SUPERGAS VMS

• Manual Record Maintenance:

• Visitor details were maintained in a physical register, requiring daily creation of pages with columns for date, time, purpose of visit, and signatures.
• This process was time-consuming and prone to errors, making it difficult to ensure accuracy.

• Visitor Tracking Issues:

• Tracking the number of visitors was cumbersome, with no clear data on:

• How many visitors entered the premises.
• How many were still inside.
• How many had left.

• This lack of real-time tracking created inefficiencies and increased the risk of oversight.

• Operational Challenges for Security Personnel:

• Managing visitor passes, including issuing and retrieving them, was tedious and prone to delays.
• The manual process placed an additional burden on security staff, affecting their productivity and focus.

• Security Risks:

• The manual system lacked robust checks, increasing the risk of unauthorized entry and potential security breaches.
• There was no reliable mechanism to verify or cross-check visitor information efficiently.

To address the challenges faced by SUPERGAS, we recommended Zoho Creator of efficient tracking of Visitor Management

To address the challenges faced by SUPERGAS, we recommended Zoho Creator of efficient tracking of Visitor Management

Implementation Overview:

1. Pre-Scheduled Visit Form:

• A dedicated form was created for pre-scheduled visits, capturing essential visitor details such as:

• Name, email, phone number, center location, purpose of visit, ID proof, and person to meet.

• The form requires approval or rejection by a center-specific approver.
• Once approved:

• An SMS with a unique OTP is sent to the visitor.
• The visitor must provide this OTP during check-in.

• The approved pre-scheduled form is automatically converted into a walk-in form at the time of check-in to enable photo capture.

2. Walk-In Visit Form:

• A separate form was developed for walk-in visitors, capturing the following details:

• Name, email, phone number, center location, purpose of visit, person to meet, ID proof, and a photograph taken through the application.

• Similar to pre-scheduled visits, the form is subject to approval or rejection by a center-specific approver.
• Upon approval:

• An SMS with an OTP is triggered to the visitor.
• The visitor must enter the OTP into the system to validate and complete their check-in process.

3. Check-In Process:

• Visitors (both pre-scheduled and walk-in) undergo OTP verification during check-in.
• Successful OTP validation ensures secure entry into the premises.

4. Security Dashboard:

• A centralized dashboard provides security personnel with real-time analytics, including:

• Total number of check-ins per day.
• Visitors currently on the premises.
• Number of visitors who have checked out.

This dashboard enhances monitoring and ensures efficient visitor management.

Nexivo successfully resolved SUPERGAS’s operational challenges by implementing a customized Zoho Creator solution to streamline visitor management processes. By automating pre-scheduled and walk-in visitor workflows, Nexivo eliminated manual errors, reduced security risks, and enhanced operational efficiency. The introduction of OTP-based verification, real-time tracking, and a centralized security dashboard empowered SUPERGAS to monitor visitor activities seamlessly. With robust approval mechanisms and automated data recording, Nexivo optimized safety and accountability across the premises. Looking forward, Nexivo continues to leverage Zoho Implementation Services, Zoho Custom Applications, and Extension Features to enhance SUPERGAS’s operational scalability and efficiency while ensuring secure and digitized business solutions.