Thirty Trucks Before 9 Am
Trucks queue outside while the guard writes each driver, vehicle number and challan into a register by hand.
Warehouse manager · Security
Warehouses & Logistics
Visitor Management Software for Warehouses and Logistics
Streamline Driver, Vehicle and Visitor Management across Warehouses and Logistics Hubs with VizPass. Simplify Digital Check-ins, Vehicle Number Capture, WhatsApp-Based Host Approvals, QR Gate Passes, Material Gate Passes and Emergency Evacuations while Maintaining Secure, Searchable Entry and Exit Records Across Every Dock.
- Cloud Based
- Mobile App
- Go Live in 1 Day
- From ₹1,499/month · 7-Day Free Trial
Companies already running their gates on VizPass
Warehouses and Logistics Hubs face unique challenges in managing Drivers, Transporters, Loaders, Vendors and Material movement, Emergency Evacuations while Maintaining Security, Stock Control and Dock Turnaround.
Driver and visitor check-in on the VizPass app
Four Steps at the Warehouse Gate for Driver and Visitor Check-In
The same four steps for a truck driver, a loader, a vendor or an auditor — each on the VizPass mobile app.
01
Driver Checks In
The guard finds the pre-registered run or starts a walk-in, and types the vehicle number with the visit.
02
Host Approves
For visitors who need it, the warehouse manager approves in the app, on WhatsApp or from a link.
03
QR Gate Pass
A pass with the driver's name, vehicle, valid-till time and QR code, on their phone or printed at the gate.
04
Guard Scans in and Out
The guard sees allow or deny with the reason, and the exit scan keeps the on-site list true for roll call.
Get a call back about your gate
Leave your name and mobile — we call within one working day. Live video demo at your gate, anywhere in India.
VizPass Visitor Management Software for Warehouses and Logistics keeps every truck, driver and visitor on one gate record: the vehicle number saved with each visit, challan and invoice numbers on inward material passes, approval before outgoing material leaves, repeat drivers recognised by phone, and pre-registered runs that keep the queue moving. It runs on a guard's phone or any Android tablet, with no hardware to buy.
Warehouse Gate Management in India
A warehouse gate is a vehicle gate first. Thirty trucks before 9 am, contract loaders arriving for the shift, a vendor at the office window and a dispatch leaving after dark — all through one barrier and one guard with a register.
Visitor management for warehouses is shaped by three things an office sees less of. Vehicles matter as much as people, so the vehicle number has to sit with the driver on the same record. Material moves both ways all day, and goods leaving without approval are where stock losses start. And the same drivers return every day, so the gate has to be fast for regulars without waving anyone through.
Warehouse gate management is therefore about delivery tracking at the barrier: who came, in which vehicle, with which challan, what left and on whose approval — searchable later by vehicle number search, driver or date.
What goes wrong at the gate
Key Gate and Vehicle Challenges at Warehouses and Logistics Hubs
None of these stop the dock on day one. They are gate discipline gaps that turn into stock shortages, disputes with transporters and slow mornings later.
Challans That Never Reach the Record
The driver hands over a paper challan, it goes into a drawer, and nobody can later match it to the truck or the date.
Inbound · Stores
Loaders Counted on a Clipboard
An agency sends loaders for the shift, and the only record of who came in is a supervisor's tally.
Operations · HR
Drivers Wandering the Dock
Drivers wait on the dock between forklifts, and nobody can say which of them are still inside the premises.
Safety · Operations
Visitors Waiting While the Guard Phones In
A vendor or auditor stands at the window while the guard calls around to find out whether anyone is expecting them.
Admin
Night Dispatches on a Word
A truck leaves at 11 pm on a supervisor's say-so, and in the morning nobody can show who approved what went out.
Security head · Dispatch
Outgoing Goods Nobody Approved
Returns, damaged stock and surplus leave in the back of a truck with no pass, and the shortage shows up at the next stock count.
Finance · Stores
An Evacuation Count from a Register
When the fire alarm goes, the register shows who signed in that morning — not which drivers and loaders are still inside.
EHS managerHow a Visitor Management System Simplifies Warehouse Gate Management
VizPass moves the gate register from a book to the guard's phone. Every entry — driver, loader, vendor or visitor — carries a photo, ID, the host who received them and time in and out, and the vehicle number is typed in with the visit. The register is searchable by vehicle number, driver name or phone and filtered by date, so "which trucks came on the 14th" is a lookup.
At a warehouse gate it covers:
- Vehicle number with every visit, typed in by the guard — no hardware to install.
- Inward material passes with the PO, delivery challan or invoice number, so each delivery is on record. See material gate passes.
- Approval before anything leaves — outgoing material needs an approved pass, and requests that sit unanswered escalate after 24 hours.
- Repeat drivers recognised by phone, with name, company, photo and ID details filled in from the last visit.
- Pre-registered runs — daily or weekly deliveries booked in advance, with a QR pass sent to the driver by WhatsApp or email.
- Emergency alert and roll call from the live list of who is inside.
Not every plan includes every item: WhatsApp approval and roll call start on the Basic plan, and material passes are on Gate Control.
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 How VizPass Handles These Challenges
An on-site demo across Delhi NCR, or a live video demo pointed at your warehouse gate anywhere in India.
Challenge, solution, benefit
Warehouse Gate Management Solutions for Real Dock and Gate Problems
Six situations every warehouse gate meets, and what happens with VizPass in place.
The Morning Truck Queue
Regular runs are pre-registered and already on the gate's list, and returning drivers are recognised by phone, so the guard types only the vehicle number and moves to the next truck.
A shorter queue at the barrierChallans and Deliveries
Each delivery goes on an inward pass with the PO, challan or invoice number and the vehicle, and downloads as CSV for your warehouse system.
Delivery tracking on recordOutgoing Material
Outgoing material needs an approved pass that lists the items. At the gate the guard sees allow or deny with the reason, and unanswered requests escalate after 24 hours.
Nothing leaves without approvalLoaders and Contract Staff
Each loader is checked in with photo, ID and the agency they work for, and passes carry an end time, so the inside list shows who is really on the dock.
Whose people are insideVehicle Number Search
Search the register by vehicle number, driver name or phone within a date range, and the material pass list by vehicle number, when a transporter disputes a delivery.
Answers in secondsSeveral Warehouses
Each warehouse is a site on one account, with its own gates and guards, and a driver blocked at one site is refused at the others.
One policy across the network
By type of facility
Visitor Management for Logistics Parks, Fulfilment Centres, Cold Chain and Distribution
The same gate record, set up for how each kind of warehouse runs its gate.
3PL Hubs and Logistics Parks
Many clients, many transporters and trucks around the clock, with inward and outward passes keeping each client's goods on record.
Material gate passesE-Commerce Fulfilment Centres
Large shift workforces from staffing agencies, courier pickups all day and peak-season surges at the gate.
Contractor and labour entry
Cold Chain Warehouses
Refrigerated trucks that cannot wait at the barrier, and drivers who are the same faces every morning.
Gate managementDistribution Centres
High-volume inbound and outbound with a weighbridge and a single main gate, where every vehicle and approval needs to be on one record.
Stop material leaving unchecked
Real gate workflows
How a Visitor Management System Works at a Warehouse Gate
Four situations every warehouse gate meets, step by step.
01
A Scheduled Milk Run
A daily supplier delivery, booked in advance.
- The host books the run as a visit; the driver gets a QR pass by WhatsApp or email.
- At the gate, the guard scans the pass and the driver is recognised by phone.
- The guard types the vehicle number with the visit.
- Each run is its own visit, searchable later by vehicle or driver.
02
An Inbound Delivery
A supplier truck with a challan — on the Gate Control plan.
- The guard raises an inward material pass with the PO, challan or invoice number.
- The vehicle number is stored on the pass.
- The pass is searchable by vehicle number later.
- Records download as CSV for your warehouse system.
03
An Outbound Dispatch
Goods leaving the warehouse — on the Gate Control plan.
- Dispatch raises an outward pass listing the items and the vehicle.
- The pass goes through your approval chain; unanswered requests escalate after 24 hours.
- At the gate, the guard sees allow or deny with the reason and checks the load against the pass.
- The departure is logged with a timestamp.
04
Loaders for the Night Shift
Twenty loaders from a staffing agency.
- Each loader gets a pass with photo, ID and the agency's name.
- A returning loader is recognised by phone number.
- Passes end with the shift, and an expired pass is refused at entry.
- The inside list shows whose people are on the dock, for roll call.
What changes, and for whom
Business Benefits of Digital Gate Management for Warehouses
We do not quote percentages we have not measured. During a trial, measure four things: queue time at the morning gate, visits with no exit scan, outgoing loads without an approved pass, and how long a "which trucks came that day" question takes to answer.
A Faster Gate for Regular Drivers
Pre-registered runs and drivers recognised by phone, so the guard types only the vehicle number. For the warehouse manager.
Records That Settle Disputes
Every vehicle, driver, challan and approval, searchable by vehicle number and date and exportable as CSV. For stores and finance.
Stock That Stays in the Warehouse
Outgoing material only on an approved pass, checked at the gate. For the security head.
Night Shifts Held to the Same Rule
Approvals still required after dark, expired passes refused and blocked drivers turned back. For night security.
Paper Register vs Warehouse Gate Management Software
| What matters | Paper register | AVizPass |
|---|---|---|
| Thirty trucks before 9 am | A queue while the guard writes | Pre-registered runs; regulars recognised by phone |
| A challan for a delivery | In a drawer, never matched | On the inward pass with the vehicle number |
| Goods leaving at night | On a supervisor's word | Only on an approved outward pass |
| Which trucks came on the 14th | Flip through pages | Search by vehicle number and date, export as CSV |
| Fire alarm | This morning's register | Live list of drivers and loaders inside, marked safe |
| Cost | Register books and guard time | From ₹4,999/month with roll call; ₹14,999 with material passes |
Our honest verdict
A register can hold up at a small godown with a few trucks a day. Once dozens of vehicles, contract loaders and outgoing loads share one gate, the gap between the register and what happened is where stock losses and transporter disputes start.
Choosing a Visitor Management System for a Warehouse
Whichever Visitor Management System you shortlist, check five things in the demo: is the vehicle number on the same record as the driver, can inward deliveries carry the challan number, does outgoing material need approval, are regular drivers fast at the gate, and does the vendor publish its prices. Where VizPass stands:
- Real customers, quoted as they are. The testimonials on this page come from VizPass customers, in their own words.
- A demo at your own gate. On-site across Delhi NCR, or on a video call pointed at your live gate anywhere in India — real check-ins, not slides.
- Built and supported in India by BeyondBoxAI Technologies from Sector 62, Noida.
- Published pricing. Flat monthly plans per company, no per-user charges, and a 7-day free trial on the Basic plan.
Driver Data
Drivers 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. VizPass can delete visits older than a retention period you set. How long you keep driver data and your wider duties under the DPDP Rules 2025 stay with you and your legal adviser, using guidance such as MeitY's.
What VizPass Does Not Claim
- It does not scan number plates; the guard types the vehicle number.
- It does not match outgoing items against inward records automatically; the guard checks the load against the approved pass.
- There is no ERP, SAP or WMS connector; records download as CSV.
- It does not automate loading, unloading or dock scheduling.
- It is software: no turnstiles, boom barrier control or biometrics.
Getting started
How to Upgrade to a Visitor Management System at Your Warehouse
1
Requirement Discussion
Your gates, transporters, loaders and approvals.
2
Tailored Demonstration
On-site in Delhi NCR, or on video.
3
Trial at One Gate
Start with the main truck gate.
4
Configuration and Training
Regular runs, hosts and approvers set up.
5
Expansion
More gates and warehouses, one account.
Rolling it out
Four Mistakes When Rolling Out Visitor Management at a Warehouse
Not Pre-Registering Regular Runs
Book the daily and weekly runs in the first week, so regular drivers are on the list and the queue moves.
No Backup Approver
Decide who approves outgoing material at night or when the usual approver is on leave, before the first late dispatch.
Guards Trained in the Wrong Language
A guard who does not understand why a pass is refused will lift the barrier anyway. Train in the language the gate speaks.
Vehicle Numbers Left Blank
Make the vehicle number part of every truck check-in from day one, or vehicle number search will have gaps.
Published pricing
One Flat Price a Month — No Per-User Charges
Single Gate
₹1,499/month
Basic
₹4,999/month
Front Desk
₹9,999/month
Gate Control
₹14,999/month
Prices exclude GST. Start with a free 7-day trial on the Basic plan, no card needed. See what each plan includes →
Visitor Management for Warehouses FAQs
How Do I Stop Unregistered Contractors from Showing Up at My Gate and Holding Up the Queue?
Pre-register regular drivers before each visit, from the desk, by the host or through your public booking link, and they get a QR pass by WhatsApp or email. A returning driver is also recognised by mobile number, and their name, company, photo and ID details fill in, so only the vehicle number is typed at the gate. Unregistered arrivals go through the standard full check-in.
What Happens If a Driver Tries to Leave Without Proper Approval, or If Material Goes Missing?
Outgoing material should not leave until its material pass is approved. At the gate VizPass tells the guard allow or deny, with the reason, and the guard opens the barrier only for an approved, valid pass. VizPass does not match outgoing items against inward records automatically; the guard checks the load against the approved pass. Material passes are on the Gate Control plan.
Can We Pull Reports on Which Vehicles Visited on a Specific Date or Which Drivers Haul Which Material?
Yes. Each visit stores the vehicle number and driver details, and each material pass stores the vehicle, challan number and items. Search the visitor register by vehicle number, driver name or phone within a date range, and the material pass list by vehicle number, then download CSV to cross-check against your warehouse system or settle a transporter dispute.
How Should I Handle Personal Data from All These Drivers When We're Storing Their Phone Numbers and Vehicle Details?
VizPass stores driver phone numbers and visit records, and can delete visits older than a retention period you set. Drivers who register on the gate app or the self-registration link see your privacy notice and agree to it, and that is recorded on the pass. Your retention policy and wider duties under the DPDP Rules stay with you as the data fiduciary, using MeitY's guidance.
What If Our Warehouse Has to Comply with Factory Safety Rules—does VizPass Help with That?
VizPass is a gate and vehicle tool, not a safety system. It gives you a dated record of every person and vehicle that entered — vehicle number, driver, time in and out — and an evacuation roll call from the live list of who is inside, on the Basic plan and above. Your safety procedures and statutory obligations, such as those DGFASLI sets out, stay with you.
We Use a Mix of Owned Trucks, Contract Carriers, and One-Off Delivery Services. Do We Need Different Setups for Each?
No. Every vehicle is handled the same way at the gate: the guard types the vehicle number, inward deliveries go on an inward pass with the challan number, and outgoing material needs an approved pass. Regular runs and contract carriers can be pre-registered for faster entry, and drivers who have visited before are recognised by phone; occasional suppliers go through the standard check-in.
Does VizPass Scan Number Plates?
No. The guard types the vehicle number with each visit, on the same phone or tablet used for the check-in, so there is no camera or hardware to install. The number is saved with the visit and on any material pass, and the register can be searched by vehicle number later.
Can Contract Loaders Be Checked in at the Warehouse Gate?
Yes. Each loader is checked in individually with photo, ID and, with the company field on, the agency they work for. A returning loader is recognised by phone number, passes can end with the shift, and an expired pass is refused at entry. The inside list shows whose people are on the dock, which is also the roll call list.
Does VizPass Connect to Our WMS or ERP?
No. There is no ERP, SAP or WMS connector. Visitor and material pass records download as CSV, which you can import or cross-check against your warehouse system. VizPass also does not automate loading, unloading or dock scheduling; it stays at the gate.
How Does Evacuation Roll Call Work in a Warehouse?
When an evacuation is raised, VizPass alerts everyone checked in, their hosts and the gate team, and runs a mark-safe roll call of drivers, loaders and visitors inside. Because entries and exits are timestamped as they happen, the list reflects who is actually on site. It is on the Basic plan and above.
What Does Visitor Management for Warehouses Cost?
Plans are a flat monthly price per company with no per-user charges, GST extra: ₹1,499 Single Gate (a plain register for one gate), ₹4,999 Basic, ₹9,999 Front Desk and ₹14,999 Gate Control, with a 7-day free trial on the Basic plan. Roll call starts on Basic; inward and outward material passes are on Gate Control. No hardware purchase is needed.
How Can a Warehouse Schedule a Demonstration?
Use the form at the end of this page, the demo button at the top, or WhatsApp. Tell us your type of warehouse and what you want to solve first, and we call within one working day. The demo runs on-site across Delhi NCR, or on a video call pointed at your live gate anywhere in India.
Further reading
- Warehouse — Wikipedia
- Supply chain security — Wikipedia
- Directorate General Factory Advice Service & Labour Institutes — DGFASLI
- Data protection framework (DPDP Act and Rules) — MeitY, Government of India
Discuss Your Warehouse's Gate and Vehicle Requirements
Tell us about your warehouse and what you want to solve first. We call within one working day and show the workflows that matter to you — on-site across Delhi NCR, or on a video call at your gate anywhere in India.
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