VMS Settings — General, Gate & Security, and Badge Configuration sections
| Field | What to put | |---|---| | **Enable Badge** | ✅ to enable badge generation per visitor | | **Badge Required For** | Comma-separated visitor types that get badges (e.g. `Contractor,Customer,Supplier`) | | **Badge Prefix — Contractor / Candidate / Customer / Supplier / VIP** | Defaults: `CON / CAN / CUS / SUP / VIP` | | **Require Item Declaration** | ✅ to block pass submission until at least one item row is added | | **Auto-Cancel Pending Passes (Hours)** | After how many hours a `Draft` pass auto-cancels (`0` to disable) | | **Default Gate** | Gate name to fall back to when no auto-assignment rule matches | Click **Save**. The app is now configured. ### Configure Workflows Three approval workflows (Visitor Pass, Hospitality Request, Conference Room Booking) are pre-loaded as fixtures and activated automatically during app migration — no setup needed. --- ## Pre-Visit Invitation — invite a visitor in advance
Visitor Invitation — pre-registration link generated for the visitor
1. Open the desk Awesome Bar and type "Visitor Invitation". 2. Click **+ Add Visitor Invitation**. 3. Fill: **Visitor Name**, **Email**, **Visit Date**, **Purpose**, **Person to Visit**. 4. Click **Save**. The system emails the visitor a token-based portal link. 5. The visitor clicks the link, fills the pre-registration form (mobile, ID type, ID number, photo, ID proof scan). 6. A **Visitor Pass** is auto-created in Draft state and routed to its approval lane based on visitor type. 7. On **Approve** → pass becomes Approved + Submitted, QR code is generated, notification is sent, hospitality request + room booking auto-create if flags are set. End-to-end takes ~1 minute for the host, ~3 minutes for the visitor. ## Walk-in Visitor — visitor is at reception
Visitor Pass — Approved state with QR code and host details
1. Open `/app/visitor-pass` and click **+ Add Visitor Pass**. 2. Fill: **Visitor Name**, **Mobile**, **ID Proof Type + Number**, **Visitor Type**, **Person to Visit**, **Visit Date**. 3. Tick hospitality flags if applicable (Meal Required, Cab Required, Hotel Required, etc.). 4. Click **Save**. Pass goes to Draft, then **Submit** to start the approval workflow. 5. On **Approve** → QR code generated, notification sent, hospitality + room booking auto-created. End-to-end takes ~5 minutes including approval. ## Gate Check-In — visitor arrives
Security Log Check-In — gate photo, identity match, item verification
1. Visitor presents QR code at the gate. 2. Open `/app/security-log` and click **Scan QR Code**. 3. The pass auto-fills — visitor photo, ID details, purpose, host, hospitality flags, items declared. 4. Click **Capture Gate Photo** → live photo is uploaded and attached. 5. Tick **Matches ID Proof** and **Matches Pass Photo** (both are mandatory). 6. Tick each declared item in the **Items Verification** grid as items are checked. 7. Click **Save**. Visitor Pass status flips to **Checked-In**, badge is issued, a notification email is sent, a Contact Trace Record opens. The Security Log is **locked after save** — gate events are immutable audit records. The system **re-checks the blacklist at the gate** even after pass approval — blacklisting may have happened in between. A blacklisted visitor is refused entry with a security alert email. ## Gate Check-Out — visitor leaves 1. Visitor presents QR code at exit. 2. Create a new Security Log with **Event Type = Check-Out**. 3. Live photo + match confirmations (ID + pass photo) are mandatory — same standard as check-in. 4. Click **Save**. Visitor Pass flips to **Checked-Out**, the open Contact Trace Record closes, the badge is marked returned. Visitors who get blacklisted while still on premises are **allowed to check out** (the goal is to keep them out, not trap them in). ## Hospitality flow
Hospitality Request — auto-created on pass approval when a hospitality flag is set
When a Visitor Pass is approved with any hospitality flag set, the system creates a Hospitality Request in `Pending Approval`. 1. Open `/app/hospitality-request`. 2. Review meal type, cab pickup/drop, hotel dates, factory tour, greeting type, etc. 3. Assign staff for execution (food dept, cab vendor, hotel partner). 4. Click **Approve** → request becomes Approved + Submitted, an email goes to the assignees. ## Conference Room flow
Conference Rooms workspace — today's bookings, pending approvals, room utilization
When a Visitor Pass is approved with a Conference Room selected, the system creates a Conference Room Booking in `Pending Approval`. 1. Open the **Conference Rooms** workspace — shows today's bookings, pending approvals, total rooms, and a **Bookings by Room** chart. 2. Open the pending booking and review the time window (clamped to room operating hours) and seating capacity. 3. Click **Approve** → booking becomes Approved + Submitted. --- ## Track every visit Every visitor's journey is captured across three audit doctypes: | Doctype | Captures | |---|---| | **Visitor Event Log** | Every workflow + lifecycle event — pass created, approved, gate scanned, checked in, checked out, etc. Immutable. | | **Security Log** | Every gate event — Check-In, Check-Out, Gate Transfer, Alert, Badge Collected. Photo at gate, identity match, item verification, gate name. Locked after save. | | **Contact Trace Record** | Per visitor area-by-area movement log — visited area, time in, time out, exposure risk, close contacts. Auto-closes on Check-Out. | Click **Visitor Pass → Connections** on any pass to drill into all linked records. ## Identity verification at the gate The Security Log enforces three identity checks for Check-In and Check-Out: | Check | Required when | |---|---| | Live photo at gate | Check-In and Check-Out | | Visitor matches the ID proof presented | Check-In and Check-Out | | Visitor matches the photo on the approved pass | Check-In and Check-Out | Skipping any blocks the save. The pass photo, ID proof scan, and live gate photo are shown side-by-side in the **Identity Comparison** section. --- ## Multi-Gate Routing When a visitor arrives without a pre-assigned gate, the Security Log auto-assigns one based on visitor type: | Visitor Type | Default Gate | |---|---| | VIP | VIP Entrance | | Supplier | Loading Dock | | Contractor | Back Gate | | Candidate | Main Gate | | Customer | Main Gate | This can be overridden manually on each Security Log or globally via **VMS Settings → Default Gate**. --- ## Visitor Blacklist | Field | What to put | |---|---| | **Visitor Name** | Person's name (used as fallback when ID number is unknown) | | **ID Proof Type** | Aadhaar / PAN Card / Passport / Driving License | | **ID Proof Number** | Primary lookup key (auto-named series `VB-YYYY-#####`) | | **Reason** | Mandatory — why this person is blocked (audit/compliance requirement) | | **Is Active** | ✅ to enforce the block. Uncheck to suspend the block without deleting the record. | The blacklist is **enforced at three points**: when a Visitor Pass is submitted, when a Security Log Check-In is saved, and when a QR code is scanned at the gate. A match by ID Proof Number blocks first; if no number is on the blacklist row, the system falls back to a case-insensitive match on Visitor Name + ID Proof Type. --- ## Reports Seven query reports are pre-installed: | Report | Source DocType | Use | |---|---|---| | **Active Visitors** | Visitor Pass | Visitors currently on premises | | **Daily Visitor Log** | Visitor Pass | Day-by-day pass log with status | | **Gate Wise Count** | Security Log | Check-in / check-out / inside / pending counts per gate | | **Visitor Identity Match Report** | Visitor Pass | Audit of identity verification at the gate | | **Daily Hospitality Schedule** | Hospitality Request | Today's cab / hotel / tour / greeting schedule | | **Daily Booking Schedule** | Conference Room Booking | Today's room bookings | | **Room Utilization** | Conference Room Booking | Per-room utilization summary | --- ## Limitations - **Refunds / cancellations** of issued badges are not automated. A pass can be Cancelled via the workflow; badges are revoked on Check-Out only. - **Recurring visitors** are tracked one Visitor Pass per visit. There is no cross-visit aggregation (e.g. "contractor X visited 12 times this year" requires a custom report on top of the Visitor Pass table). - **NDA / data-retention purge** is not implemented. Visitor records remain until manually deleted. - **Items-out reconciliation** (verifying the visitor leaves with the same items they brought in) is not enforced — only items-in is verified. - **Currency / localisation** — the app is locale-neutral, but date formatting follows the site's Frappe locale. --- ## Dependencies - Frappe v15 - ERPNext v15 - HRMS v15 (Employee doctype used for visitor host links) - Python 3.10+ - MariaDB 10.6+ with InnoDB --- ## License MIT — see `license.txt`. ---Built with Frappe . by Finstein