Every person through your gate, approved and on record.
Vizitor's gate pass management system replaces the paper gate register with printed and online QR gate passes. Visitors, contractors, and delivery staff are verified at the gate, hosts approve entry from their phone, and every entry and exit is logged automatically across all your gates.
Two terms you'll hear a lot around gate security
What is a gate pass management system?
A gate pass management system is software that replaces the paper gate register. It issues printed or online gate passes to visitors, contractors, and deliveries, gets entry approved by the host, and logs every entry and exit with a timestamp in one searchable record.
What is an e-gate pass?
An e-gate pass is a digital gate pass sent to a visitor's phone, usually as a QR code. The visitor scans it at the gate instead of filling in a register, and the entry is logged automatically against the host who issued it.
Why the gate register fails the moment
your site gets busy
Anyone can write any name
A register records what a person chooses to write. There is no photo, no phone verification, and no check against a banned list. The guard has no way to know whether the name is real.
Approvals depend on a phone call
The guard calls the host's desk. Nobody answers. The visitor waits at the gate, or worse, is waved through without approval. Neither outcome is acceptable on a secure site.
Exits are rarely recorded
Entry gets written down. Exit usually does not. By evening, the register cannot tell you who is still inside, which matters most during a fire drill or an incident.
Every gate keeps its own book
The main gate, the loading gate, and the staff entrance each run a separate register. No one has a combined view of who is on site right now.
Finding a record takes hours
When an auditor or a client asks who entered on a specific date, someone flips through pages of handwriting. Some entries are illegible. Some pages are missing.
Regular visitors start from zero
Contractors, drivers, and service staff who come every week fill in the same details every visit. It slows the gate and adds nothing to security.
How the gate pass system works, from invite to exit in four steps
The host sends a digital gate pass
The host invites the visitor from the Vizitor dashboard or the Vizitor PASS app. The visitor receives a QR gate pass with the visit date, location, and any documents to sign before arriving.
The visitor scans at the gate
At the gate tablet, the visitor scans their QR pass. Walk-ins register on the same tablet in under 30 seconds. A photo is captured and the visitor is checked against your watchlist.
The host approves from their phone
The host gets an instant alert by email, SMS, or app notification, then approves or declines entry. They can also send a message back, such as "Wait in the lobby, I'll be down in five minutes." Once approved, the gate prints a physical pass, or the visitor keeps the QR pass on their phone.
Entry and exit are logged automatically
Every entry and exit is recorded with a timestamp and photo. The live roster shows who is on site right now, across every gate.
Visitor, contractor, and delivery gate passes in one gate pass system
Visitor gate pass
QR pass for clients, candidates, auditors, and guests. Pre-registered visitors scan and enter. Walk-ins register at the gate tablet.
Contractor gate pass
For maintenance crews, vendors, and service engineers. Capture work area and safety acknowledgments at the gate. Contractor documents and certifications are managed in Vizitor's contractor management system.
Delivery gate pass
A dedicated delivery check-in flow logs couriers and parcels in about 10 seconds and notifies the recipient automatically. Connected to mailroom management.
Recurring gate pass
Frequent visitors register once. On every later visit they scan a personal QR code for instant, verified entry, with each visit logged against their profile.
Everything your gate security needs, in one gate pass software
Ananya Sharma
QR e-gate pass · Sent by SMSRohit Saini
Printed gate pass · Main GateWalk-in Visitor
Registered on gate tabletMain Gate
18 on site · 6 entries this hourLoading Gate
4 on site · 2 entries this hourStaff Entrance
7 on site · 3 entries this hourIssue the pass the way your site works, on paper, on a phone, or both.
A printed gate pass is generated at the gate in under 5 seconds, with name, photo, host, and date. An online QR e-gate pass is sent by email or SMS before the visitor arrives. Every invited visitor gets a unique QR gate pass, and walk-ins register on the same gate tablet.
- Printed gate pass at the gate in under 5 seconds, with name, photo, host, and date
- Online QR e-gate pass sent by email or SMS before the visitor arrives
- Unique QR gate pass for every invited visitor
- Invites sent from the dashboard or the Vizitor PASS mobile app
- Visitors complete details and sign documents from their own phone
- Walk-in registration on the same gate tablet
- Customisable gate pass format, add host department, vehicle number, ID type, or work area
Nobody enters without the host saying yes.
The host gets an instant alert the moment a visitor arrives, and approves or declines entry in one tap from the Vizitor PASS app. A custom message can be sent back to the waiting visitor, and office teams get notifications directly in the tools they already use.
- Instant alerts by email, SMS, and app notification
- Approve or decline entry in one tap from the Vizitor PASS app
- Send a custom message back to the waiting visitor
- Slack and Microsoft Teams notifications for office teams
Know who is entering before they pass the barrier.
A photo is captured automatically at every check-in, and the visitor's phone number can be verified with an OTP. Every entry is screened against your watchlist and blocklist with a discreet security alert if a match is found, and a printed or digital badge shows name, photo, host, and date.
- Photo captured automatically at every check-in
- OTP verification of the visitor's phone number
- Watchlist and blocklist screening with a discreet security alert
- Digital NDA, safety briefing, and policy acknowledgment at the gate
- Printed or digital badge showing name, photo, host, and date
Every gate, every site, one dashboard.
The main gate, loading gate, and staff entrance all feed one live log. A visitor approved at one gate can check in at any gate, and each site can have separate settings while administrators sign in once to see every location.
- Main gate, loading gate, and staff entrance feed one live log
- A visitor approved at one gate can check in at any gate
- Separate settings per site, one admin login for all of them
- Live on-site roster across every entry point
The gate register you can actually search.
Every entry and exit is logged with a timestamp and photo, searchable by name, date, host, gate, or pass type. Any date range can be exported for an audit in under a minute, with AES-256 encryption at rest, TLS 1.2 in transit, and configurable data retention for GDPR compliance.
- Timestamped entry and exit log with photos
- Search by name, date, host, gate, or pass type
- Export any date range for audits in under a minute
- AES-256 encryption at rest and TLS 1.2 in transit
- Configurable data retention for GDPR compliance
- Live roster and one-click evacuation email alerts during emergencies
A security gate pass system for sites where every entry counts
Manufacturing plants
Contractors, drivers, auditors, and vendors at the same gate, with safety acknowledgments before anyone reaches the floor.
Visitor management for manufacturing →Warehouses and logistics hubs
High-volume driver and courier traffic, logged at the gate with delivery notifications to the right team.
Corporate campuses
Multiple buildings and entry points, with host approval and a single live roster for security.
Residential societies
Resident pre-approval, recurring passes for domestic staff, and a delivery log for the committee.
Visitor management for societies →Schools and universities
Parents, vendors, and guests verified at the gate, with a watchlist check and a record of every visit.
Visitor management for schools →Hospitals
Visitors, vendors, and contractors across multiple entrances, with one record for every person on site.
Visitor management for hospitals →Gate pass software without the hardware, the setup project, or the guesswork
Most gate pass management software still assumes a desktop terminal at the security cabin and weeks of setup. Vizitor is built to be running at your gate the same day.
No special hardware
The gate pass app runs on any iPad or Android tablet at the gate. No desktop terminal, no thin client, no proprietary kiosk to buy.
Live the same day
Create an account, set up your pass types, and place a tablet at the gate. No IT project and no installation visit.
Security that holds up to audits
ISO 27001 certified, VAPT tested by independent assessors, GDPR compliant, and AES-256 encrypted on every plan.
Grows beyond the gate
Contractor management, attendance, mailroom, desk booking, and more are part of the same platform when you need them.
See all features →Frequently Asked Questions About
Gate Pass Management System
A gate pass management system is software that replaces paper gate registers with digital passes. It verifies visitors, contractors, and deliveries at the gate, routes entry approval to the host, and logs every entry and exit with a timestamp in one searchable record.
A gate pass authorises entry to the premises and is usually checked at the perimeter gate. A visitor badge identifies the person once inside the building. A digital gate pass system can issue both, with the QR pass used at the gate and a printed or digital badge worn on site.
An e-gate pass is a digital gate pass, usually a QR code sent to the visitor's phone by email or SMS. It is scanned at the gate instead of writing in a register, and the entry is logged automatically.
Yes. Vizitor works as both a printed and an online gate pass system. Visitors can receive a QR e-gate pass on their phone before arriving, and the gate can print a physical pass with the visitor's name, photo, host, and date in under 5 seconds. Sites can use either, or both together.
A visitor gate pass authorises a short, one-off visit, such as a client meeting or an interview. It records who the visitor is, who they are meeting, the purpose of the visit, and their entry and exit times.
A contractor gate pass is issued to vendors, maintenance crews, and service engineers working on site. It typically adds the contractor's company, work area, and a safety acknowledgment to the standard visitor details.
A standard gate pass format includes the pass number, date, visitor name, phone or ID, company, host, purpose of visit, and entry and exit times. Digital gate pass systems let you add fields such as department, vehicle number, or work area for each pass type.
Most sites use visitor passes, contractor passes, delivery passes, and recurring passes for frequent visitors. Each type can have its own check-in fields, documents to sign, and approval flow.
Yes. With Vizitor, the gate runs on a tablet app where visitors scan or register, and hosts use the Vizitor PASS mobile app on iOS or Android to send passes and approve or decline entry.
Not with Vizitor. It runs on any iPad or Android tablet placed at the gate. A badge printer is optional. There is no desktop terminal or proprietary kiosk to install.
Most single-site setups are live the same day. You create an account, configure pass types and check-in fields, and place a tablet at the gate. Multi-gate and multi-site rollouts take longer depending on the number of locations.
It verifies identity with a photo and phone OTP, screens every entry against a watchlist, requires host approval before entry, and records exits, so the live roster always shows who is still on site.
Vizitor stores gate pass records with AES-256 encryption, uses TLS 1.2 in transit, supports configurable retention and individual deletion, and is ISO 27001 certified and VAPT tested.
A gate pass system focuses on authorising and logging entry at the perimeter gate. A visitor management system covers the wider visitor journey, including pre-registration, badges, host notifications, and compliance records. Vizitor does both on one platform.
Look for printed and online passes, host approval from a phone, photo and ID verification at the gate, watchlist screening, one log across every gate and site, exportable records for audits, and security credentials such as ISO 27001. It should also run on hardware you already own.
Yes. Every gate feeds the same live log, and each site can have its own settings while administrators see all locations from one login.
Your gate is your first security checkpoint. Run it like one.
Replace the register with QR gate passes, host approval from any phone, and a live record of every person on site. Start a free trial, or book a demo to see Vizitor at your gate.