

For materials that leave the premises, a returnable gate pass is provided and returned (or materials that enter your facility and have to be sent back).

Returnable Gatepass is issued when a material both exits the main gate and returns back to the company and also when a material enters the main gate and then exits the main gate. A returnable gate pass can have both inward and outward purposes.

Inward Returnable Gate Pass, for instance, is issued when a material is rented where it will enter the main gate and also exit once the rent is over. Examples are samples and rental materials.

Outward Returnable Gate Pass is issued when the materials of the company exits the main gate and returns. For instance, the company materials that need repair will be issued outward returnable gate pass for it to go outside and then return once it is repaired.

Note: A due date for returnable material is recorded, and if the material is not returned by the due date, an alert will be sent through SMS and EMAIL.

Non- Returnable Gate Pass

A material that enters your facility’s gates but do not exit are given a non-returnable gate pass (or exits your premises and is not to be returned).

Non-Returnable Gate Pass is issued when a material that only exits the main gate or only enters the main gate. It is not a two-way process. It should also be noted that approval for non-returnable gate pass is mandatory. A non-returnable gate pass can have both inward and outward purposes.

Inward non-returnable gate pass is issued when a material enters the main gate and do not exit the gate. These materials are usually for company’s use. Examples are raw materials, consumables, and stationeries for the company are requested.

Outward non-returnable gate pass is issued only when a material exits the main gate. Examples are manufactured goods for sales.

Challenges of Manual Material Gate Pass Management Solution

A manual material management system that uses RGP and NGRP faces multiple problems like no data reference, difficulty in computing the quantities, inability to track the materials at every stage and till the end, and minimal or no sharing of information between departments.

How does OneStop Gate Pass Management Solution help?

  • Track returnable and non-returnable materials
  • A multi-level approval system for dispatches and receipts
  • Return can be Accepted or Rejected and reasons recorded for the same
  • Material Due Date is captured for returnable gate passes
  • Role based return approval and acknowledgement
  • Detailed reports on status of materials, contractors and returnable