Visitor Authentication &

Management System
(VAMS)

Specification sheet

for

Architects & Engineers

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INTRODUCTION

As part of digitalization initiatives, ________ is automating all its services. To enhance visitors’
experience and to have more secured, monitored, and accurate records of visitors. This scope is
for implementing an “electronic visitor’s management solution”.

_______ currently uses a partially automated system/Manual System, using spreadsheets and
manual registers, the new system will automate visitor’s registration, “check-in”, “check out”
and store-related records.

The scope of the project involves the following:

 Proposing a comprehensive reliable, visitor management solution, which meets all listed
requirements, and works on the current Company network/IT setup without major
changes.
 Setup, installation, integration, and customization of the solution, this will include
collecting user requirements and user acceptance tests.
 Train users and system administrators on how to use and support the solution/system.

Bid / Specifications
The purpose of the required system is to register all visitors visiting company premises, this
scope is for multiple Locations, the solution is required to be scalable to be extended to other
premises in the future, and portable with the possibility of moving it to other buildings in the
future.

Below are some of the main features/key points required from the solution provider.

Customized Workflows
1. The System is expected to have a different level of access, administrator, supervisors,
registrars, users, etc.
2. Registration shall be based on walk-in by visitors and can also have the option of
booking appointments online by the host.
3. Mobile number of visitors to be authenticated by sending OTP on the mobile number of
visitors
4. Option of creating an appointment on behalf of another employee should be available.

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 5. When the visitor arrives at the building on his appointment/walk-in, the
reception/security staff will take his ID, check him in, and provide him with an access
card/Visitor Pass
6. Option to approve/reject the request of a walk-in visitor should be available.
7. Repeat visitor’s last visits should be made visible to the security guard during
registration
8. Pass template should be available for visitors and contractors so that customized passes
can be made.
9. The solution shall allow mentioning if the guest/visitor will have items with him when
entering the building, or when leaving, such as a laptop, camera, or any other equipment
or item. (Items in and items out) – by quantity.
10. The system shall also allow the host to add visitor information directly to the system
without sending an invitation to the visitor.
11. Option of issuing temporary passes to labor with QR codes should be available

Security & Privacy

1. The system should have 256-bit data encryption to protect visitor data
2. The system should be compliant with VA/PT to ensure a stable and vulnerability free
system 
3. The system should be compliant with GDPR to protect the privacy of visitors. 

Automation
1. Option to upload bulk appointment to be made available in VMS Application
2. Option of sending QR code link to the visitor when an appointment is created.
3. The system shall have a data storage of visitors’ information and be able to easily
retrieve repeated and frequent visitor’s information when registering again.

Compliance
1. The system should have at least 10 years of running experience  
2. The OEM/Product company should be ISO 27001 certified.

Integration
1. The system should be Aarogya Setu, CoWIN integrated for vaccination check of the
visitors.

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 2. The application GUI should support – English, Spanish, Arabic Languages, and an option
to integrate other regional languages on request.

Reports & Insights

1. A dashboard option to be available. A supervisor can instantly monitor the visitor’s
activity, such as how many visitors accessed today, how many visitors are still in the
building, how many visitors are expected to visit, etc.
2. The system shall be able to provide details of reports about visits, visitors, date wise
with time in & time out, etc.
3. Reports should show the number of minutes/hours visitor has spent on-premises.
4. It should be possible to export reports to Excel or CSV.
5. The system shall accurately register the check-in/check-out and movements within the
building.
6. Real-time headcount of visitors present in the building to be shown at the front desk
7. Graphical reports to be made available.

Notification & Communication capability

1. Employees should get email and SMS about the arrival of the visitor.
2. Any appointment created in VMS Application should block the calendar of visitor and
employees
3. Option of sending emergency alert/SOS message to send it to visitors /employees.

Technology
1. The proposed solution shall be integrated with client Email systems and SMS gateway
(Optional) to send notifications.
2. The system should have the ability for installation on the client’s infrastructure (on-
premises, cloud)  
3. The system should be available on Android and iOS platform 
4. The system should support multiple databases.
5. It is very much recommended that the solution is based on web access (using the
browser)
6. Integration with any Access Control System or Video / Camera management software
should be possible through API / SDK or development of a seamless patch.

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General
1- Any other required equipment, licensing, and pre-requirements shall be included in the
proposal.
2- It is not required to print any confirmation or cards on paper; one of the advantages of
the system is to eliminate the usage of paper.

Support:
The proposal shall provide a fully 24/7 support SLA, meeting the below definition:

Maintenance and Support:

The proposal shall include maintenance cost for at least 2 years after implementation as option
for capital purchase and in case of SaaS, the support is applicable till the date subscription lasts.

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