Visitor log and visit reports
Every visit is kept in one log. Search it by name, mobile, visit number, host, gate or vehicle, and export it to a spreadsheet. Ready analyses show visits and passes by day, type, purpose, host, gate and, with SmartMy HRMS, department.
PLANSEvery plan
The problem it solves
- An auditor asks who visited the server room in March, and someone leafs through three paper registers.
- A client says their courier came on Tuesday; nobody can confirm it.
- You cannot say how many visitors the site gets a day, or which gate is busiest.
- Invited guests who never turned up are not counted anywhere.
How it works
- Open Visitors > Gate > Visitors > Visits. Today's visits come first.
- Type a name, a mobile number, a visit number or a vehicle number in the search, or pick a host, gate or visitor type.
- Narrow it with filters such as Inside Now, Overstay, Today or a check-in date. Group by status, type, purpose, host, gate or day.
- To keep a copy, tick the lines (or all) and choose Export from the action menu; the list goes to a spreadsheet.
- Managers open Reporting > Visit Analysis or Passes and No-shows for the pivot and the graph.
Everything it does
The visit log
- Every visit with visitor, host, type, purpose, gate in and out, time in and out, persons and status
- Search: visitor name, mobile, visit number, host, gate, visitor type and vehicle number
- Filters: Inside Now, With Vehicle, Checked Out, Overstay, Auto Checked Out, My Visitors, Today and the Check-in date
- Further filters: Waiting for Host, Approved, Not In, Rejected and Escalated
- Group by Status, Visitor Type, Purpose, Host, Gate and Day; with SmartMy HRMS, by the host's Department
- List, kanban, form, pivot and graph views; Export to a spreadsheet from any list
- Visitor history: open a visitor under Visitors > Gate > Visitors > Visitors to see all their visits
- Guards search past visits on the Visitor history page of the guard screen
Reports (managers)
- Visit Analysis: visits by day and visitor type, counting persons, as a pivot, a stacked bar graph or a list
- Passes and No-shows: passes by month and status, and invited visitors who never came
- Blacklist Attempts (Growth): visitor, gate, guard, time and reason
- Vehicle Turnaround (Growth, with goods vehicles): time on site per vehicle
- Incident analysis by type, severity, status and month (Scale)
- Any pivot can be regrouped by purpose, host, gate or department and downloaded
Dashboards
- Gate dashboard: visitors inside now, expected, checked out, active passes, my activities and visits per day
- Management dashboard: pending approvals, inside now, expected, blacklist attempts, active passes, visits by state, by type, per day and by entity
- Open incidents tiles where the incident register is installed
Who uses it
ReceptionSearches the log every day and exports it when asked.
Security or admin managerReads the analyses and dashboards and answers audits.
GuardChecks Visitor history on the gate screen: was this person here, and when did they leave.
Host (staff)Sees their own visitors with the My Visitors filter.
Where you use it
- Web: Visitors > Gate > Visitors > Visits and Visitors > Gate > Visitors > Visitors
- Web: Visitors > Reporting (Visit Analysis, Passes and No-shows, Blacklist Attempts, Vehicle Turnaround), for managers
- Web: the guard page at /guard, Visitor history
- Web: the Gate and Management dashboards
- Not scheduled reports by email: exports are made from the list when you need them
What you control
Settings
- None needed; the Reporting menu is shown to VMS managers
Works with
SmartMy HRMSHosts are picked from employees, so visits can be grouped by the host's department.
Questions
How long is the visitor log kept?
As long as you want: visitor history is unlimited on every plan. Only photos and ID images are deleted after the days you choose, if you choose a number.Can we export the register for an audit?
Yes. Filter the visits, tick the lines or all of them, and choose Export from the action menu. The export opens as a spreadsheet.Can we see visits by department?
Yes, with SmartMy HRMS. Hosts are employees, and visits group by the host's department.Can a host see other people's visitors?
No. A host sees their own visitors. Reports are for managers.Are reports sent by email every week?
Not yet. Open the analysis or export the list when you need it.Related features
VISITORS AND CHECK-INWho is inside now, with automatic check-outOne list shows everyone on the premises at this moment, with whom they came to see, the gate and how long they have been inside. Visits still open at your closing time are checked out by themselves and flagged, and anyone past their visitor type's maximum stay is marked Overstay.RECORDS AND REPORTSChange history and photo retentionEvery change to a visit, visitor, pass, gate, parcel, alert or exit pass is recorded with who made it and when. Once a visitor has left, only an administrator can correct the visit, with a reason. Visitor photos and ID images are deleted by themselves after the number of days you set.WATCHLISTVisitor blacklist with manager overridePut a person on the blacklist with the reason, and they are stopped at every gate and at the kiosk. Only reception or a manager can let them in, and only with a written reason. Every attempt is logged with the gate, the guard and the time.VISITORS AND CHECK-INWalk-in registration with check-in and check-outThe guard or reception registers a visitor without a pass on one form. It has mobile, name, photo, whom they see, the kind of visit and what they brought. Every visit keeps its gate, its arrival, check-in and check-out times, and a four-digit gate pass number the visitor uses to leave.SEVERAL SITES AND SCHOOLSSeveral sites and companies in one accountRun each site or legal company as its own Entity in one account. Each keeps its own gates, visitors, passes and settings, and its staff see only its data. A head-office user allowed several Entities sees them together, with visits by Entity on the dashboard.
See it on your own gate.
Tell us how many gates you have, who comes through them and how visitors are approved today. We will show you SmartMy VMS set up that way.