Visit Scheduling and Check-In via Visitor Management Web Portal (ViziTrac)

Schedule a Visit

When a host wants to schedule a visitor in advance, they can do so through the ViziTrac web portal by following the steps below:

Step 1: Log in to the ViziTrac web portal. From the left-side menu, navigate to Scheduled Visits, then click the Schedule a Visit button.

Step 2: Fill in the Add Scheduled Visit form on the next screen. Fields marked with (*) are mandatory.

Field Description:

• Visitor Mobile No: Enter the visitor’s phone number.
• Visitor Name: Enter the visitor’s full name.
• Visitor Email: Enter the visitor’s email address.
• Company: Enter the visitor’s company name.
• Visit Date/Time: Select the date and time of the visit.
• Total Visitors: Enter the total number of visitors.
• Host: Select the employee the visitor will meet.
• Purpose of Visit: Select the purpose of the visit from the list.
• Remarks: Enter additional notes, if required (optional).

Step 3: After entering all the details, click Save to store the visitor’s information. The visit will then appear in the Scheduled Visits list for future reference. 

Step 4: - An Authorization OTP will be sent to the visitor’s email, and also by SMS if the SMS service is enabled with the portal.

Step 5 : If any details are missing or incorrect in the scheduled visit, select the action button to edit, cancel, or delete the visitor entry.

Pre-Scheduled Visits (Visitor Check-In)

When the visitor arrives at the premises, the HR user or any authorized Host can complete the check-in process using the Pre-Scheduled Visits option. This also allows them to view and manage visits scheduled in advance and quickly check the visitor’s status and details.

Step 1: Clicking on ‘Pre-Scheduled Visits' which will open below form on next screen.

Field description:

• Enter Visitor Mobile Number: Type the visitor's mobile phone number.
• Enter OTP: Enter the One-Time Password that the visitor receives on their email/SMS.
• Proceed: Click the "Proceed" button to continue after filling in the details and verifying the OTP

Step 2: After clicking Proceed, the visitor’s details will be automatically fetched from the scheduled visit record. This makes the check-in process quick and seamless.

Note: Additional visitor details such as Aadhaar Card, PAN Card, or other identification information can be added at this stage, if required.