Frequently asked questions about our visitor management & access control systems

VisitMe is a digital visitor and access management solution designed to control and track the movement of people, vehicles, and assets through any site’s entry and exit points. It operates through a handheld scanner that captures and verifies personal, vehicle, and asset data at the gate. This information is securely stored on a POPIA-compliant database and can be accessed via the VisitMe online portal for live monitoring, reporting, incident investigation, and operational management.

Yes. VisitMe is a 100% digital solution that eliminates the need for outdated, manual paper logbooks. It enables accurate, verified, and secure data collection, giving you real-time insight into all gate activity.

Yes. VisitMe is fully compliant with the Protection of Personal Information Act (POPIA). We prioritise data privacy and transparency, ensuring that all personal information is collected lawfully, with consent, and stored securely in line with legal requirements.

Yes, VisitMe requires internet connectivity for both the scanner and the online portal to operate. The scanner can be connected using a SIM card (mobile data) or via Wi-Fi, depending on what’s available on-site. Internet is also required to log into the web portal and access reports or manage data.

Yes. VisitMe’s handheld scanner can scan and decrypt South African driver’s licences, ID cards, passports, vehicle licence discs, trailer discs, and any document or tag with a barcode. This allows for real-time validation and accurate recordkeeping of everyone entering or exiting the site.

Data security is a top priority in VisitMe. All personal information captured during a visit is first encrypted and stored locally on the handheld scanner. Once the visit is completed, the data is securely transmitted to our servers via HTTPS and automatically deleted from the device.

Our servers are hosted on Amazon Web Services (AWS) in the Cape Town data centre, within a protected Virtual Private Cloud (VPC). All information is stored in an encrypted MySQL database, and supporting files like images are kept securely in AWS S3 storage. Additional layers of protection include strong firewalls, restricted server access, and constant system monitoring to prevent unauthorised access.

These measures ensure that your data remains secure at all times, during capture, in transit, and at rest—while complying fully with the POPIA Act.

Yes, VisitMe includes a robust Time and Attendance feature that enables accurate tracking of staff and contractor movements on-site.

Each staff member or contractor is issued a unique, system-generated QR code linked to their profile. At the gate, they simply scan their code using the VisitMe handheld scanner to clock in or out—eliminating manual registers and preventing time fraud.

This feature offers several benefits:

• Accurate Time Tracking: Every scan is time-stamped and securely recorded, giving you a reliable log of attendance.

• Real-Time Monitoring: Site managers can instantly view who is currently on-site and for how long via the online portal.

• Automated Reports: Exportable attendance reports simplify payroll and contractor billing processes.

• Custom Rules: Clock-in rules can be customised per site, such as shift windows, location restrictions, or job roles.

• Audit Trails: All activity is stored securely for auditing, dispute resolution, and compliance purposes.

Whether managing permanent employees, temporary contractors, or shift workers, VisitMe makes time and attendance seamless, secure, and fully integrated into your broader access control strategy.

Yes. VisitMe includes a Time and Attendance feature that allows staff and contractors to clock in and out at the gate using individual QR codes. Each person is assigned a unique QR code that’s scanned by the guard using the handheld scanner, ensuring quick, accurate check-ins. This improves tracking of working hours, supports payroll accuracy, and enhances accountability on site.

Yes, VisitMe is ideal for contractor management. The system allows you to register, pre-approve, and track contractors on site. Contractors can be issued QR codes or be scanned at the gate using their ID, license, or other credentials. This helps ensure only authorised individuals gain access and that all movements are recorded for security and compliance purposes.

Yes. VisitMe can be configured to ensure only inducted contractors or employees with valid credentials are allowed entry. You can upload induction expiry dates, medical validity, or training status, and the scanner will alert the guard if any requirement is missing or expired. For high-turnover environments, bulk upload tools and QR code generation make it easy to register or deregister individuals quickly.

Yes. Our online portal provides real-time access to all activity logs. You can schedule automatic reports to be sent to your email or generate manual reports on demand. In the case of an emergency, the system also allows you to quickly perform roll-calls to identify who is still on-site and where they entered.

Our reporting panel on the VisitMe portal allows operators to generate custom reports for any scenario, unauthorised access, expired permits, denied entries, or flagged vehicles. Exception reports are pulled directly from the activity data collected at the gate, giving you a clear and auditable record of any events outside of standard procedure.

A digital visitor management system replaces traditional paper logbooks with a digital platform that captures, verifies, and stores visitor, vehicle, and asset data. It works via mobile apps, handheld scanners, and web portals to manage gate access, generate real-time reports, and ensure secure entry/exit tracking.

Paper logbooks are prone to errors, misuse, and offer no real accountability. A digital system is more secure, POPIA-compliant, and provides instant access to visitor history, photos, and validated credentials, helping you improve both security and operational efficiency.

Yes. QR codes are generated by the system and can be sent to visitors ahead of time. These codes can be scanned at the gate for fast, secure, and contactless check-in. Each QR code is unique and tied to a specific person, date, and time for maximum control.

VisitMe allows you to register and track deliveries, drivers, and cargo. You can log waybills, confirm delivery purposes, and scan all driver and vehicle information at the gate, creating a complete digital trail of all logistic activity.

Access control manages who can enter a site (e.g. residents, staff, delivery drivers), usually through devices like remotes, QR codes, or biometrics. Visitor management focuses on logging and verifying temporary guests, ensuring they’re authorised and recorded. VisitMe offers both in a seamless, integrated system.