How to get started with Visitor Management?

What is Visitor Management System?

Visitor management refers to tracking the usage of a public building or site. By gathering increasing amounts of information, a Visitor Management System can record the usage of the facilities by specific visitors and provide documentation of visitor’s whereabouts.

VMS Mobile App or Desktop?

To start the Visitor Management System, you have to choose either desktop or Mobile App option. Though Mobile App is most chosen option. The choice depends on the below factors:

  • Your guards’ comfortability.
  • Whether Visitors vehicles are allowed inside or not?
  • No. of gates and volumes of Visitors.
  • Purpose of VMS, whether you want to use RFID based entries from the same system.

You can always access VMS on web using URL https://vms.isocietymanager.com/ 

You can personalize the Visitor Form as per your need. Whether you want to add COVID-19 related fields or any other fields, or want to use any language for Guard App.

Security Personnel/Executive/ Guard use Visitor Management System (VMS)  App.

What is the use of the Visitor Management App?

  • Manage Visitors digital entering/exiting
  • Allow guests through a passcode
  • Allow / Disallow visitors based on Accept/ Reject by Resident.
  • Allow cabs based on a passcode ( last 4 digits of vehicle number)
  • Allow delivery boys based on e-commerce or food delivery company
  • Get notification when any resident press Panic or SOS button on the App
  • Take photo of the Visitor.
  • Mark Entry / Exit of a regular visitor like maids/ driver.
  • Mark staff attendance through face recognition, etc.
  • Track residents details based on Virtual Id, Vehicle Number, Unit Number
  • Manage Domestic Staff Details ( Maid/ Driver etc)

How to download and install Visitor Management App?

VMS Guard app is compatible with Android Devices. You can download from the play store by searching vms isocietymanager   or click on below link

https://play.google.com/store/apps/details?id=com.sumasamu.vms

visitor management system, guard app, security guard app

How to start using Visitor Management or Guard App?

After successful installation, when you will open the app. You need to log in the first time. If you don’t know the login credentials, contact your admin.

 

 

How to setup domestic help ( Maids, Drivers ) entry/exit?

How to create new admin id for login in iSocietyManager?

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You can configure your mobile or android device such that only your Visitor App works in that phone. To enable this follow below steps:

  • Install VMS app

Security Personnel/Executive/ Guard use Visitor Management System (VMS)  App.

What is the use of the Visitor Management App?

  • Manage Visitors digital entering/exiting
  • Allow guests through a passcode
  • Allow / Disallow visitors based on Accept/ Reject by Resident.
  • Allow cabs based on a passcode ( last 4 digits of vehicle number)
  • Allow delivery boys based on e-commerce or food delivery company
  • Get notification when any resident press Panic or SOS button on the App
  • Take photo of the Visitor.
  • Mark Entry / Exit of a regular visitor like maids/ driver.
  • Mark staff attendance through face recognition, etc.
  • Track residents details based on Virtual Id, Vehicle Number, Unit Number
  • Manage Domestic Staff Details ( Maid/ Driver etc)

How to download and install Visitor Management App?

VMS Guard app is compatible with Android Devices. You can download from the play store by searching vms isocietymanager   or click on below link

https://play.google.com/store/apps/details?id=com.sumasamu.vms

visitor management system, guard app, security guard app

How to start using Visitor Management or Guard App?

After successful installation, when you will open the app. You need to log in the first time. If you don’t know the login credentials, contact your admin.

 

 

How to setup domestic help ( Maids, Drivers ) entry/exit?

How to create new admin id for login in iSocietyManager?

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Now you can see that by default only VMS and only other iSocietyManager apps are visible on the home page.

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iSocietyManager focuses on personalized experience to its users. Visitor Management System is used by many different types of clients. Whether it’s society, office complex, corporate park, visitor management process vary.

The details you capture for a visitor can vary from time to time. For example, In the COVID-19 pandemic there is a need of capturing temperature and mask.

You can customize Visitor UI as per your need. The steps are:

  • Login with Admin with permission of customizing Visitor and go to Settings -> Set Up -> Visitor

visitor management system, personalized visitor management system, personalised visitor managment system, customise visitor management system

  • Click on Guard Visit Form, then you can select or add fields as per your choice and requirement.

visitor management system, personalized visitor management system, personalised visitor managment system, customise visitor management system

 

Using the above UI you can

    • Move any field from hidden to Selected one
    • Hide any selected field
    • Add a new field from Create Field.
  • You can add conditions at the field level. Click on Field Level Menu as in the below image.

visitor management system, personalized visitor management system, personalised visitor managment system, customise visitor management system

 

You can do below options at field level

    • Mark as Required
    • Mark Searchable — In Case you want to auto-populate the fields
    • Hide field
    • Add Precondition – If you want to show this field if on the basis of Visit Purpose selection
    •  Add Length – Want to have characters allowed at field level

 

You can add or modify the purpose options in Visitor Guard Management App.

  • Go to Settings -> Set Up -> Visitor

visitor management system, personalized visitor management system, personalised visitor managment system, customise visitor management system

 

  • Chose Guard or Self Registration form, for which you want to add purpose. Then select Add Purpose option against Purpose field.

visitor management system, personalized visitor management system, personalised visitor managment system, customise visitor management system

 

 

 

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In VMS app after login, you can add an entry of any visitor in the main UI. You can add details as per the Fields selected in the Customised Visitor Form   

iSocietyManager focuses on personalized experience to its users. Visitor Management System is used by many different types of clients. Whether it’s society, office complex, corporate park, visitor management process vary.

The details you capture for a visitor can vary from time to time. For example, In the COVID-19 pandemic there is a need of capturing temperature and mask.

You can customize Visitor UI as per your need. The steps are:

  • Login with Admin with permission of customizing Visitor and go to Settings -> Set Up -> Visitor

visitor management system, personalized visitor management system, personalised visitor managment system, customise visitor management system

  • Click on Guard Visit Form, then you can select or add fields as per your choice and requirement.

visitor management system, personalized visitor management system, personalised visitor managment system, customise visitor management system

 

Using the above UI you can

    • Move any field from hidden to Selected one
    • Hide any selected field
    • Add a new field from Create Field.
  • You can add conditions at the field level. Click on Field Level Menu as in the below image.

visitor management system, personalized visitor management system, personalised visitor managment system, customise visitor management system

 

You can do below options at field level

    • Mark as Required
    • Mark Searchable — In Case you want to auto-populate the fields
    • Hide field
    • Add Precondition – If you want to show this field if on the basis of Visit Purpose selection
    •  Add Length – Want to have characters allowed at field level

 

You can add or modify the purpose options in Visitor Guard Management App.

  • Go to Settings -> Set Up -> Visitor

visitor management system, personalized visitor management system, personalised visitor managment system, customise visitor management system

 

  • Chose Guard or Self Registration form, for which you want to add purpose. Then select Add Purpose option against Purpose field.

visitor management system, personalized visitor management system, personalised visitor managment system, customise visitor management system

 

 

 

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Visitor Form can be used to capture fields like

  • Photo
  • Vehicle Number
  • Has Mask
  • Temperature
  • Parking Available
  • Purpose
  • Items Carrying
  • Whom to Meet
  • Allowed Time

Refer to the below UI of Visitor Entry form for reference. Which is specially designed with large fonts – suitable to guard.

add visitor details, visitor management system

 

  • When you will enter the mobile number of the Visitor, then if Visitor has already visited the site then, details will be pre-populated for that Visitor.
  • After Visit is submitted, Notification will be sent to Occupant mobile, which he can Accept or Reject.

You can add or modify the purpose options in Visitor Guard Management App.

  • Go to Settings -> Set Up -> Visitor

visitor management system, personalized visitor management system, personalised visitor managment system, customise visitor management system

 

  • Chose Guard or Self Registration form, for which you want to add purpose. Then select Add Purpose option against Purpose field.

visitor management system, personalized visitor management system, personalised visitor managment system, customise visitor management system

 

 

 

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On VMS home page, you can make a quick entry for the visitors who has the passcode. Resident can generate the pre-approved passcodes for Visitors like:

  • Guest
  • Cabs
  • Delivery Companies Employees

To allow passcode based visitor in the VMS app:

  • Click on Pass Code in top Menu
  • Select type of Visitor like Guest, Cab, Delivery
  • Enter the passcode.
  • If the passcode is correct, the System will show the Visitor and Whom to meet the details.
  • As passcode is pre-approved – in this case, a notification will not be sent to the Occupant.

visitor guest pass, visitor management system

 

 

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On VMS home page, you can make a quick entry for the visitors who has the passcode. Resident can generate the pre-approved passcodes for Visitors like:

  • Guest
  • Cabs
  • Delivery Companies Employees

To allow passcode based visitor in the VMS app:

  • Click on Pass Code in top Menu
  • Select type of Visitor like Guest, Cab, Delivery
  • Enter the passcode.
  • If the passcode is correct, the System will show the Visitor and Whom to meet the details.
  • As passcode is pre-approved – in this case, a notification will not be sent to the Occupant.

visitor guest pass, visitor management system

 

 

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In iSocietyManager, the guard can see if the visitor is accepted or rejected by the resident. To see whether the status, we have to follow the given procedure :-

  • Click on Visit

  • Once you clicked on it, you will see which visit is accepted & rejected by the resident.

  • Suppose in case the visit is neither accepted nor rejected, then in that case in some cases the guard can confirm the visit from resident and accept or reject the visit on behalf of the resident from the same window.

 

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Security team need not to login again, if he has logged once in the Visitor Management App. Sometimes the security team has to login again due to:

  • New Device
  • Logout
  • New App installation

Facility Admin, having Change Password permission, of your society can reset the password of the Security login in the Visitor App.

Refer: 

Many times there is a need to change the password of the facility team.  Admin, having Change Password Permission can reset the password of any user.

  • Go to Setting -> Society Settings

 

 

  • Click on the change password button

Note: You can also open the change password UI from User -> Change Password.

 

  • Start typing the name/phone no of the user for which password to be changed and then type a new password. The system will automatically send SMS on User phone number and email with new password.

Change password

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You can add or modify the purpose options in Visitor Guard Management App.

  • Go to Settings -> Set Up -> Visitor

visitor management system, personalized visitor management system, personalised visitor managment system, customise visitor management system

 

  • Chose Guard or Self Registration form, for which you want to add purpose. Then select Add Purpose option against Purpose field.

visitor management system, personalized visitor management system, personalised visitor managment system, customise visitor management system

 

 

 

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Once you have added domestic staff in the System. You can enable tracking of their entry/exit. Residents are notified for every entry/exit.

Different ways to track entry/exit are:

  • Face Recognition: Staff’s face needs to be registered in the System.
  • ESSL Device – Biometric / Face:  Staff need to be registered in the Biometric Machine
  • RFID: Staffs are allocated RFID cards
  • Unique Code: Staff is given a unique ID.

Face recognition can be used for identifying any staff, which is registered with their photo. If face recognition is part of your service offering, you can enable face recognition:

  • Go to Set up -> Visitor and click on Features

visitor management system, personalized visitor management system, personalised visitor managment system, customise visitor management system

  • Search face and enable Show Face Attendance

enable face recognition

  • Now you can see the Face Attendance Option on your Visitor App Home Page.

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  1. First check whether the webcam is working or not, for this you can use any webcam test website by searching online webcam test on google.
  2. First time when you login to https://vms.isocietymanager.com/  it will ask for camera permission in the browser.  Allow it to use came.

3. In case you missed this permission alert, you can check the permission anytime, by clicking lock button on top              left of the browser. Please make sure camera permission is given.

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Facility staff management is one of the most important functions in a Facility System. In a society or complex there can be different types of staff:

  • Domestic Staff: Staff who are employed by residents directly like
    • Maids
    • Nancy
    • Drivers
    • Personal security
  • Facility Staff: Employees who are hired directly or indirectly hired by RWA or Management. Like:
    • Security
    • House Keeping
    • Facility Staff like  – Estate Manager, CRM, HelpDesk, etc.

Manpower management includes:

  • Employee or Staff Management – Details and record-keeping
  • Attendance Management
  • Entry / Exit Tracking – especially in domestic staff.

Once you have added domestic staff in the System. You can enable tracking of their entry/exit. Residents are notified for every entry/exit.

Different ways to track entry/exit are:

  • Face Recognition: Staff’s face needs to be registered in the System.
  • ESSL Device – Biometric / Face:  Staff need to be registered in the Biometric Machine
  • RFID: Staffs are allocated RFID cards
  • Unique Code: Staff is given a unique ID.

Face recognition can be used for identifying any staff, which is registered with their photo. If face recognition is part of your service offering, you can enable face recognition:

  • Go to Set up -> Visitor and click on Features

visitor management system, personalized visitor management system, personalised visitor managment system, customise visitor management system

  • Search face and enable Show Face Attendance

enable face recognition

  • Now you can see the Face Attendance Option on your Visitor App Home Page.

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Face recognition can be used for identifying any staff, which is registered with their photo. If face recognition is part of your service offering, you can enable face recognition:

  • Go to Set up -> Visitor and click on Features

visitor management system, personalized visitor management system, personalised visitor managment system, customise visitor management system

  • Search face and enable Show Face Attendance

enable face recognition

  • Now you can see the Face Attendance Option on your Visitor App Home Page.

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Start Visitor management system on your own- isocietymanager

Automated real-time visitor management and access control with Isociety Manager

 

 

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