OverviewMost organizations attract large number of visitors. These visitors include customers, suppliers, colleagues, maintenance staff, competitors, government officers, guests, friends, relatives and sometime completely unknown people. We need to stop some visitor at reception whereas some visitors should have access to specific areas, offices and labs in the building. Further, some visitors are for short duration, whereas others can stay for days or weeks. In addition, the security is expected to keep track of all the visitors and the equipment they carry. Any lapse can compromise security and safety of physical, intellectual and human assets. No wonder, managing visitors’ access is challenging for most organizations.
Matrix COSEC CENTRA Visitor Management is designed to address these concerns in a professional and systematic method without compromising security, hospitality or productivity. COSEC CENTRA Visitor Management (VMM) is a part of the comprehensive Matrix COSEC access-control and time-attendance application suite and runs independently on the COSEC CENTRA.
Visitor Management Process
Visitor Pre-RegistrationA host can pre-register his visitor online to save hassle and time during the visit. COSEC offers a pre-registration page on the ESS where the host can enter visitor details, including name, organization, date, time, purpose, etc. Security would know all the pre-registered visitors for the day and keep visitor passes ready saving precious time for everyone.
Easy-to-UseMost organizations use security staff to manage visitors. Security staff change frequently and are not very computer savvy leading to training issues. COSEC Visitor Management is a desktop application with very user friendly GUI helping security person to learn and operate quickly.
Visitor Pass CreationCOSEC CENTRA Visitor Management offers options to create either an e-pass with access rights or a paper pass for a visitor. Security person can create customized visitor pass with visitor name, photograph, organization name, contact details and escort name. Visitor Management also maintain records of all the materials visitor is carrying and his ID-proof for security purpose.
NotificationsWhen a host pre-registers a visitor, Matrix COSEC can send an SMS or email notification to the visitor with necessary details. This ensures quick checks-in process when he arrives at the security gate. COSEC also sends a notification to the host when the visitor check-in to the premises prompting him to prepare for the visit saving precious time for everyone.
Visitor AccessCOSEC CENTRA Visitor Management allows enrolling visitor’s fingerprint or RF card to permit access to only selected areas where the visitor is scheduled to go. This prevents protection of valuable assets from snooping and prying eyes and ears.
Visitor EscortEscorts are necessary for many high-security organizations like science and research laboratories, defense, intelligence and detective agencies, government offices, banks, finance and consultancy firms. COSEC CENTRA VMM offers option to select an escort for every visitor to accompany the visitor to his meeting place. In such cases, visitor is required to show his credential followed by user’s credential in a specified time period to allow entry.
Visitor DashboardCOSEC CENTRA VMM offers security person live dashboard giving him a quick overview of all the visitors in a graphical format. It gives live data of visitors who are inside the premises, status of visitor passes, pre-registered visitors, new visitors, etc. For more detailed information, the security person can drill down by clicking on any item on his dashboard.
Frequent VisitorsSome regular visitors such as couriers, suppliers, customers and maintenance staff visit the organization regularly. COSEC VMM keeps records of all the visitors and allows security person to pull up visitor information from the past records and eliminate the need for data re-entry to prepare visitor pass quickly. This boosts security person’s productivity.
Visitor ReportsAdmin or security can generate various visitor reports such as visitor pass validity and status, visitor punch details, pre-registered visitors, visitor access denied, blocked visitors, expired passes, etc. These reports can be exported in various file formats including PDF, CSV, Excel, Word and RTF. Some of the visitor reports are:
- Head Count
- Pass Validity
- Pre-Registered Visitor
- Pass Status
- Visitor Punch Detail
- Enrollment Status
- Expired Passes