Many buildings still register visitors the way they did twenty years ago: a paper logbook at the gate, a name written in a hurry, and a badge handed over with a nod. It works until someone asks a simple question — who is inside right now? — and nobody can answer it.
A visitor log is not paperwork. It is a safety record, a security control and, on a busy day, the difference between a smooth reception and a queue at the gate.
Prosas turns every visit into a tracked record, from the moment it is planned to the moment the visitor leaves.
Where the Paper Logbook Fails
- No approval — anyone who writes their name down gets in
- No host — the person being visited finds out when the visitor is already at their desk
- No exit time — people sign in, and rarely sign out
- No memory — a visitor who caused trouble last month can walk in again
- No search — finding one visit means reading pages of handwriting
A logbook tells you who came. It rarely tells you who is still here.
A Visit, Step by Step
1. Register the Visit in Advance
The visit is created before the visitor arrives: who is coming, why (a meeting, a delivery, maintenance work, an interview, a government visit), which employee is hosting, the date and time, the gate they should use, and where on site they are going — down to the building, floor and room. Each visit gets its own reference number.
2. Approve or Reject
New visits wait for approval. A visit can be approved, rejected with a reason, or cancelled. Only approved visits can check in, so the gate knows exactly who to expect.
3. Check In at the Gate
When the visitor arrives, the guard finds the visit by its reference and checks them in. Prosas records the check-in time, the gate actually used and, when the location is available, how far the check-in happened from that gate. The host is notified that their guest has arrived.
4. Check Out
On the way out, the visit is checked out and the host is notified again. The record now holds the full picture: when they came, where they went and when they left.
The Safeguards Paper Cannot Offer
A Watchlist
Security teams can add a person to a watchlist by their ID number, with an optional expiry date. A warning entry lets the visit go ahead but makes the risk visible. A block entry stops the visit from being registered at all.
Overstay Alerts
A visitor who is still checked in long after they should have left is flagged automatically, and the host is told. Nobody has to walk the floors to find out.
Gate Status
A gate that is closed or under maintenance does not accept check-ins, so visitors are never sent to an entrance that is not open.
No-Shows
An approved visitor who never arrives is marked as a no-show instead of staying an open entry forever.
Paper vs. a Tracked Visit
| Paper logbook | Prosas visitor management | |
|---|---|---|
| Approval | None | Every visit approved or rejected |
| Host | Finds out late | Notified on approval, arrival and exit |
| Who is inside now | Unknown | Every checked-in visit, in one list |
| Banned visitors | Depends on the guard’s memory | Blocked at registration |
| Finding a past visit | Reading pages | Search by reference number |
How to Start
- Register your gates and mark which ones are open.
- Choose who can host visitors — only employees marked as visitor hosts can be picked as a host.
- Decide who approves — reception, security or the host’s department.
- Move planned visits into the system first, then walk-ins.
- Build the watchlist from the incidents your security team already knows about.
Frequently Asked Questions
Does every visit need approval?
Every visit starts as pending approval, and only an approved visit can check in. This keeps the gate list limited to people someone has agreed to receive.
Can any employee be a host?
No. Only employees marked as visitor hosts appear in the host list, so every visit is tied to someone responsible for it.
What happens if a blocked person is registered?
The registration is refused. A warning entry, by contrast, allows the visit but keeps the risk in view.
Can I find an old visit quickly?
Yes. Every visit has a reference number and a timeline of what happened to it — approval, check-in, check-out, overstay — so any visit can be found and read in seconds.
Know Who Is Inside
Visitor management is not about making entry harder. It is about knowing, at any moment, who is on site, who invited them and when they left. With Prosas, every visit has an approval, a host, a gate and a timeline — and the question “who is in the building?” finally has an answer.
",
