GateVMS Visitor Management System

The Super Admin dashboard shows platform-wide summary cards. (Note: companies/visits data appears once tenants are active.)

• Today's Visitors — check-ins today across all companies.
• Currently Inside — who is checked in right now.
• Checked Out Today — departures today.
• Total Visitors — lifetime visitor count.

Companies are your tenants. Each is fully isolated from the others.

Create a company

1. Sidebar → Companies → click + New Company.
2. Fill in: Company Name (required), Registration No., Address, Phone, Email, Logo (optional image), and Status.
3. Click Create Company. The company's default settings are created automatically.

View / edit a company

• In the Companies list, click View to see the company's details, stats (admins, zones, employees, visits), and its admin users.
• Click Edit to change its info or logo.
• On the View page you can Suspend or Activate a company. A suspended company's QR check-in links stop working (visitors get a 404).

Search & filter

Use the search box (name, email, reg no.) and the Status dropdown to find companies.

Company Admins are the people who run a company's day-to-day visitor management. Each is tied to exactly one company.

Create a company admin

1. Sidebar → Admin Users → click + New Admin.
2. Fill in: Name, Email, Password + confirm, and select the Company from the dropdown.
3. Click Create Admin. The user is now active and can log in.

Reset a password

1. In the Admin Users list, find the user and click Reset Password.
2. Confirm. The system generates a new random password and shows it on the next screen.
3. Share the new password securely with the admin (e.g. private message, not a group chat).

This is a read-only, cross-company list of every visitor in the system.

• Search by name, phone, or email.
• Filter by company.
• Click View on a row to see the visitor's photo and full visit history (cross-company).

A record of every admin action across the platform, for accountability and security.

Search by action/module and filter by company.

Your at-a-glance view of the company's visitor activity today:

• Today's Visitors — check-ins today.
• Currently Inside — who's on site right now.
• Checked Out Today — departures today.
• Total Visitors — lifetime total.
• Visitors by Zone — today's volume per zone (bar chart).
• Visitors by Day — the last 7 days at a glance.

Follow this order to go live:

1. Employees (hosts): add the people visitors will select as their host.
2. Zones + QR: create a zone for each entrance and generate its QR code.
3. Settings: set required fields, your privacy notice, and notification emails.
4. Print the QR and place it at each entrance.
5. Visitors can now scan and check in.

Employees are the people a visitor can select as their host. They don't have logins — they're just entries in the host list (and they get the arrival email).

Add an employee

1. Sidebar → Employees → + New Employee.
2. Enter: Name (required), Department, Designation, Email, Phone, and Status.
3. Click Add.

Import from CSV (bulk)

1. On the Employees page, click Import CSV and choose a file.
2. The file should have a header row: name, email, department, designation, phone.
3. The system imports and reports how many were added. Rows without a name are skipped.

Search employees by name/email/department, or Edit/Delete individual rows.

Shows each visit with the visitor's photo, the host they're meeting, zone, check-in/out times, and status.

Filter with:

• Search — name, phone, or email.
• Zone — all or a specific entrance.
• Host — all or a specific employee.
• Status — Checked In / Checked Out / Expected / Cancelled.
• Date range — from / to.
• Department — filter by the host's department.

Status colours: green = Checked In slate = Checked Out amber = Expected red = Cancelled

Click View on a visit to open the visitor's detail page. It shows:

• Their photo, name, phone, email.
• A Download Visitor Pass button (prints a PDF pass, e.g. for badges).
• Their visit history — every check-in with zone, host, and status.

1. On the Visitors list, find a visitor with status Checked In.
2. Click the amber Check Out button next to their row.
3. Their status changes to Checked Out and the time-out is recorded.

When a visitor is currently checked in, you can generate a printable pass:

1. Open the visitor detail page.
2. Click Download Visitor Pass.
3. A PDF opens/downloads — print it as a badge for the visitor.

• When a returning visitor enters their phone, the kiosk shows only a masked hint (initials + masked email) — not their full details.
• The visitor confirms "Yes, that's me" and only then sees their prefilled info.
• A new photo is always captured even for returning visitors.

A zone is a physical check-in point — e.g. "Main Entrance", "Reception", "Delivery Bay", "Car Park". Each zone has a unique QR token. Visitors scan that zone's QR to check in at that location.

1. Sidebar → Zones → + New Zone.
2. Fill in:
   • Zone Name (required) — e.g. "Main Entrance".
   • Zone Code (optional) — an internal code like ABC-MAIN.
   • Location (optional) — e.g. "Ground Floor".
   • Description (optional).
   • Status — Active (accepts check-ins) or Inactive (QR disabled).
3. Click Create Zone. The QR token is generated automatically.

1. Go to Zones and click the QR link on the zone's row (or open the zone).
2. On the zone page you'll see:
   • The QR code URL (the web address it encodes).
   • Download PNG — saves the QR image to your device.
   • Print — opens a printable "WELCOME — Please scan this QR" page.
3. Place the printed QR at the zone's entrance.

If a QR is lost, printed on the wrong thing, or you want to rotate it:

1. On the zone page, click Regenerate.
2. Confirm. The token changes and the old QR stops working.
3. Download/print the new QR and replace the old one.

• Edit — change name, location, description, or status.
• Delete — remove the zone. The system asks you to confirm.

Setting a zone to Inactive disables its QR without deleting it — useful for temporarily closing an entrance.

1. Sidebar → Reports.
2. Set your filters:
   • Date From / Date To — limit the period.
   • Format — CSV, Excel (.xlsx), or PDF.
   • Status — All, Checked In, or Checked Out.
3. Click Export Report. The file downloads.

The report includes: date, visitor name, phone, email, host, department, zone, time in, time out, status, and purpose.

For fire drills or evacuations — export everyone currently inside the building in one click.

1. On the Reports page, scroll to the Emergency Export box (highlighted in red).
2. Click Export Currently Inside (CSV).
3. A CSV downloads with every checked-in visitor: name, phone, host, zone, and time in.

• Company Name — required.
• Address, Phone, Email — company contact details.
• Logo — upload an image; it appears on the kiosk and sidebar.

Toggle which fields are required in the visitor kiosk:

Data Retention (months) — how long to keep visitor data before the optional purge process anonymizes it.

Privacy Notice — the text shown to visitors on the consent step (e.g. your PDPA/privacy statement).

Extra email addresses (besides the host) to notify on every visitor arrival. Multiple addresses supported — one per line or comma-separated. The host's own email is always notified.

Use Send test email to verify email delivery — it sends a real message to the configured inbox.

Click Save Settings to apply changes. A green confirmation banner appears briefly.

• Keep host emails accurate — that's where arrival alerts go.
• Set a clear privacy notice in Settings so visitors know how their data is used.
• Test a check-in before launch — scan your own QR on a phone and complete the flow.
• Use Emergency Export during drills — it's one click and lists everyone on site.
• Suspend, don't delete — prefer Inactive zones/employees over deleting them, to keep history intact.
• Log out on shared devices — protects your company's visitor data.