Facilities & ESG · Module
Visitor Management
Invites, QR passes, NDA, induction and watch-list review with scheduled data purge
Visitor Management takes a guest from host invite to check-out with pre-registration, signed QR passes, NDA, induction and host alerts. Watch-list matches go to a named security lead, and personal data is purged on a per-type schedule.
What it does
Visitor Management replaces the paper register at the gate. Visitor types — guest, interview candidate, vendor, contractor, delivery, government official, VIP and group — each carry their own required fields, documents, induction, NDA, escort rule, validity, allowed zones and retention period.
From invite to check-out
A host invites a visitor from the web, mobile, an Outlook or Google add-in or Copilot. The visitor pre-registers through a verified link or WhatsApp Flow, sees the privacy notice and acknowledges it. A time- and site-bound QR pass with a signed code arrives on WhatsApp or email and can be revoked. At the gate, a receptionist console or a self-service kiosk on a tablet scans the QR, registers walk-ins and prints a badge. The host gets an arrival alert on WhatsApp, Teams, Slack, push or email and can reply coming, send escort or delay. NDAs are signed through One3 Sign when subscribed, or click-accepted with evidence.
Security without automated denial
A tenant-maintained watch-list is matched fuzzily at pre-registration and check-in. A match alerts security, but the system never denies entry by itself. A named security lead reviews the evidence and decides allow, allow with escort or deny, with a recorded reason. Watch-list entries are visible only to security-lead roles and cannot be exported or sent to AI prompts.
Contractors, materials and deliveries
Multi-day contractor passes link to the contractor firm, work order or EHS permit, induction validity, zones and hours. Material gate passes track returnable and non-returnable items with return due dates — a common Indian site practice. Vehicle entry, deliveries and mailroom logging round out the gate.
Privacy by design
Identity verification is policy-driven: OTP on phone or a government ID sighted with the type recorded and the number not stored. Aadhaar storage is disabled by default. Retention and purge minimises personal fields and photos automatically and issues purge certificates, while aggregate counts remain. Facial recognition is not planned before an opt-in DPIA and counsel approval. DPDP alignment must be verified with counsel.
Features
What Visitor Management includes
Visitor types and policies
Guest, candidate, vendor, contractor, delivery, official, VIP and group, each with required fields, documents, induction, NDA, escort, validity, zones and retention.
Host invite
Single, recurring or group invites from web, mobile, Outlook/Google add-in or Copilot, linked to a meeting room.
Pre-registration
Verified link or WhatsApp Flow for name, organisation, purpose, vehicle and documents, with privacy notice acknowledgement recorded.
Signed QR pass
Time- and site-bound, revocable, showing host, time window and zones; delivered on WhatsApp or email.
Reception console and kiosk
QR scan, walk-in registration, optional photo, badge printing and check-out by QR or reception.
Host notification
Arrival alerts with coming, send escort and delay replies across WhatsApp, Teams, Slack, push and email.
NDA and site rules
Signed through Sign when subscribed, otherwise click-accept with timestamp, version, device and signature evidence.
Watch-list screening and decision
Fuzzy match at pre-registration and check-in; a named security lead decides with reason; no automated denial.
Live on-site list
Searchable visitor log and a live list of visitors on site for security and emergency roll-call.
Safety induction
Induction video or slides with a quiz per site and type; pass activates only after a pass result.
Contractor passes
Multi-day passes linked to contractor firm, work order or permit, induction validity, zones and hours, with daily check-in.
Access-control integration
Issue and revoke time-bound credentials through partner APIs and ingest entry and exit events.
Material gate pass, vehicles and deliveries
Returnable and non-returnable material passes, vehicle entry with turnaround time, and parcel logging with recipient notification.
Retention and purge
Per-type retention, automatic minimisation of personal fields and photos, purge certificates and retained aggregate counts.
Identity verification options
OTP on phone or government ID sighted with the number not stored; Aadhaar storage disabled by default.
Workflow
Invite to check-out
- 1
Host creates an invite
- 2
Visitor pre-registers and acknowledges the privacy notice
- 3
Watch-list screening runs; matches go to a security lead
- 4
QR pass is delivered
- 5
Visitor checks in, signs NDA and completes induction
- 6
Host is alerted
- 7
Visitor checks out and data is purged on schedule
Workflow
Contractor arrival linked to permit
- 1
Contractor pass is tied to the firm and EHS permit
- 2
Induction validity is checked at the gate
- 3
Access is limited to the permit's zones and hours
- 4
Daily check-in feeds roll-call
AI
AI skills and Digital Employees
Pre-registration chasers
Reminders and check-out prompts in the visitor's language from pre-approved templates.
Pass delivery under host invite
Issues passes only for host-created invites or configured self-requests.
Visitor FAQ answers
Directions, parking and documents to bring, answered from site knowledge.
Watch-list match scoring
Signals possible matches for human review. It has no decision capability.
Parcel label extraction
Reads parcel labels and proposes the recipient for confirmation.
Digital Employees that use this module
They act through the same governed Actions as people; risky steps wait for approval.
Frequently asked questions
Will the system turn visitors away automatically?
No. A watch-list match alerts security and a named security lead decides with evidence and a recorded reason.
Do you store Aadhaar numbers?
Aadhaar storage is disabled by default. Policies can record that a government ID was sighted without storing the number.
How long is visitor data kept?
Each visitor type has a retention period. Personal fields and photos are purged automatically, and only aggregate counts remain. Purge can only be paused by a legal hold.
Do we need special kiosk hardware?
The kiosk is planned as a web app on a tablet, and badge printing works through browser printing or a supported print service.
See Visitor Management in your workflow
Tell us about your team and the outcomes you want. We will walk you through the apps, the Digital Employees and the plan for your industry.