Digital Check-In System for Visitors, Contractors and Staff
Replace the sign-in book with digital check-in for visitors, contractors and staff: photo-ID capture, QR self check-in, host approval on WhatsApp and a live list of who is on site. No hardware to buy.
- No Hardware to Buy
- HQ Sector 62, Noida
- On-Site Demo in Delhi NCR, Live Video Elsewhere
- From ₹1,499/month · 7-Day Free Trial
Companies already running their gates on VizPass
VizPass is a digital check-in system that replaces the paper sign-in book at your reception or gate. Expected visitors are pre-registered, walk-ins check in by scanning a QR code on their own phone, photo and ID are captured, the host approves on WhatsApp, and a QR pass scanned at exit closes the record — so the list of who is on site stays live. Contractors and staff stepping out sit on the same record. It runs on any Android tablet or the guard's phone, from ₹1,499/month with a 7-day free trial.
Four Steps, Under a Minute per Visitor
Most offices and factories still start the day with a sign-in book on the reception desk or in the security cabin: a name, a phone number, a time and a scribble. Nobody checks the ID, half the out-times are blank, and when someone asks who is in the building right now, the book cannot answer. A digital check-in system keeps the same step at the door and turns it into a record you can approve, search and close.
From Sign-In Book to Electronic Check-In System
- Photo and ID are captured at check-in instead of a signature.
- The host approves on WhatsApp before the visitor goes in.
- A printed QR pass is scanned at exit and closes the record. A pass with no exit scan stays open on the log.
- Who is inside is worked out from check-ins and check-outs, never typed by hand.
Everyone Who Comes Through the Door, on One Record
Each gets the check it needs — and all of it lands in the same searchable log.
Expected Visitors
The host pre-registers them and an invitation goes out, so they are already on the gate's list when they arrive.
Pre-registeredWalk-In Visitors
They scan a QR code at the door and fill in their own details, photo and ID on their phone, verified by OTP.
QR self check-inContractors and Labour
Passes carry an end time you set; an expired pass is refused at the gate.
Expired passes refusedVendors and Delivery Staff
Logged with photo, host and purpose, and the vehicle number goes on the same visit.
Vehicle on the visitClients, Candidates and Auditors
A returning visitor is recognised by mobile number, so the same person is never registered twice.
One record per personStaff Stepping Out
An out-pass with a reason and a planned return time; a late return alerts the employee and their manager.
Out-pass and overdue alertA Check-In System for Office Reception and Factory Gates
- Office reception — a tablet on the desk, guests pre-registered by their host, approval on WhatsApp and a printed pass with the visitor's photo.
- Factory, warehouse or plant gate — the guard's own phone, contractors and trucks, vehicle numbers on the visit and a live count of who is inside.
- Several sites — one account, each site with its own gates, hosts and approval rules, and reports for any date range across all of them.
No hardware to buy: any Android tablet or the guard's phone runs it, and gate pass printing is there if you want printed passes.
Gates like yours
What Our Customers Say
“VizPass has made our front desk operations much more organised. Visitor check-ins, courier entries and gate approvals are now handled digitally, which saves time and improves accountability.”
Gagan Mathur
OM Sweets
“VizPass gives our operations team better control over daily gate activity. Material movement, employee exits and reports are now easier to track, approve and review.”
Sandeep Garg
Karan Latex Ltd
“VizPass made our front desk faster and more organised. Visitor check-ins, courier entries and approvals are now handled without paper registers.”
Harman S
Admin Head, Ferozepur College of Engineering
“The platform feels simple for reception staff and professional for guests. Pre-registration and instant host alerts have improved our daily visitor flow.”
Rekha Y
Operation Head, Orchid Petal Ltd
“QR check-ins and OTP verification made guest entry smooth and contactless. Our teams receive notifications on time, without follow-up calls.”
Nitish T
Operation Head, HRIT University
“We have much better control at the gate now. Our security team can verify visitors, track movement and maintain accurate digital records.”
Gaurav S
Facility Manager, MMMIPCollege of Pharmacy
“VizPass gives us clear reports for visitors, couriers and gate activity. It saves admin time and helps management review data quickly.”
Harish G
Plant Head, HPL Ltd
“VizPass has made our front desk operations much more organised. Visitor check-ins, courier entries and gate approvals are now handled digitally, which saves time and improves accountability.”
Gagan Mathur
OM Sweets
“VizPass gives our operations team better control over daily gate activity. Material movement, employee exits and reports are now easier to track, approve and review.”
Sandeep Garg
Karan Latex Ltd
“VizPass made our front desk faster and more organised. Visitor check-ins, courier entries and approvals are now handled without paper registers.”
Harman S
Admin Head, Ferozepur College of Engineering
“The platform feels simple for reception staff and professional for guests. Pre-registration and instant host alerts have improved our daily visitor flow.”
Rekha Y
Operation Head, Orchid Petal Ltd
“QR check-ins and OTP verification made guest entry smooth and contactless. Our teams receive notifications on time, without follow-up calls.”
Nitish T
Operation Head, HRIT University
“We have much better control at the gate now. Our security team can verify visitors, track movement and maintain accurate digital records.”
Gaurav S
Facility Manager, MMMIPCollege of Pharmacy
“VizPass gives us clear reports for visitors, couriers and gate activity. It saves admin time and helps management review data quickly.”
Harish G
Plant Head, HPL Ltd
See It Running at Your Own Gate
An on-site demo across Delhi NCR, or a live video demo pointed at your gate anywhere in India.
How Digital Check-In Works
Check In
An expected visitor is already on the gate's list from their invitation; a walk-in scans the QR code at the door and registers in under a minute, with the phone number verified by OTP.
Approve
Photo and ID are captured and the host gets a WhatsApp request. A blocked visitor cannot be issued a pass at all until an admin unblocks them.
Check Out
The QR pass is scanned at exit and the record closes. Anyone still inside after their pass expires triggers one alert to the host and admins.
Paper Sign-In Book vs Digital Check-In
| What matters | Paper sign-in book | ADigital check-in |
|---|---|---|
| Who is inside right now | Read the book and guess from the blank out-times | A live list worked out from check-ins and check-outs |
| Who the visitor really is | Whatever name was written down | Photo and ID captured; phone verified by OTP |
| Permission to enter | Reception phones the host, or waves the visitor through | The host approves on WhatsApp before entry |
| Someone you have barred | Gets in if the shift has not been told | Cannot be issued a pass until an admin unblocks them |
| Finding a visit from last quarter | A hunt through old registers | Reports for any date range, as CSV or a printable PDF |
| Visitor privacy | Every earlier visitor's phone number open on the desk | Privacy notice shown and consent recorded on each pass |
| Cost | Register books and reception time | From ₹1,499/month, no hardware to buy |
A sign-in book works for a small office with a few visitors a week and a receptionist who knows everyone. Once there are walk-ins, contractors, more than one entrance or anyone asking for the records later, it stops being a record and becomes a guess.
Staff Check-In: Stepping Out and Coming Back
Staff who leave during work hours request an out-pass with a reason and a planned return time. Once it is approved — by their manager, by default — the guard scans the pass at exit and again on the way back in, and anyone not back on time triggers an alert to the employee and their manager. The full flow is on staff check-in and check-out.
Online Check-In Before the Visitor Arrives
The host pre-registers the visitor and an invitation goes out, so they are already on the gate's list when they arrive. Unexpected visitors use walk-in check-in instead.
Paperless Visitor Management and the DPDP Rules
Every visitor sees your privacy notice and gives consent before their photo and ID are captured, and the consent is recorded on each pass — as the DPDP Rules 2025 require (compliance deadline 13 May 2027; MeitY publishes the framework). More on visitor data under the DPDP Rules.
Four Mistakes When Replacing the Sign-In Book
Keeping the Book Going for Months
Run the book and the tablet side by side for one week, then retire the book — or guards fill in whichever is quicker.
Hosts Not Told About WhatsApp
If staff do not expect the approval request, the first visitors wait at the desk while it sits unanswered.
The Walk-In QR Code Hidden Away
Put it where people actually queue, at eye level, with a line of instructions in the local language.
Skipping the Exit Scan
Without it passes stay open and the on-site list is wrong exactly when you need it. Make it part of the guard's routine.
What VizPass Does Not Claim
- It is software: no turnstiles, boom barriers, RFID readers or door controllers. It controls entry by deciding who gets a pass and recording every check-in and check-out.
- It does not use biometrics or face recognition; check-in relies on photo, ID and OTP.
- Gate check-in is not an attendance or payroll record. For staff, this page covers stepping out and coming back on an out-pass.
- It does not certify compliance with any standard.
Getting Started
Plans start at ₹1,499/month for Single Gate, ₹4,999/month for Basic, ₹9,999/month for Front Desk and ₹14,999/month for Gate Control, each with a 7-day free trial — see pricing. In-person demos cover Noida, Greater Noida, Ghaziabad, Delhi, Gurugram and Faridabad; elsewhere the demo runs on a video call. BeyondBoxAI Technologies Pvt. Ltd., Sector 62, Noida (+91 81304 68801, sales@beyondboxai.com, Monday to Saturday, 9:30 to 18:30 IST).
Live at Your Door in a Week
Start the 7-Day Trial
On your busiest entrance — the reception desk or the main gate — using any Android tablet or phone already there.
Walk Through It with Your Team
On-site across Delhi NCR, or a video call against your live gate anywhere in India. Book on the contact page.
Add More Sites
Same account, each site with its own gates, hosts and approval rules.
Four Things Worth Checking Every Week
Passes with No Exit Scan
Where people are leaving without checking out — usually one gate or one shift.
Overstay Alerts
Who stayed past their pass, and whether it is the same visitor or contractor every time.
Walk-Ins vs Pre-Registered
If almost everyone is a walk-in, hosts are not inviting their guests and the desk is doing the work.
Late Staff Returns
Staff still out past their planned return time, filtered by department.
Published pricing
One Flat Price a Month — No Per-User Charges
Every plan starts with a free 7-day trial. See what each plan includes →
Digital Check-In System FAQs
What Is a Digital Check-In System?
It replaces the paper sign-in book at a reception desk or gate. The visitor's photo and ID are captured, the host approves on WhatsApp, a QR pass is issued and scanning it at exit closes the record. Because every check-in and check-out is recorded, the list of who is on site is always current.
How Is an Electronic Check-In System Different from a Sign-In Book?
A sign-in book records whatever people write. Electronic check-in captures a photo and ID, verifies the phone number by OTP, asks the host for approval before entry, refuses visitors you have blocked and closes each visit with an exit scan — and the records can be pulled for any date range as CSV or PDF.
Can Visitors Check in Themselves Without a Receptionist?
Yes. Walk-in visitors scan a QR code at the door and enter their own details, photo and ID on their phone, verified by OTP. Expected visitors are pre-registered by their host and receive an invitation, so they are already on the gate's list before they arrive.
Does It Work as a Staff Check-In System Too?
For staff who step out during work hours, yes: they request an out-pass with a reason and a planned return time, the guard scans it at exit and on return, and a late return alerts the employee and their manager. It is not an attendance or payroll system. The details are on the staff check-in and check-out feature page.
Is It a Check-In System for Offices or for Factory Gates?
Both. An office uses a tablet on the reception desk and pre-registered guests; a factory or warehouse runs it on the guard's phone with contractors, vehicle numbers and material passes. Several sites can sit on one account, each with its own gates, hosts and rules.
What Hardware Does Electronic Check-In Software Need?
None to buy. It runs on any Android tablet or the guard's own phone, and check-in takes under a minute. A printer is only needed if you want printed passes. There are no turnstiles, readers or biometric devices involved.
How Is Visitor Data Handled Under India's DPDP Rules?
Every visitor sees your company's privacy notice and gives consent before their photo and ID are captured, and the consent is recorded against each pass. The DPDP Rules 2025 have a compliance deadline of 13 May 2027, and the framework is published by MeitY.
What Does a Digital Check-In System Cost, and Is There a Free Trial?
Plans are a flat monthly price with no per-user charges: ₹1,499 Single Gate, ₹4,999 Basic, ₹9,999 Front Desk and ₹14,999 Gate Control, each with a 7-day free trial. No hardware purchase is needed.
Further reading
- Data protection framework (DPDP Act and Rules) — MeitY, Government of India
- Visitor management — Wikipedia
- Access control — Wikipedia
- Physical security — Wikipedia
Your Gate on One Register — Set Up This Week
An on-site demo across Delhi NCR, or a live video demo pointed at your gate anywhere in India.