A financial services company headquartered in a 5-floor Gurugram office building received an average of 120 visitors per day — clients, auditors, vendors, job candidates and regulators. Visitor management was entirely manual: a paper register at reception, no ID verification, no photo capture and no host notification. The company's information security audit had flagged visitor management as a critical gap — auditors had walked into the office past a busy receptionist without being logged. In one incident, an ex-employee had entered the building and accessed their former floor before being recognised. The compliance team required a visitor management system with ID verification, a pre-registration workflow for expected visitors, watchlist screening and a digital audit trail — all deployed before the next security audit in 6 weeks.
Enterprise Visitor Management for a Corporate Headquarters — Eliminating Unauthorised Access and Manual Registers
Pujaso deployed a multi-layer digital visitor management solution within 4 weeks, including a 2-week parallel-run period with the paper register to ensure staff confidence before going fully digital.
Pre-registration: A web portal was configured for staff to pre-register expected visitors — the visitor receives an email with a QR code. On arrival, the visitor presents the QR code at reception and check-in takes under 30 seconds: the QR is scanned, details auto-populate, a photo is captured and the badge is printed.
Walk-in visitors: The receptionist scans the visitor's Aadhaar or passport. OCR extracts name, photo and ID number automatically. A live photo is captured via webcam for comparison with the ID document. The system performs a watchlist check against an internal blacklist (ex-employees and flagged individuals entered by the security team). If cleared, a visitor badge is printed with name, host, time-in and valid floor access.
Host notification: When any visitor is checked in, the host receives a WhatsApp message: "Your visitor [Name] from [Company] has arrived at reception." The host can approve or request security hold from their phone.
Overstay and exit management: On departure, the visitor badge is scanned at reception — exit time is logged. Visitors who have not checked out after their expected duration receive an automatic overstay alert to the security team.
CCTV integration: The visitor management software was linked to the reception Hikvision camera — the visitor's check-in moment is saved as a tagged clip linked to their visitor record.