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Simplify Visitor Registration and Approvals

UCS’s Visitor Management System, powered by Microsoft Power Platform, modernizes visitor management across offices, factories, and premises. Every visitor is registered, verified, and tracked with QR codes streamlining check-ins, approvals, and reporting while reducing manual work for staff.
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    Strategic Relevance

    Why This Solution Matters

    Organizations relying on manual registers, paper logs, or disconnected tools to track visitors face challenges in both security and efficiency. Without a streamlined digital process, businesses risk compliance gaps, wasted staff time, and poor visitor experiences. 

    why-this-solution-matters
    Without proper visitor management, you risk

    Security lapses from unverified or untracked visitors

    Compliance issues due to incomplete or inaccurate visitor logs

    Inefficient reception processes that slow down check-ins

    Limited visibility into visitor trends and reporting

    What It Does

    Core Features & Benefits

    Transform the way you welcome visitors. Automate processes, ensure compliance, and gain actionable insights to improve security and visitor experience.
    automate-visitor-registration

    Automate Visitor Registration

    Simplify the visitor onboarding process with quick, accurate data capture. Whether pre-registered by a host or self-registered at a kiosk, every visitor’s details are securely recorded to ensure compliance and efficiency.

    • Capture the visitor's name, company, contact information, purpose, and host details.
    • Add photo, ID proof, vehicle information, and policy acknowledgment.
    • Enable host pre-registration or visitor self-registration via kiosk/Power Pages.
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    Digital Meeting Registration

    Eliminate manual scheduling and paper passes with digital meeting registration. Every visitor receives a unique QR code for quick, contactless entry and smoother check-in.
    • Register meetings directly in the Power App or via the Power Pages portal.
    • Generate unique visitor IDs with QR code badges for easy verification.
    • Share QR codes by email or print badges on arrival.
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    Visitor Check-in & Check-out

    Track every visitor’s entry and exit to maintain security and accurate time logs. Reception staff can check in on visitors instantly and ensure proper check-out at departure.
    • Search visitor records to check in quickly at reception.
    • Print identification badges instantly at the front desk.
    • Record visitors' exit times for accurate reporting and audits.
    automated-notifications

    Automated Notifications

    Keep both hosts and visitors informed at every step with automated notifications. From arrival alerts to QR code emails, communication is seamless and instant.
    • Notify hosts automatically when their visitor arrives.
    • Email QR code badges and meeting details in advance.
    • Reduce wait times with proactive communication for all parties.
    anonymous-power-pages-portal

    Anonymous Power Pages Portal

    Allow visitors to self-register online without requiring organizational credentials. The portal mirrors app functionality, making registration accessible from anywhere.
    • Register meetings online without needing internal system access.
    • Generate and receive QR codes instantly upon registration.
    • Get automated email confirmations with meeting details.
    seamless-integration

    Security & Compliance

    Strengthen workplace safety and protect sensitive data with built-in controls. Ensure only authorized staff manage visitor records while maintaining digital compliance.
    • Role-based access for admins, receptionists, and hosts.
    • Capture NDA or policy acknowledgment digitally at check-in.
    • Maintain secure, auditable visitor logs for compliance reporting.
    Redefine Visitor Management

    Smarter Way to Welcome Visitors

    Deliver a secure, seamless, and efficient visitor experience while reducing the workload on your reception and admin teams. With UCS’s Visitor Management System, you eliminate manual processes and leave a professional first impression.

    Boost Efficiency

    Automate visitor registrations, check-ins, and check-outs to save valuable staff time and reduce bottlenecks at reception.

    Enhance Visitor Experience

    Offer guests a modern, professional welcome with pre-registration emails, QR codes, and instant badges.

    Security & Compliance

    Maintain complete visitor logs, role-based access, and digital policy acknowledgments for safer, compliant workplaces.

    How It Works

    User Journey & Workflow

    The UCS Visitor Management System creates a smooth journey for both visitors and staff. From registration to exit, every step is digitized to ensure efficiency, security, and professional experience.

    Modernize Your Front Desk Today

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    Register

    Visitors are pre-registered by hosts or self-register online via the Power Pages portal or at a reception kiosk.

    Check-In

    On arrival, visitors scan their QR code or provide details at reception. A badge is issued, and hosts receive instant notifications.

    Check-Out

    When leaving, visitors check out digitally, creating accurate exit logs and complete reporting for compliance.

    Powered by Microsoft Ecosystem

    Visitor Management for Modern Workplaces

    Using Microsoft Power Apps, Power Pages, and integrated Microsoft services, UCS’s Visitor Management System delivers secure, scalable, and user-friendly experiences across offices, factories, and campuses. The solution leverages:

    Power Apps

    for internal visitor registration, approvals, and reporting

    Power Pages

    for external visitor self-registration with QR code support

    Azure Security

    enterprise-grade protection with access control and compliance readiness

    M 365 Integration

    email notifications, and seamless host communication.

    Simplify Visitor Check-Ins

    Ready to welcome visitors the smarter way?

    Automate registrations, track visitor activity, and keep your workplace secure with UCS’s Visitor Management Software.
    Download Now
    Why UCS

    Trusted Microsoft Partner

    Work with a Microsoft partner who understands both compliance and workplace operations. By combining Microsoft Power Apps and Power Pages with our expertise, we deliver visitor management solutions that reduce reception workload, improve guest experiences, and ensure every visit feels seamless and professional.

    Proven expertise in Microsoft Power Apps, Power Pages, and Dynamics 365 integrations

    Smooth integration with Microsoft 365, Outlook, Teams, and Azure Security

    Hands-on consultation, responsive support, and tailored implementation

    Trusted by enterprises, factories, and multi-location businesses to digitize visitor workflows

    Built For Your Business

    Target Industries & Use Cases

    From offices and factories to large campuses, UCS’s Visitor Management System adapts to the unique needs of every organization. Explore how different industries benefit from a secure, digital-first approach to managing visitors.

    Corporate Offices

    Streamline front desk operations, improve security, and deliver a professional first impression for clients, partners, and employees.

    Manufacturing Companies

    Manage contractor and supplier visits efficiently while maintaining compliance and strict safety protocols.

    Educational Institutions

    Ensure safe, authorized entry for students, parents, and guests while simplifying event and meeting registrations.

    Healthcare Facilities

    Track patient visitors, vendors, and external staff with secure logs and digital acknowledgments of policies or NDAs.

    Government & Public Sector

    Maintain accurate visitor records for compliance, improve workplace security, and reduce manual paperwork at entry points.

    Documentation & Support

    Help & Resources

    Get the most out of your solution with step‑by‑step guides, helpful resources, and 24/7 support to keep you moving forward.

    Documentation & Guides

    • User Manual:Description of each report in brief.

    • Implementation Guide:Technical setup and configuration instructions

    Presentations & Reviews

    • App Review Presentation:Detailed feature walkthrough and benefits overview

    • Case Studies:Real-world success stories from similar organizations

    Training & Support

    • Technical Support:Get help from our expert support team

    Queries

    Frequently Asked Questions

    Find quick answers to the most common questions about the solution setup, features, support, and how it helps your business.

    A VMS is a digital solution that registers, verifies, and tracks visitors, replacing manual registers with a secure, automated process.

    Visitors receive a unique QR code after pre-registration or kiosk entry, which they scan at reception to check in instantly.
    Yes. Each QR code is unique, encrypted, and linked to visitor details, ensuring only authorized entry.
    Yes. You can capture details such as ID, photo, company, vehicle info, and policy acknowledgment, based on your compliance needs.
    Yes. Reception staff can register visitors manually and issue printed badges on the spot.
    Reception or security teams simply scan the QR code or search the visitor record in the system.
    Yes. Hosts can pre-register guests, assign VIP tags, and send QR passes in advance for a seamless arrival.
    Yes. The system supports recurring or extended validity passes with defined start and end dates.
    Yes. It can be integrated with access control systems to automatically manage entry permissions.
    Yes. It is designed with a user-friendly interface for reception staff, employees, and visitors.
    Absolutely. Whether for a single office or multiple sites, the system adapts to growing visitor volumes.
    UCS provides documentation, training, and ongoing technical support to ensure smooth operations.

    Secure. Seamless. Scalable.

    Transform how you welcome and track visitors with a modern Visitor Management solution.

    Smart Visitor Management, Powered by Microsoft

    Replace manual logs with a powerful visitor management system that saves time, ensures compliance, and delivers a professional first impression.