SCANPASS wITH PHOTO - VISITOR MANAGEMENT SYSTEM

 

All major organizations receive visitors very frequently. As a method of checking and controlling access or allowing people to enter the premises, a common method is adopted - to issue passes known as the Casual Visitors Pass. The pass issued is numbered wherein the Visitor’s details such as a) his Name and b) Company name, c) no. of persons accompanying him, d) Name, e) Designation & f) Department of the person he has come to see, g) the number of the token or Visitor pass given to him, etc. are filled in by the Security Staff or at the reception.

 

All this is done by hand which take considerable time. Moreover it is impossible to have any reporting available based on various needs. To overcome these problems, Jaypeetex have designed the above software, which would computerize the above manual out-dated method, with extensive reporting capability and also with the capability to photograph visitors using an inexpensive digital camera, which can be mounted and connected to the USB Port of the PC.

 

A visitor who arrives will provide his basic details such as his name, company name, and person he is to see with his designation, etc. and this creation of database is done for the first time. His photograph can also be taken through the camera, which is instantly stored into the database. Once the above is stored in the database, a pass is printed with all the above details, which are available till such time they are removed. In case the visitor comes again, we have provided a very strong search engine, whereby he could be searched in the database by his name or his company’s name and if found, his other details would be retrieved from the database that is already available in the PC, saving a lot of time from retyping the whole details again. A Spot-Check can also be done by comparing the visitor with his photograph in the database which can be done by just clicking on a button termed as “Show Photo”. On Visual Verification, the operator could proceed further to process the pass. 

 

When passes are returned after the visitor has seen the officer concerned, we have provided a very simple procedure whereby by merely selecting the pass, in the screen for out time entry and by clicking on the out button the, Out time can be marked for that pass using the PC Real time Clock. This entry is recorded and would be available for reports for later reference.

 

To ensure the absolute security in using the software, we have provided a very handy User Management whereby authority for use of the software at different levels could be given to the person who is operating, to a person who wishes to generate reports and to the administrator. Various functions of the software can be controlled through the User Management. As a measure of security, the pass numbers are generated by the system and the date for the pass is also taken from the systems real time clock.

 

The pass number would change automatically every year to start with no. 1 on January 1st of every year e.g. 1/2001,2/2001, ………… 1/2002,  2/2002,3/2003 ……etc.

 

We have also provided a complete control of the database whereby you can delete, restore and purge transactions based on several criteria such as:

a) date of the pass, b) visitor ID, c) name, d) the company name, e) unit, f) department,
g) if the passes are older than a certain period of time and h) if the passes are returned /not returned / both.
This helps in complete management of the database and in case there is an error in deletion, there is a possibility of restoring the same from the built-in recycle bin. Over a period of time, the deleted visitor’s information and the deleted passes could be purged from the system whereby they are permanently deleted and not recoverable at all.

 

We are providing various types of reports which take care of all the needs of organization and which can be printed based on pass numbers, all returned /not returned, dates, visitor ID or recommending officer, escorts, etc.

 

We also have a LAN version (Client – Server based) under development whereby the officers can send requests for issue of passes to the PC at security gate in advance. On arrival, the visitor can give his name and the Security officer can do a quick, find the request and issue him a pass.

 

The Standalone Software Version has been designed using Microsoft Visual Basic as front-end and Microsoft Access as the back-end, whereas the LAN version would have Microsoft SQL Server as backend and would require Windows NT / 2000 Server.

 

We have recommended a low cost web camera but in case of high resolution photographs are required, a high resolution digital CCD camera with low Lux illumination can be also purchased.

 

Sample passes

 

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