Visitor Module
Module for Visitor Tracking and Automatic Check-In
The visitor module is an effective tool for managing the flow of visitors, suppliers, and external workers in any type of facility. The system allows you to utilize the existing hardware infrastructure of the QTir logistics system—from self-service registration kiosks and access gates to camera systems for reading license plates.
By consolidating administrative tasks into a single central application, the system significantly speeds up the flow of people through reception and security checkpoints, reduces the administrative burden on employees, and enhances security throughout the facility.
By shifting administrative tasks directly to visitors and self-service kiosks, waiting times for guests at the entrance are significantly reduced.
You gain a 100% overview of all visitors on the premises. The system monitors approval processes, the validity of health and safety training, and unusually long visit durations, with automatic alerts.
Full utilization of existing QTir system technologies (kiosks, entry barriers, license plate recognition cameras). There is no need to invest in duplicate hardware solutions.
How does the visitor check-in process work?
Meeting Scheduling and Smart Invitations
The entire process begins with an employee simply scheduling a visit directly within the system interface. If the visit requires approval, the system automatically sends an email or SMS request to the approving supervisor. Once approved, an invitation is sent to the visitor, arriving in the guest’s email as a clear, easy-to-read message that includes the date and time, the host’s contact information, a map of the premises, and health and safety instructions in the attachment. The invitation also includes a unique PIN or QR code for quick on-site registration. If the email address is not provided, the system sends a shortened invitation with the PIN via text message.
Self-Service Registration at the Kiosk
Upon arrival at the premises, visitors check in on their own at the registration kiosk. Scheduled visitors enter the PIN they received or scan the QR code at the reader, which loads pre-filled information that can be edited if necessary (for example, to add a vehicle license plate number or the number of accompanying persons). Unscheduled guests can register by entering their information directly on the kiosk screen and selecting the person they are visiting from the directory, or by choosing the reception option. After electronically agreeing to the health and safety rules displayed on the screen, registration is complete, and the system immediately notifies the host.
Instant Interaction and Decision-Making
As soon as a visitor registers at the kiosk, the host receives an instant notification. For visitors entering on their own, access is granted automatically, and the host is simply notified of their arrival. For visitors requiring an escort, the host can click a link in the notification to access the visitor management system, where they can respond immediately.
Vehicle Entry Automation
and Automatic Exit
The visitor module is fully integrated with entry barriers and a camera system for reading license plates. If a visitor is authorized to enter by vehicle and the host approves the visit in the system, the system automatically grants entry permission for the specified license plate number. As soon as the visitor leaves the premises, the camera at the exit detects the vehicle’s license plate, and the system automatically and securely ends the visit in the database. For visitors arriving on foot, the host can terminate the visit with a single click in the management interface; alternatively, the system will automatically and securely terminate the visit after a set time limit has elapsed.
Data Security and the GDPR
The security of personal data is fully ensured. We automatically anonymize sensitive visitor data and securely delete it in strict compliance with the GDPR (EU Regulation 2016/679).