Visitor Management System-OT VMS

1.Introduction

To improve the organization of visits and provide a seamless experience for visitors. Here's how the system work:

1.A Dedicated Web Section for Visits that includes:

• Available departments for visits
• Available visiting times based on an updated schedule
• A form for entering personal details such as name, phone number, email address, and purpose of the visit

2.SHARING THE BOOKING LINK VIA WHATSAPP OR EMAIL:

• Administration can send visitors an automated message with the link.

3.BOOKING PROCESS:

• The visitor selects the department they wish to visit.
• The visitor chooses a suitable time from the available slots.
• The visitor enters their personal details and clicks “Submit.”

4.Put a Touch Tablet In Reception Area:

      Visitors who need to schedule a future visit can select a preferred time at reception.

5.Notification System:

•  An instant confirmation message is sent to the visitor via email.
• Admins are notified of the selected department and time to prepare for the visit.

2.Features

  1.WORK SETTINGS 

Management can configure time-related settings used to define the reservation schedule, including working days, visit duration, and the number of days displayed on the visitor reservation form.

 Fields for working days

  Fields for visit duration

 Days shown in the visitor reservation form

  2.DEPARTMENTS

Administrators can create one or more departments, with names available in both English and Arabic. Departments can also be enabled or disabled as needed.

3.Dashboard

  1.KEY METRICS DISPLAY

Show high-level statistics to provide instant insights.

Departments and Status Dashboard

* TOTAL VISITS TODAY: Number of bookings scheduled for the current day

* VISITS IN PROGRESS: Real-time count of ongoing visits

* COMPLETED VISITS: Number of visits successfully completed today

* PENDING/UPCOMING VISITS: Visits yet to start

* CANCELLATIONS: Count of visits canceled per day

2.REAL-TIME BOOKING STATUS 

Include a Booking Status Panel

* Display Visits Status: Upcoming, In Progress, Completed, Canceled

* Use color codes: Such as green for completed, yellow for upcoming...

* Include filters: To view specific types of bookings, such as by department or service type...

3.INTERACTIVE CALENDAR

     1.View bookings on a daily, weekly, or monthly timeline

     2. Click on individual bookings to view: Customer Name, Service Type, Booking Time, Assigned Dept.

VISITORS SECTION
A grid of all visitors will appear upon page load, and clicking the 'Add' button opens a popup with a form to add a new visitor.

VISITS SECTION
In this Section a grid that list all visits will be displayed, clicking on the "ADD" button a popup window will be opened with the visit form to allow adding new one.

DEPARTMENTS SECTION 
It allows administrators to add, edit, or delete departments.

CATEGORY SECTOR 
Similar to departments, it allows adding, editing, and deleting visit categories.

PREFERENCES SECTION 
Admins can update info and access the visitor reservation page link.

VISITOR RESERVATION SECTION 
Organizations can place the reservation link on their website or send it through WhatsApp. Visitors can select the department they wish to visit, view available time slots, choose a suitable time, enter their information, and submit the request.