Frequently Asked Questions (FAQ's)
Your Queries, Our Answers - Let's strengthen your software development
The QR code is scanned by reception to auto-populate visitor details in the system, avoiding manual entry. Each visitor receives a unique QR code via email for check-in.
Meeting rooms are booked via the system with details like capacity, amenities, and time slots. Admins can view occupancy summaries and approve requests.
Visitor categories such as partners, contractors, vendors, and others are predefined in the system’s master settings. These categories streamline check-in workflows, control access, and support analytics by enabling visitor trend analysis and filtering in reports.
Yes—meeting room categories, rooms, and amenities are fully manageable.
Categories (e.g., partners, contractors) are defined in masters. Reports filter visitors by category for analytics (e.g., frequent partners).
Yes, pre-registration helps prepare host teams and reduce check-in delays.
By digitizing visitor registration, enabling real-time host notifications, and enforcing access controls, it significantly bolsters security.
Yes, the module lets you manage staff and contractor profiles separately for clarity and control.
Yes. Hosts can schedule recurring visits for frequent guests such as consultants or contractors to simplify the registration process.
Yes. The system can generate and print visitor badges automatically once the visitor completes the check-in process.
Yes. Visitors can check out through self-service kiosks or reception terminals when leaving the premises.
Yes. The system records check-in and check-out times to calculate the total duration of each visit.
Yes. The system can store visitor emergency contact details during registration for safety and compliance purposes.
Yes. Hosts can modify or cancel scheduled visits directly from the system if meeting plans change.
Yes. The system allows visitors or reception staff to record the purpose of the visit, helping organizations maintain clear visit records.
Yes. The system supports group registrations where multiple visitors attending the same meeting can be registered together.
Yes. Reception staff can quickly create visitor entries for walk-in guests who do not have pre-registered appointments.
Yes. The system can send reminders to hosts before the visitor arrives to ensure they are prepared for the meeting.
Yes. Visiting hours can be configured so that visitors can only check in during allowed time slots.
Yes—device location and device mapping allow kiosk or terminal assignments
Yes—Shift Master and Holiday modules can influence allowed visiting times.
Yes, visitors can use mobile QR codes for check-in and access validation.
Yes, Visitor Management works as a connected module within ROCKEYE ERP.
Yes—the Smart Dashboard updates in real-time for visitor and meeting oversight.
Yes, user roles and permissions can be customized to restrict sensitive visitor information.
Yes. Visitor records are stored in the system so repeat visitors can be identified quickly and their previous visit details can be referenced.
Yes. Administrators can generate reports based on date ranges, visitor types, hosts, or departments.
Yes. The system can define visitor limits for certain areas or buildings to manage crowd control and safety regulations.
Yes. When a visitor arrives, the system can send automated notifications to the host via email or system alerts.
Yes. Organizations with multiple locations can manage visitor records centrally while maintaining location-specific access control.
Yes. All visitor activities including check-in, check-out, and approvals are stored digitally for auditing and security purposes.
Yes. Administrators can add or modify fields in the registration form based on organizational requirements.
Yes. The system can automatically generate reports summarizing visitor activity for a specific day or time period.
Yes. Older visitor records can be archived while still being available for reference when needed.
Yes. The system can manage visitor registrations across multiple reception desks or entry points within the facility.