Smart Registration Management by Visitor Type

Manage every process in one flow, from office visitors to qualified area access, from contractors to service personnel.

Office Visitors

Fast Registration, Smooth Welcome

Pre-registration is completed via an invitation link sent to the visitor. KVKK consent, visit time, host person and contact information are completed before arrival; at entry, the reception process is reduced to minutes.

Qualified Area Visits

Condition Check and Secure Access

For controlled zones such as production sites, technical areas or clean rooms, permit/escort requirements, KVKK approvals, surveys, PPE and training conditions are verified digitally; only visitors meeting the criteria are allowed in.

Contractor Personnel

Document, Certificate and Work Order Tracking

For contractors with regular entry and exit such as maintenance, repair and material delivery; working hours, work area and required documents are uploaded in advance. Documents are routed to role-based control/approval flows, creating a strong audit trail for field inspections.

Service Personnel

Shift, Area Authorization and Standardized Process

For full-time service teams such as cleaning, catering and security, shift/area authorization and duration tracking are managed. In case of non-compliance, notification flows can be triggered to relevant units to maintain process standards.



Scheduled Visits
  • Pre-Registration: Digital registration is completed through a link sent to the visitor.
  • KVKK / Consents: Information notices, consent and required approval texts are approved online.
  • Fast Entry: Since information is ready upon arrival, reception processes speed up.
Unscheduled Visits
  • Fast Access with QR: Visitors scan the QR code on-site to access the digital registration form.
  • Dynamic Form: Parametric structure shows only the required information fields.
  • KVKK Aligned: KVKK texts are approved digitally before registration.
  • Entry After Approval: The entry process starts after the registration is completed.
Training and Examination
  • Online Training: Required training before entry is completed digitally.
  • Online Exam: An exam can be conducted through the system after training.
  • Pass Criteria: Access is granted only to those meeting the defined criteria.
Certificate and Approval Management
  • Mandatory Documents: Certificates/reports are uploaded before site access.
  • Role-Based Approval: Documents are checked and approved by the relevant department (e.g. payroll/social security by accounting, health reports by the company doctor, occupational documents by HSE).
  • 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: People who completed or missed the process are reported.
  • Document Tracking: Approved documents and validity periods are monitored.
  • Audit Convenience: Past actions are reported on a single screen for transparency.
Multi-Language for International Visitors
  • Language Choice: Visitors can choose their own language during the entry process.
  • End-to-End Multi-Language: Registration, approval, training and form steps are displayed in the selected language.
  • Seamless Experience: The process is completed smoothly and without interruption.

Digital Archive and Smart Document Control

Documents uploaded by contractors and outsourced personnel are archived in a single hub, while accuracy and continuity checks are automated.

  • Automatic Verification: Elements such as issuing institution, person/company matching and validity date are checked with AI support and presented for approval.
  • Access Authorization After Approval: Once approved, documents are added to the digital archive and access approval is sent to reception/security screens.
  • Alerts Before Expiry: Automatic notifications are sent to facility managers and related companies before document expiration; expired documents cannot be used for entry.


Do you see risk in your visitor processes?

Request a free audit risk analysis and let’s evaluate your current process together.

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Security, Authorization and KVKK-Compliant Process

All entry-exit steps are designed to be traceable, auditable and controllable on a role-based basis.

Role-Based Authorization

Users receive screen and action permissions according to roles such as reception, security, HR, HSE and field supervisor.

KVKK Notice & Explicit Consent

Clarification texts are presented digitally, and approvals are recorded with timestamps.

Audit Trail

Who performed what action and when? All steps are logged and made reportable.

Document & Certificate Control

Entry is not allowed unless mandatory documents are complete and approved; validity and expiry dates are tracked.

Data Security

Data is stored securely, access is restricted and critical actions are kept under record.

Standardized Process Design

Scenarios such as scheduled/unscheduled visitors and contractors/service personnel are managed through a single standard flow.

Note: Processes can be adapted to your company’s KVKK policies, contract flows and authorization matrix.
Visitor entry screen
Visitor registration and tracking screen

Which Industries Can Use It?

Energy and Industrial Facilities
Construction and Infrastructure Projects
Tourism and Hospitality
Logistics and Warehouse Management
Healthcare and Pharmaceutical
Corporate Offices and Technology Companies
3x
Faster Entry
Reduce reception workload with pre-registration and fast verification.
100%
Audit Trail
Entries, exits, training, approvals and documents are all recorded in one hub.
7/24
Controlled Process
Authorization, condition and document validity controls run continuously.




Frequently Asked Questions

Short answers to the most common questions about setup, process flow and KVKK.

The visitor scans the QR code on-site to open the digital form. The form dynamically displays the necessary fields, the KVKK notice/consent step is completed, and an entry record is created after approval.
Contractor company and personnel information are defined, and required documents are uploaded into the system. Documents are approved by authorized role-based users. If any document is missing or unapproved, entry is not allowed.
Training/exam steps can be defined as mandatory or optional based on your company scenario. If mandatory, rule sets can be applied so that entry approval is not granted unless the required success criteria are met.
Approvals are recorded with timestamps. Entry-exit movements, documents and action logs are stored in a reportable structure. Role-based access is applied to prevent unauthorized access.
Digital Visitor Management • GDPR/KVKK Aligned • Audit Ready

Is everyone entering your site really under control?

The Visitor and Contractor Management System digitizes the entry and exit processes of visitors, contractors and service personnel coming to your facility, making them secure, traceable and audit ready.

Manual registration creates time loss at reception and security points.
Missing documents, uncontrolled access and unverified visitors create operational risk.
Incomplete records during audits may lead to process weaknesses and reputational damage.

Let’s assess the gaps in your current process with a free 15-minute audit risk analysis.

Request Free Analysis Talk to an Expert
KVKK-Compliant Process

Information notices and explicit consent steps are managed digitally, and visitor data is processed in a controlled manner.

Audit-Ready Record Structure

Entry-exit records, approvals and document actions are traceable, strengthening process transparency.

Fast and Controlled Access

QR, pre-registration and digital approval flows speed up reception and security operations.

Result: Faster access, stronger control, lower audit risk and full traceability.

Free Audit Risk Analysis

Fill out the form and our team will evaluate your process and recommend the most suitable structure for you.

Your information will only be used to evaluate your request and contact you.