// Visitor Management System
InGate
Secure. Fast.
Frictionless
// Duration
8 Weeks
// Role
UX / UI Designer
// Platform
Mobile · Desktop
// Discipline
Research · Design · Prototype
// LIVE VISITOR LOG — DEMONSTRATIVE DATA
VIS-2025-042
Rajesh Kumar
→ Suresh Menon, Eng
09:31 · 14 Jun
INSIDE
VIS-2025-043
Priya Sharma
→ Dev Team
10:31 · 14 Jun
INSIDE
VIS-2025-044
Amit Patel
→ HR Department
11:00 expected
EXPECTED
VIS-2025-041
Neha Singh
→ Rajan K., Finance
08:50 · out 10:12
CHECKED OUT
The offline Visitor Management System faced four compounding problems. Each one independently was manageable — together, they created a broken entry experience that damaged trust at the first touchpoint with any organisation.
ID
Problem
Description
P-01
No digital
records
Visitors filled paper forms manually — illegible,
incomplete, and permanently unsearchable. Any
historical lookup required physically going through
notebooks.
⚑ HIGH IMPACT
P-02
Host
notification
gap
Hosts were called by phone after arrival. Missed
calls meant visitors waited indefinitely with no
status update. Observed failure rate: 3 in every 5
visits.
⚑ HIGH IMPACT
P-03
Zero live
visibility
Security staff had no live view of building
occupancy. Who is inside right now? There was no
answer to this question without counting physically.
⚑ SECURITY RISK
P-04
No pre-
registration
Every visitor — first-time or repeat — filled the
same slow paper form. Scheduled meetings, VIP guests,
and returning contractors all entered the same queue.
⚠ EFFICIENCY LOSS
// // Problem Statement
"The offline system relied on manual entry, causing delays,
errors, and added workload for staff — without digital records
or real-time access, both visitors and hosts experienced friction
at every stage of the check-in process."
01
// Challenge
The clipboard era had
to end.
Manual logbooks. Missed phone
calls. Zero real-time data. The
existing system was creating
invisible friction at every
entry point.
02
// Design Process
Five phases. One
north star.
Every decision grounded in
what we learned from
observing real check-in
desk behaviour.
PHASE 01
Empathy
Observed 3
reception desks.
Interviewed 8
visitors and 4
hosts. Recorded
pain point
frequency.
→
PHASE 02
Define
Synthesised
findings into 4
core problems.
Competitor
analysis of 6
VMS products.
→
PHASE 03
Ideate
Card sorting
with 6 users. 3
divergent
concept
directions. IA
validated before
wireframing.
→
PHASE 04
Prototype
Low-fi paper
sketches → mid-
fi Figma flows →
hi-fi
interactive
prototype across 3 device types.
→
PHASE 05
Test
5-participant
usability test.
Task completion
measured. 2
iteration rounds
before final
handoff.
ROLE-01
Visitor
Walk-in or pre-
registered guest
EXTERNAL
—
Self-register at kiosk
or pre-register via
link
—
Upload ID proof for
verification
—
Receive digital badge
& QR pass
—
Track own visit status
in real time
—
Check out on departure
Core pain
Repetitive form entry
on every visit — even
for returning visitors
with prior records.
ROLE-02
Host
Employee
receiving the
visitor
INTERNAL
—
Receive instant push
notification on
arrival
—
Review visitor details
before meeting
—
Approve, hold, or
reschedule visits
—
Pre-invite visitors
before they arrive
—
Access full visit
history for their
guests
Core pain
Missed phone calls from
reception — leaving
visitors waiting with
no status update.
ROLE-03
Admin /
Security
Front desk &
facility
management
SYSTEM
—
Monitor live building
occupancy dashboard
—
Register walk-in
visitors on their
behalf
—
Manage access
approvals and
blocklists
—
Generate and export
visitor reports
—
Configure access zones
and policy rules
Core pain
Using 2–3 separate
tools to answer one
question: who is inside
right now?
03
// User Types
Three roles. One
entry point.
Each persona interacts at a
different moment in the visitor
journey — and needs a completely different interface response.
01
Reception is a bottleneck
Average manual check-in took 4–7 minutes. During peak
hours, queues formed at reception — creating visible
frustration and damaging the host organisation's first
impression.
4–7m
avg check-in time
02
Pre-registration cuts check-in by 80%
When a visitor pre-registered, QR scan at entry dropped check-
in to under 90 seconds — eliminating all form-filling and ID
verification at the desk.
90s
with QR pre-reg
03
Phone calls fail 3 in 5 times
In 60% of observed visits, the host missed the reception
phone call. Visitors waited 8–15 minutes in some cases
with no status update — entirely preventable with push
notifications.
60%
notification
failures
04
Admins run 3 tools for one answer
Security staff cross-referenced a paper log, a shared
spreadsheet, and a CCTV feed to answer the question "who
is inside right now?" — a question one real-time dashboard
could answer instantly.
3
tools for one
answer
04
// Key Findings
What the research
revealed.
Observed across 3 reception
desks, 8 visitor interviews, and
4 host sessions over 2 weeks.
Colour Palette
#2F3380
InGate
Blue
Primary
· Trust
#E0B300
Status
Yellow
Live ·
Pending
#00C48C
Clear
Green
Active ·
Inside
#2C2C2C
System
Gray
Text ·
UI
Typefaces
Display/Heading
Poppins
Headings, names, UI labels,
stats
Sub Text
Inter
Description, Sub text and less
text areas
05
// Style Guide
Colour & type.
A palette built on authority and
clarity — blue for trust, yellow
for live status, mono for all data.
06
// Design Solutions
Four decisions. One
system.
Each solution maps directly to a
research finding — nothing was
designed without a problem to
solve.
SOL-01
QR-based check-in
Pre-registered visitors receive a unique QR pass before arrival. At the entrance, one scan triggers host notification, logs the visit, and issues a digital badge — no forms, no waiting.
// Rationale
Card sorting showed visitors were most frustrated by repetitive form entry on every visit. QR pre-registration moves all data entry to before the visit — check-in becomes a single tap.
SOL-02
Real-time admin dashboard
One screen answers every admin question: who is inside, who is expected, who just left. Filterable by host, department, floor. Exportable. Live, always.
// Rationale
Security staff were cross-referencing 3 separate tools to answer one question. Unifying into a single live dashboard was the most-requested feature in every admin interview.
SOL-03
Instant host notification
The moment a visitor scans their QR or is registered by reception, the host receives a push notification with full visitor details. Respond directly — no phone call, no intermediary.
// Rationale
Phone call failure rate was 60%. Push notification delivers in under 3 seconds with a 98%+ open rate. This single change eliminates the most common failure mode in the entire visitor journey.
SOL-04
Role-aware home screen
InGate detects the logged-in role and surfaces only what's relevant. Admin sees live occupancy and pending approvals. Host sees today's visitors and notifications. No irrelevant clutter from other roles.
// Rationale
A single generic screen tried to serve all three roles. Navigation depth for routine tasks was 4+
taps. Role-aware screens cut this to 1 tap for 80% of daily actions per user type.
07
// User Flows
Every path
mapped.
Four critical flows covering the full
lifecycle of a visit — from pre-registration to check-out.
VISITOR — Pre-registration + QR Check-in
Receive invite link
→
Fill pre-reg form
→
QR pass issued
→
Arrive at reception
→
Scan QR
→
Checked in ✓
HOST — Notification + Approval
Visitor QR scanned
→
Push notification (<3s)
→
Review visitor details
→
Tap "Going Down"
→
Visitor escorted ✓
ADMIN — Monitor + Manage
Open dashboard
→
Live visitor log
→
Review pending
→
Approve or block
→
Export report ✓
WALK-IN VISITOR — Manual Registration
Arrive at reception
→
Staff registers visitor
→
ID upload + verify
→
Host notified (<3s)
→
Badge issued
→
Checked in ✓
08
// Impact
Numbers that earned
their place.
Measured via usability testing
with 5 participants and observed
workflow step analysis against
the manual system.
~90s
QR check-in vs 4–7 min manual. Pre-registration moves effort before the visit.
80% FASTER
<3s
Host notification
delivery —
replacing phone
calls with a 60%
failure rate.
98%+ RECEIPT
1
Unified dashboard
replacing 3
separate tools for
live occupancy
tracking.
ALL ROLES · ALL
DEVICES
Before — Manual System
✗
4–7 min check-in via paper logbooks
✗
Phone notification fails 3 in 5 times
✗
No real-time occupancy data — ever
✗
Every visit: refill the entire form
from scratch
✗
Visitor data lost, illegible, or
inaccessible
After — InGate
✓
~90 seconds with QR pre-registration
✓
Push notification in <3 seconds,
always delivered
✓
Live dashboard — who's inside, right
now
✓
QR pass reused — no re-entry for
return visitors
✓
Searchable, exportable digital visitor
records
"
Faster QR-based check-in made
the entry experience feel
professional — like they actually
expected me.
RP
R. Patel
Visitor · usability test
"
I got the push before I even
finished what I was doing. I knew
who was waiting before they could call me.
SM
S. Menon
Host · usability test
09
// Learnings
What this project
taught me.
01
Speed at entry is brand perception — every second of
friction at the front door shapes how visitors feel
about the entire organisation, not just the product.
02
Status visibility is a trust mechanism — users who can
see what's happening with their request never feel
abandoned. The system communicates even when
humans can't.
03
Moving effort upstream is better than reducing it at
the point of pain — pre-registration shifts check-in
work to a moment of calm, not a moment of queue
pressure.
04
Security and simplicity aren't opposites — designing
role-specific flows meant each user type got a simpler
experience without compromising the data integrity
the admin needed.
© 2026 ANIKET LAMKHADE — CLARITY IS ALWAYS DESIGNED, NEVER ACCIDENTAL.