Visitor Management

1. From the side menu, go to Visitor management then select Pre-registered invites.
2. Click on the New invite button to open the invite creation window.
3. Enter the Guest name, Mobile, and Company / organization.
4. Specify the Visit date, Time, Purpose of visit, location, and responsible host.
5. Specify the Number of entries (single visit, or multiple for several days).
6. Enable the option Guest agreed to receive the invite by message then click Save.
7. Click on the Send invite or Invite link button to send the link to the guest via WhatsApp; the guest opens the link to find an official invitation card with a QR code and location details.

1. In the Pre-registered invites screen, click on the Group invite button to open the group invitation window.
2. Enter the group name in the Group field (e.g., Technical Training Workshop, General Assembly Meeting).
3. In the Guests box, enter each guest's details on a separate line in the format: Name, Mobile, Company.
4. Set the date and time of the event and the responsible host.
5. Click Save and send; the system creates separate invites and generates unique QR codes for each guest in bulk.

1. From the side menu, go to Reception.
2. Click on the Register visitor button.
3. Enter the Visitor name, Mobile, Company / organization, and ID type (National ID, Residence permit, Passport, GCC ID) along with its number.
4. Select the Host (host employee) from the employee list, purpose of visit, and vehicle plate number (if any).
5. Click Save and notify host; the visit is listed with status Waiting for entry and an immediate message is sent to the host's mobile notifying them of the visitor's arrival.

1. Once the visitor arrives at reception, a notification message is sent to the host via the system or WhatsApp: "Your guest [Name] has arrived at reception".
2. The host opens the notification and finds quick response options:

• Approved: To allow immediate entry.
• Wait: To ask the visitor to wait a few minutes until a previous meeting concludes.
• On my way: To inform the visitor that the host is on their way down to reception to welcome them personally.

3. The host's response appears immediately on the reception staff screen to guide the visitor.

1. From the side menu, go to Gate (who is inside).
2. The fast optical scan field Scan QR is displayed.
3. When a visitor or contractor arrives, point the barcode reader or device camera at the QR code displayed on the visitor's mobile or printed badge.
4. The system validates code validity and checks the blocked list in real time:

• If the code is valid: A green screen appears displaying the visitor's name and host, recording In immediately.
• If the visitor is inside the building and scans their code upon leaving: Out is recorded and they are removed from the inside list.
• If the code is expired or blocked: A red screen appears denying entry along with the reason.

The gate screen is specifically engineered to function at external gates and security barriers where network connectivity may be weak or unstable; guards can scan QR codes or register walk-in visitors locally without interruption, and the system stores movements and synchronizes them automatically once the connection is restored.

1. In the Reception or Visit log screen.
2. After registering the visitor and receiving host approval, click on the Print badge button.
3. The system prints an elegant sticker or badge containing: visitor name, company, host name, department, entry date and time, and a unique QR code used by the visitor to enter and exit electronic gates.

1. From the side menu, go to Contractor and supplier passes.
2. Click on the New pass button to open the pass creation window.
3. Specify the person, Pass type (contractor, supplier, services), company name, and the supervising host.
4. Set the start date in Valid from and expiration date in Valid until (e.g., 6 months for contractors).
5. Click the Save button then click Print pass card to issue a magnetic or paper card with a permanent QR code for the contract duration.

1. In the pass creation or edit screen under Contractor and supplier passes.
2. In the Allowed entry zones field, select only the floors and buildings the contractor is authorized to access (e.g., Operations building, Roof, Server rooms).
3. In the Attached document field, upload a copy of the contractor's insurance policy or occupational safety permit.
4. Set the document expiration date in Document expires on and click Save; the system automatically prevents contractor entry if the insurance policy expires even if the pass is still active.

1. From the side menu, go to Deliveries.
2. Click on the New delivery button to open the receipt window.
3. Select the Recipient (employee) from the employee list.
4. Enter the Courier company / driver name, package description in What arrived, and tracking reference number.
5. Click Save; the delivery is recorded with status At reception and an instant notification is sent to the employee that their package is waiting at reception.
6. When the employee comes to pick it up, click on the Collected button.

1. From the side menu, go to Blocked and watch list.
2. Click on the Add to list button to open the registration window.
3. Enter the Name, Mobile, and Identity number.
4. Select the Type:

• Blocked: Permanently barred from entry and the system triggers an immediate security alarm upon registration attempts.
• Under watch: Entry is suspended pending explicit and direct approval from the security manager.

5. Enter the Reason for listing and restriction period, then click Save.

When reception staff or a security guard scans or enters details for a person registered on the watch list:

1. A yellow alert screen appears stating that the visitor is "under security watch", placing the visit in status Awaiting security approval.
2. The security manager reviews the listing reason and date.
3. If entry is exceptionally approved, they click the Approve watched person button, transitioning the status to normal pending admission and allowing gate passage with full security audit logging.

1. In the Gate (who is inside) screen, click on the Print evacuation list button.
2. Within one second, the system generates an accurate paper and digital manifest of all persons (visitors, contractors, suppliers) physically present inside the facility at the time of emergency (those who checked in and have not checked out).
3. The report details visitor names, phones, hosts, and areas visited, ready for handover to civil defense and rescue teams to safeguard everyone.

1. In the gate screen, click on the action button Broadcast to people inside.
2. Write the alert text (e.g., Please evacuate via south emergency exits due to a drill, or please report to reception).
3. Click Send broadcast; the system sends an instant SMS/WhatsApp message to all visitors present in the building at that exact moment.

1. From the side menu, go to Visitor settings.
2. Under the Security policies section, enable Agreement to entry rules / confidentiality agreement.
3. Record the approved agreement text.
4. When visitors arrive and register via electronic kiosk or reception desk, the screen displays the agreement terms and mandates digital signing before entry badges can be printed.

1. On the Visitor settings page, navigate to the Data protection and privacy section.
2. Specify the Visitor data retention period (months) (e.g., 6 months or 12 months).
3. A daily automated system job permanently purges personal data (name, mobile, ID number, and photos) of older visits and converts them to anonymized records, retaining only statistical visit counts to comply with data privacy legislation.
4. System administrators can manually delete a visitor's records immediately upon request via the Delete their data now button on the visitor's profile.

1. From the side menu, go to Reports.
2. Review charts and operational statistics:

• Peak times: Visitor entry density distribution across hours of the day to identify optimal scheduling windows.
• Average visit duration: In minutes and hours categorized by department and visitor type.
• Gate activity: Number of scans, entries, and exits across each gate.
• Share of used invites versus cancelled and unused invitations with data export capabilities.