Visitor Management System for Factories: OTP, Approval and Pass

Walk up to the gate of most factories in an industrial area and you will find the same thing: a thick register, a pen on a string and a security guard who has to read every visitor’s handwriting. A visitor management system replaces that register with a short, guided process on the visitor’s own phone or a kiosk, and gives the plant a clean digital record of who came in, whom they met and when they left.

The paper register fails exactly when you need it. After an incident, an audit or a customer complaint, nobody can quickly find who was inside the plant, which host approved them, or whether they ever signed out. This article explains how the Tejaxo Visitor Management System works, step by step, and what a plant gains from it.

Why factories need more than a gate register

Factories receive a steady stream of visitors: customer auditors, vendor representatives, transporters, service engineers, job applicants and guests for meetings. Each group carries a different risk. A paper register has three structural weaknesses:

• No identity check. Anyone can write any name and number. There is no verified mobile number and no photo.
• No host confirmation. The guard phones the department, waits, and often lets the visitor in on a verbal “send him up”.
• No reliable exit record. Out-times are often left blank, so the register cannot say who is still inside.

A digital process fixes all three: the mobile number is verified with a one-time passcode, a selfie is captured, the host approves the visit in the system, and checkout is recorded.

Customer and certification auditors increasingly ask how a plant controls entry. A clear, consistent answer backed by records is far easier to give with a system than with a register.

How the visitor registers, step by step

Step 1: Enter the mobile number

The visitor opens the Visitor Management app or web portal, or uses the kiosk at reception, and enters a valid, active mobile number. Tapping Get OTP sends a one-time passcode to that number.

Step 2: Verify with the OTP

The visitor enters the passcode received by SMS and taps Submit. Passcodes expire quickly, so the number has to be in the visitor’s hand at that moment. This single step already makes the record far more trustworthy than a handwritten phone number.

Step 3: Take a selfie

The visitor takes a selfie with the in-app camera, reviews it and submits it. The guidance on screen is practical: face the light, look directly at the camera, and remove caps, sunglasses or masks for a clear image.

Step 4: Enter personal details

Name and address are entered as they appear on the visitor’s official ID, with an optional email address.

Step 5: Select the purpose of visit

The visitor chooses a purpose from a drop-down list, for example business meeting, delivery or vendor visit, or interview or event. The purpose helps the host and security team prepare for the visitor.

Step 6: Select the point of contact

The visitor searches for the employee being visited and selects the name. If the host cannot be found, reception helps. Choosing a named host is what makes the next step possible.

Host approval and the digital pass

Once submitted, the request goes to the point of contact for approval, and the visitor sees a Response Awaited status. The visitor stays nearby with the phone and is notified as soon as the host responds.

After approval, the visitor receives two items by SMS: a confirmation passcode for final verification and a link to the visitor pass. Tapping Get Pass generates the digital visitor pass, which the visitor shows at the security desk or reception to enter. At that point three things are true: the visitor is registered with a verified identity, the host has approved and been notified, and the pass is issued.

Checkout: closing the record

When the visit ends, the visitor checks out on the same kiosk or app used for check-in. Checkout logs the visit duration and status, so the record shows both the time in and the time out. It also improves security, because the plant can see who has left, and it builds a visit history that makes the next check-in smoother for repeat visitors such as regular vendor representatives.

Worked example: a morning at the gate

Here are the visit records for a sample morning at Plant 1 of Tejaxo Manufacturing, laid out as a table. Names and numbers are placeholders.

Because every visit has a verified registration, an approval and a checkout, the security supervisor can tell that one visitor is still inside, one is waiting for the host, and two have left. With a paper register, the same answer needs a phone call to every department.

Common gate problems and how the system handles them

• Wrong or fake mobile numbers. The OTP step verifies the number before registration continues.
• No photo of the visitor. The selfie step captures one for every visit.
• Visitors walking in on a verbal approval. The pass is issued only after the named host approves.
• Missing exit times. Checkout records duration and status, so a visit without a checkout stands out.
• Repeated data entry for regular visitors. Visit history makes the next check-in faster.
• Illegible handwriting. The visitor types the details; the guard does not have to read anything.

Setting it up in your plant

A few decisions make the system work well from day one. Decide where visitors will register: on their own phone through the web portal, on a kiosk at reception, or both. Agree the list of purposes of visit that suits your plant. Make sure every employee who receives visitors is in the host list, and that hosts know they are expected to respond to requests promptly, because the visitor waits at the gate until they do. Finally, brief the security team on checking the digital pass and on making sure every visitor checks out.

Who it is for

Any plant that receives regular outside visitors benefits: auto-component suppliers hosting customer audits, pharmaceutical and chemical units with restricted areas, packaging and engineering plants with frequent vendor visits, and multi-plant companies that want the same gate process everywhere. Plants in busy industrial areas such as Gurgaon, IMT Manesar, Bhiwadi or Faridabad, where many visitors arrive each day, see the difference quickly. If you work in regulated sectors, see our pages on the pharmaceutical industry and the chemical industry.

The Visitor Management System is one of the Tejaxo products available for purchase, alongside Tejaxo ERP. You can see the wider range on our products page.

How Tejaxo implements this

We begin with a short discovery of your gate and reception process: entry points, visitor types, hosts and who supervises security. We then run a pilot with your own host list and purposes of visit, so your security team and a few hosts can try real visits. At go-live we train the guards, reception and hosts, and the same Tejaxo team supports you afterwards.

Replace the gate register

If your plant still depends on a paper register to know who is inside, a visitor management system is a simple, visible improvement for security and for the impression you make on customers. Book a free demo or message us on WhatsApp at +91 96717 27474, and we will walk you through a visit from registration to checkout.

Frequently asked questions