Centralized Visitor Management System (VMS) for Narayan Bhargava Group

Published : 30 September 2024

Objective/Problem
The Narayan Bhargava Group (NBG) faced challenges in managing and monitoring visitors across its multiple office locations, all over India. The decentralized approach made it difficult for the administration team to track visitor activity efficiently and ensure proper security measures were in place, such as checking whether visitors were carrying devices like laptops or pendrives. Additionally, the manual visitor registration process at reception was time-consuming and inefficient, leading to delays. At the same time security could be compromised. The need for a centralized, secure, and automated system was evident to improve both security and operational efficiency.

Solution
The technology team at Calibehr developed an in-house Visitor Management System (VMS) to address these challenges. This is one of the products created under the umbrella of ‘Calibehr Office Utility Systems (COUS)’. The VMS enables the admin team to centrally monitor visitors to all NBG locations from the Head Office. Visitors are assigned a unique visitor ID, which ensures that any electronic devices they carry, such as laptops or pendrives, are logged before entry. The VMS generates detailed statistics on visitors too, allowing the central team to report & take decisions on improvement . Notifications are automatically sent to both visitors and the employees they are meeting, streamlining communication and reducing wait times at reception. Visits can be booked in advance too in the VMS.

Results
By digitizing the entry visitor management process, it saves visitors time, making the process more efficient and hassle-free.The centralized VMS has significantly improved the security and efficiency of visitor management at NBG. The ability to track and monitor visitors across all locations from the Head Office has provided the admin team with better control and insight. The unique visitor ID system ensures that all visitors and their devices are accounted for, improving security measures. The automated notifications and streamlined check-in process have reduced waiting times and enhanced the visitor experience. Additionally, the system’s ability to track visit statistics provides valuable data for internal analysis. This in-house solution has been so effective that it can be easily deployed for other corporates looking for similar centralized visitor management solutions.

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