Visitor Management for Gated Commercial Campuses

VizPass does not control movement inside the campus: it has no zone clearance, escort tracking or restricted-area alerts, and it does not drive barriers or door locks—it tells the guard allow or deny, with the reason, and the guard opens the gate. What it does is tag each visit to a workplace, area or sub-location, so security can see which tenant's building a visitor was booked for, and the On Site list filters by it. Because visitor pre-registration ties each person to a specific host, the guard knows who is expecting them before letting them in. Hosts see only their own visitors and desk staff can be limited to their own workplace, but there is no separate tenant mode inside one account, and approval rules are set once for the whole account. Keeping visitors out of other tenants' areas stays with your guards, reception desks and any access-control hardware you already run.

Yes, as one campus register. All companies share the physical gates, and each visit records the host, the entry time and the workplace—building, floor or area—it is tagged to. The web desk's on-site list filters by workplace and gate, desk staff can be limited to one workplace so they see only the visits recorded there, and each host sees only their own visitors. VizPass has no separate tenant mode, though, so a tenant's HR team does not get its own dashboard inside the campus account, and what each person sees depends on visits being tagged to the right workplace. Material passes, on the Gate Control plan, are tagged to a workplace in the same way. You keep one hardware setup and one register instead of duplicate gates and a separate system for each company.

A Security Head or Company Admin raises an evacuation with one button and a confirm, for the whole campus or for one workplace with its areas. VizPass immediately alerts every visitor inside, their hosts and the gate team by bell, email, WhatsApp and app push, logs every delivery attempt, and runs a mark-safe roll call so security can tick people off as safe; when it is over, it sends the all-clear to everyone who was alerted. It is not a whole-workforce broadcast: employees who are not hosts or gate staff are not alerted, so each company's staff headcount stays with its own process. The gate register keeps a continuous record of which visitors entered and when, so you have a baseline of who should be accounted for, and it records when they left, which helps post-incident review. Without this central record, security teams would be calling around to each tenant company, wasting critical minutes.

On the Gate Control plan, each material pass is tagged to a workplace and department, so a delivery for Company A's building is logged against that workplace rather than grouped into one generic "goods received" entry. When a truck arrives at the gate with goods for Company A and Company B, the guard raises a separate inward pass for each, with its typed PO, DC or invoice number; outgoing material goes through an approval chain before it leaves. This prevents confusion about inventory ownership and ensures that use-cases like supply chain audits or damage claims can be traced to the right workplace. Campus security sees all material movement, and the material reports can be filtered by workplace and exported as CSV. If there is a dispute about what arrived or when, the timestamped record is there. On campuses where tenants are competitors or have sensitive supply chains, remember that VizPass has no separate tenant mode, so decide who in the campus account can see material records.

You must comply with India's personal data handling guidelines, as outlined by the Ministry of Electronics & IT, since visitor information is personal data. VizPass has no separate tenant mode, so on a shared campus account the records sit in one register: each host sees only their own visitors, desk staff can be limited to their own workplace, and reports and exports follow the roles you set. For retention, a Company Admin can set Keep Records for (Months), and every night older visits, visitors with no visits left and their photos and ID images are permanently deleted. The purge is off by default and applies to the whole account, not per tenant. Visitors who register on the gate app or through the self-registration link see your privacy notice and agree to it before their photo and ID are taken, and that agreement is recorded on the pass. For factories or manufacturing facilities, you should also check requirements from DGFASLI around safety protocols and visitor logging. Document your data retention policy, specify who can access visitor logs, and ensure your system settings reflect those rules.

You can do both, depending on your security posture and operational needs. Visitor pre-registration allows hosts to invite guests in advance, so when a pre-registered visitor arrives at the gate, check-in is quicker and, unless your setting asks for approval on arrival, no further approval is needed. This works well for expected meetings, vendor visits, or regular contractors. For walk-in or unscheduled visitors, security can check them in at the gate in real time—the host is notified or can be called for approval before access is granted. Pre-registration reduces gate delays and gives you a forward-looking view of who is coming. Gate-time registration gives you flexibility for unplanned visits. Many campuses use both: critical meetings are pre-registered, routine visits happen at the gate. The system supports both workflows, but approval rules are set once for the whole account, not per tenant—walk-ins and pre-booked visits each have one company-wide switch. The choice depends on your risk tolerance and operational rhythm. Either way, the record is created, timestamped, and tagged to the right workplace, so your audit trail is complete.