Digitize Your Visitor Processes

The Visitor & Contractor Management System is an integrated management platform that digitizes entry and exit processes for visitors, contractors, and service personnel arriving at your facility—making them secure, traceable, and controllable.

Visitors and contractor/service personnel can complete pre-registration before arriving, submit KVKK consent/approvals, take required OHS trainings online when needed, and upload their documents to the system. This accelerates reception and security workflows, eliminates manual records, standardizes OHS & quality steps, and centrally logs all movements for full traceability.

Result: Faster entry, stronger control and full traceability.

Smart Registration by Visitor Type

Manage every scenario in a single flow—from office visitors and restricted-area entries to contractors and service personnel.

Office Visitors

Fast Registration, Fast Check-in

Pre-registration is collected via an invitation link. KVKK consent, visit time, host person, and contact information are completed before arrival—reducing reception time to minutes.

Restricted / Qualified Area Visits

Condition Checks and Secure Access

For controlled zones such as production areas, technical rooms, and cleanrooms; permit/escort rules, KVKK consents, questionnaires, PPE and training requirements are verified digitally—only eligible visitors are allowed to enter.

Contractor Personnel

Document, Certificate and Work Order Tracking

For contractors with frequent entry/exit (maintenance, repairs, deliveries), working hours, work zones and required documents are uploaded in advance. Documents are routed for role-based review/approval—creating a strong audit trail for site inspections.

Service Personnel

Shifts, Area Authorization and Standardized Process

For full-time service teams such as cleaning, catering, and security, shift/area permissions and time tracking are managed centrally. A notification flow is established for non-compliances to ensure process standardization.



Scheduled Visits
  • Pre-Registration: Digital registration is completed via the link sent to the visitor.
  • KVKK / Approvals: Information notice, consent and required approval texts are confirmed online.
  • Fast Check-in: Since data is ready upon arrival, reception procedures are accelerated.
Walk-in Visits
  • Quick Access via QR: On site, the visitor scans a QR code to open the digital registration form.
  • Dynamic Form: Parameter-based; only required information is requested.
  • KVKK Compliant: KVKK texts are approved digitally before registration.
  • Entry After Approval: Once completed, the entry workflow is initiated.
Training and Exam
  • Online Training: Required pre-entry trainings are completed digitally.
  • Online Exam: After training, an exam can be delivered through the system.
  • Pass Criteria: Entry permission is granted only to those who meet the defined criteria.
Certificate and Approval Management
  • Mandatory Documents: Certificates/reports are uploaded to the system before site entry.
  • Role-Based Approval: Documents are reviewed and approved by the relevant department (e.g., Social Security: accounting, medical report: company physician, professional certificates: OHS).
  • Controlled Access: Entry permission is not granted without complete and approved documents.
Reporting & Traceability
  • Entry/Exit Tracking: All visitor movements are recorded.
  • Training/Exam Status: Completed and incomplete processes are reported.
  • Document Tracking: Approved documents and validity dates are monitored.
  • Audit Readiness: Past actions are reported on a single screen to ensure transparency.
Multi-Language for International Guests
  • Language Option: Visitors can select their language during the entry process.
  • End-to-End Multilingual: Registration, consents, training and form steps are displayed in the selected language.
  • Seamless Experience: The process is completed smoothly and without gaps.

Digital Archive and Smart Document Control

Documents uploaded by contractors and outsourced service personnel are archived centrally; accuracy and continuity checks are automated.

  • Automatic Verification: Elements such as issuing institution, person/company match, and validity date are checked with AI support and routed for approval.
  • Entry Authorization After Approval: Once approved, the document is stored in the digital archive; entry approval appears on reception/security screens.
  • Notifications Before Expiry: Automatic notifications are sent to facility authorities and the relevant company for documents nearing expiry; entry is blocked with expired documents.

Security, Authorization and KVKK-Compliant Process

All entry/exit steps are designed to be traceable, auditable and controllable with role-based permissions.

Role-Based Authorization

Users receive screen and action permissions based on roles such as reception, security, HR, OHS, and site responsible.

KVKK Notice & Explicit Consent

Information notices are presented digitally; approvals are stored with timestamps.

Audit Trail (Audit Log)

Who did what, when? All steps are logged and can be reported.

Document & Certificate Control

Entry is not permitted without complete and approved mandatory documents; validity/expiry tracking is maintained.

Data Security

Data is stored securely; access is restricted and critical actions remain recorded.

Standardized Process Design

Scenarios such as scheduled/walk-in and contractor/service personnel are managed with a single standardized flow.

Note: Processes can be adapted to your organization’s KVKK policies, contract workflows and authorization matrix.
Visitor check-in screen
Visitor registration and tracking screen

Which Industries Is It Used In?

Energy and Industrial Facilities
Construction and Infrastructure Projects
Tourism and Hospitality
Logistics and Warehouse Management
Healthcare and Pharmaceuticals
Corporate Offices and Technology Companies
3x
Faster Check-in
Reduce reception workload with pre-registration and fast verification.
100%
Audit Trail
Entry/exit, training, approvals and documents are centrally recorded.
7/24
Controlled Workflow
Permission, condition and document validity checks run continuously.

Frequently Asked Questions

Short answers to the most common questions about setup, workflow, and KVKK compliance.

On site, the visitor scans a QR code to open the digital form. The form dynamically shows required fields, the KVKK notice/consent step is completed, and an entry record is created after approval.
Contractor company and personnel data are defined, and required documents are uploaded. Documents are approved by role-based authorities. Entry is not permitted if documents are missing or unapproved.
Training/exam steps can be configured as mandatory or optional depending on your scenario. If mandatory, rule sets can enforce that entry approval is not granted until the defined pass criteria is met.
Consents are recorded with timestamps. Entry/exit movements, documents, and action logs are stored in a reportable format. Role-based access is applied to prevent unauthorized access.
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