The document discusses a visitor management system that aims to improve upon traditional paper-based sign-in methods. It notes shortcomings of pen and paper registers like illegible writing and lack of useful data. The proposed system uses mobile numbers and photos to uniquely identify visitors. It records visitor details accurately and provides reports and history to enhance security and monitoring of the apartment complex. Benefits include reduced maintenance, improved data for investigating incidents, and a deterrent effect on visitors through photo tracking.

1. Visitor Management System
Securing Apartment Complexes

2. Traditional Visitor Management Systems
• Pen and paper; Illegible Writing
• Unable to read Visitor Name or Flat Number Visited
• Who really looks at the Visitor Register anyway ?
• When something bad happens, both Association/Management Committee and Police
is helpless without any data

3. How do you think a visitor register should look ?

4. - Can you read this ?

5. How safe is your Apartment ?
• Are you still using the laborious way of using register with illegible
handwriting by visitors always in a hurry ?
• How do you deal with missing pages ?
• Do you want to prevent untoward incidents in the first place ?
• Are CCTV cameras enough ?

6. Guiding Principles
• Prevention is better than Cure
• Smooth is fast
• Wisdom is what you do with what you know
• The data you need is all there. You just need an easy way to find it.

7. What is Needed
• A simple system to screen visitors
• An accurate way to record visitor details
• A way to assure that we have means to track any possible misadventure
• A reliable reporting mechanism
• To understand what’s happening At-a-glance
• With minimal training of staff
• Zero Maintenance

8. What’s in it for Me?
For the Visitor -
• Quick Check-in
• Subsequent visits should not result in
having to provide the same
information again and again
For Security and Committee -
• Minimal Training of Staff
• Accurate data capture
• Provide perception that security is
taken seriously
• Ability to Scale up when more visitors
are there
• Reduce response time when events
happen

9. Solution
A Simple Visitor Tracking and Management System

10. Each Visitor identified
uniquely by Mobile Number
&
Photo

11. Each Visitor identified
uniquely by Mobile Number
Security fills in relevant
details

12. Each Visitor identified
uniquely by Mobile Number
Security fills in relevant
details

13. Each Visitor identified
uniquely by Mobile Number
Security fills in relevant
details
Any past visits and
comments are shown

14. Each Visitor identified
uniquely by Mobile Number
Security fills in relevant
details
Any past visits and
comments are shown
Visitor details recorded
along with Photo

15. Summarized Daily Reports
Any past visits and
comments are shown
Visitor details recorded
Peak Load Hours easily seen

16. Category-wise Visitor
Breakup for better
monitoring

17. Benefits
• Near Zero Maintenance and Legibility Issues Resolved
• Photo Identity and Accurate Visitor History
• Mobile + Vehicle Number readily Available
• Frequency of Visitor coming in at odd hours can be used to check for anomalous patterns
• Solution can scale up with increasing load
• Paper Slip comes out Automatically, saves on time
• System can tell current visitors in apartment complex at any point of time
• Through Barcode can check time spent by each visitor
• In case of crime, based on photos, police can easily narrow down previous offenders

18. Benefits
• Reduces effort to solve incidents without wasting time
• Photo acts as a deterrent and is a preventive step as visitors are more cautious once they know
they are being tracked
• If you know a flat has not been visited in more than a month, its most likely unoccupied.
• Late night party noise can be tracked down to a flat based on the visitor logs. In case of noise,
guard can quickly narrow it down to which flats to drill-down and check for.
• Track any unauthorized door-to-door activity
• Reduces effort to solve incidents without wasting time
• Daily Report of Move-Ins and Move-Outs and Most Frequently Visited Units help track Major
Movement

19. Use Cases
• 800 flat complex - Three Major thefts –one of which involved a disgruntled contract
employee
• CCTVs were already in place. But huge amount of footage to sift through and few
pointers on where to start looking
• Register Logs of concerned data was missing / illegible
• Lifts getting damaged frequently. Lot of finger pointing.
• Maintenance defaulters recovery and Waste Segregation Kit Distribution Planning
needed list of flats that were unoccupied.
• Most common case is to track Parking violation by cars without stickers

20. How does it Work ?

21. Gate Passes – Before and After

22. Automated
Reading of
Barcode to record
Visitor Outtime

23. System In Use

24. Thank You
Contact : +91-9886-330-440 rohit123@gmail...

25. FAQ - Frequently Asked Questions
• What happens if the system crashes ?
• How techno savvy should a guard be to handle this system ?
• Is it running in other apartments ? How many visitors does it handle ?
• How has it minimized incidents in apartments where it is installed ?
• Does it need internet access ?
• What happens if/when the system fails ?
• Setup + Installation + AMC Cost

26. Roadmap
• Integrate Water Management and
metering to generate auto reports
• Integration of Waste Segregation data
to link up n realtime with recycling
vendors via email
• App for residents to screen visitors by
photo
• More Trending reports for detailed
analysis

27. Seamless Scaling
• Additional registration units can be
deployed on-the-fly and do not need
any installation
• As data is maintained locally, there is
no lag that is inherent in a cloud based
application
• Can deploy additional registration
units as and when needed without
incurring additional cost and tying
down devices exclusively for this use