Visitor Management
Every campus guest — faculty visitor, parent, vendor, or government officer — checked in, tracked, and accounted for.
26
DocTypes
3 Colors
Lanyard system
Native integration
Live
Real-time dashboard
Visitor Registry & QR Passes
Every visitor gets a master record on first arrival. Subsequent visits increment the repeat count automatically. Physical pass inventory is managed in-system with status tracking from Available through to Returned, Lost, or Damaged.
Visitor Master Record
Capture name, phone, email, and ID details (Passport, Aadhar, or Driving License) with photo upload. Visitor types: Guardian, Vendor, Guest, Delivery, Contractor, Govt Officer. Repeat visit count is tracked automatically on every return.
Lanyard Color System
Three lanyard colors map to visitor categories: Green for Guardians, Blue for General visitors, and Red for Government Officers. Each Visitor Pass record carries the assigned color, making visual verification instant for security staff at any checkpoint.
Blacklist Management
Mark any visitor as blacklisted with a documented reason. On re-entry attempts, the system raises a Critical-severity Visitor Flag and alerts security immediately. Blacklist status applies campus-wide across all locations.
Visit Record
- Host assignment and contact
- Entry and exit timestamps
- QR code (visitor_qr_code field)
- Multi-channel verification: WhatsApp QR or OTP
- Purpose of visit
Physical Pass Inventory
Pass Status
Total usage count and last used datetime are recorded on each physical pass. Stock levels are visible to security managers at a glance.
Appointment & Pre-Registration
Reduce gate queues by allowing visitors to register before they arrive. Hosts can initiate appointments, or visitors can book via the self-service form. Appointment status is tracked end-to-end, including no-shows.
Visitor Appointment
Advance booking with purpose, date and time, duration, campus location, and person to meet. Supports family member lists and total visitor count per booking.
Appointment Request
Host-initiated workflow: the host submits an AppointmentRequest, it goes through approval, and the visitor receives a WhatsApp QR confirmation once approved.
Pre-Registration
Visitors self-register before arrival via a WebForm. Status moves from Pending → Approved → Checked-In, reducing gate queues and enabling faster entry.
Self-Service WebForm
A public-facing appointment booking form requiring no login. Captures all visitor details and sends the host a notification to approve or reschedule.
Appointment Status Lifecycle
Family members and total visitor count are recorded per appointment. Hosts and security can view upcoming appointments in the dashboard.
Security Flags & Alerts
A structured flagging system ensures security teams are alerted the moment a concern is identified. Each flag carries a severity level, flag type, and is linked to the visitor record and campus location.
Visitor Flag Types
SEVERITY LEVELS
Campus Location & Geofencing
- Geofencing coordinates per location zone
- Access restrictions per visitor type
- Capacity limits with live occupancy tracking
- Visitor Interaction Log: Greeting, Assistance, Issue, Alert
Security staff receive real-time alerts via ChatNext (NextAI) for any Critical or High-severity flag raised at their assigned location.
WhatsApp & ChatNext Integration
Notifications reach the right people instantly — no email threads, no manual calls. Unity's native WhatsApp integration and ChatNext (NextAI) alerts keep visitors, hosts, and security staff in the loop automatically.
WhatsApp Welcome Message
Sent automatically when a visitor checks in. Includes their name, host details, and the QR pass for the session.
QR Confirmation on Approval
When a Visitor Appointment or PreRegistration is approved, the visitor receives a WhatsApp message containing their QR code for fast entry.
Daily Summary Report
A WhatsApp message sent to the campus security or admin team each evening with total visitors, peak hours, and any unresolved flags from the day.
ChatNext Visitor Arrival Alert
Hosts receive a ChatNext (NextAI) notification the moment their expected visitor checks in at the gate.
Appointment Update Alerts
Status changes (Scheduled, Cancelled, No-show) trigger ChatNext notifications to the host and security team.
Security Flag Alerts
Critical and High-severity Visitor Flags push immediate ChatNext alerts to security personnel assigned to the location.
Real-time Analytics Dashboard
The Visitor Analytics record updates every 15 minutes between 9 AM and 6 PM on working days, giving security managers and administrators a live view of campus visitor activity without waiting for end-of-day reports.
Dashboard Metrics
- Daily visitor count by type (Guardian, Vendor, Guest, Delivery, Contractor, Govt Officer)
- Peak hour distribution chart
- Visit purpose breakdown
- Average visit duration
- Repeat visitor percentage
- Campus location occupancy vs. capacity limits
Refresh & Access Details
Data is stored in the Visitor Analytics DocType and accessible to roles with campus security or admin permissions.
Frequently Asked Questions
How does QR pass issuance work?
When a visitor checks in, the system generates a unique QR code linked to their Visitor Pass record. The pass carries lanyard color information (Green for Guardians, Blue for General visitors, Red for Government Officers) and a status that transitions through Available → Assigned → In-Use → Returned. Security staff can scan the QR at any checkpoint to instantly verify pass validity, host, and permitted zones. Lost or damaged passes are flagged in the physical pass inventory.
Can visitors book appointments in advance?
Yes. Unity provides a self-service WebForm where visitors can pre-register before arriving on campus. They enter their purpose, preferred date and time, duration, and the person they want to meet. Hosts receive an AppointmentRequest notification and can approve or decline through the workflow. Once approved, the visitor gets a QR confirmation via WhatsApp. The appointment status tracks through Scheduled → In-Progress → Completed, with No-show flagging for missed visits.
How does blacklisting work?
Any visitor record can be marked is_blacklisted with a documented blacklist_reason. When a blacklisted visitor attempts entry, the system immediately raises a Visitor Flag with Critical severity and triggers an alert to security personnel via ChatNext (NextAI). The gate staff sees the flag on their dashboard before the visitor proceeds. Blacklist entries are maintained centrally so they apply across all campus locations.
What does the real-time dashboard show?
The Visitor Analytics dashboard updates every 15 minutes between 9 AM and 6 PM on working days. It shows daily visitor counts by type (Guardian, Vendor, Guest, Delivery, Contractor, Govt Officer), peak hour distribution, visit purpose breakdown, average visit duration, and repeat visitor percentage. Campus Location records include current occupancy against capacity limits, so security managers can see which zones are approaching capacity in real time.
How does WhatsApp integration work?
Unity’s native WhatsApp integration sends three types of messages automatically: a welcome message when a visitor checks in (with their QR pass attached), a QR confirmation when an appointment is approved, and a daily summary to the campus security or admin team. No third-party API middleware is required — the integration is configured directly within the Unity platform and tied to the visitor’s phone number captured at registration.
Secure your campus entry points
See how QR passes, pre-registration, WhatsApp notifications, and real-time analytics work together in a live Unity demo.
Book a Visitor Management Demo