Valenza
Valenza Visitor Management · Factory gate security

Know who is in the building, and who actually left

Gate security software for a jewellery factory: visitor Gate In/Out, Floor-to-Floor movement, and a full employee Early Going workflow — OTP verification, HOD approval by mapping, a one-time QR gate pass, and a security Gate Out that needs a selfie before it counts as an exit.
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OTP-verified requestsHOD approval by mappingQR gate passSelfie on exit
Gate In — Today2 inside
Rakesh MehtaSuresh JewelsInside
Priya ShahInterviewInside
Courier — BlueDartDeliveryGated Out

Illustration

Why it matters

The four ways a factory loses track of who is where

A paper register and a verbal okay are how gold factories still run security. Here is what changes.

A visitor register is a handwritten book nobody can search.

Gate In Form logs every visitor digitally — searchable, with visitor type, host and card.

An employee says a manager "told them on WhatsApp" they could leave early.

The Early Going form needs OTP identity verification and routes to the correct HOD by department — no self-approval, no guessing who approves.

Nobody can tell if someone has actually left the building, or just has a signed slip.

A pass is only consumed by a security Gate Out scan with a mandatory selfie — approval alone never marks anyone as exited.

No record of which floor a visitor or employee is currently on.

Floor-to-Floor Movement logs every move, so "current location" is always the last recorded event, not a guess.

What it covers

From the gate to the desk to the exit

Everything the security team, the HOD and the owner need — on one record per visit or request.

Gate In / Gate Out

Visitor name, type, company, purpose, person to meet, ID proof and a visitor card — logged in and closed out at the gate.

Visitor Card Master

Track physical cards issued and returned, tied to the visit.

Request & SLA workflow

Service requests security raises or receives, tracked to closure against a configurable turnaround target.

Employee Approval Mapping

Who approves an Early Going request — by employee, department+floor, department, floor or a tenant default, with conflicting mappings flagged rather than guessed.

Public Early Going form

An employee without a login can request to leave early from a shared device or phone, verified by a one-time code before anything is submitted.

HOD Approval Inbox

Requests assigned to a HOD or their backup, approved or rejected with a reason — never the requester’s own approval.

Digital gate pass

Issued the moment a request is approved, with its own QR code — one pass, one employee, one exit.

Floor-to-Floor Movement

Exactly one internal movement type besides the exit itself, for both employees and visitors — current floor is always the last recorded move.

Four role-based dashboards

Security Admin, Main Admin, Security User and Managerial User each see what their role needs, nothing more.

How Early Going works

Seven steps, and only the last one means someone left

Approval is not exit. That rule runs through the whole flow.
  1. 01

    Verify

    Employee Code checked by a one-time code sent to the phone on file.

  2. 02

    Request

    Exit date, time and reason submitted — no HOD picked by the employee.

  3. 03

    Resolve

    The server works out the right HOD by mapping precedence, not a dropdown.

  4. 04

    Approve

    The HOD (or backup) approves or rejects with a reason, on their own inbox.

  5. 05

    Pass issued

    A one-time QR gate pass is created the moment the request is approved.

  6. 06

    Scan & selfie

    Security scans the pass and captures a selfie before confirming exit.

  7. 07

    Exit recorded

    Only now does the employee count as actually out — approval alone never did.

OTP

before any request is accepted

1 pass

one employee, one use

Selfie

required to confirm exit

1 login

with the rest of Valenza

Digital gate pass

One QR code. One employee. One exit.

Approval issues the pass; it proves nothing by itself until security scans it. Used, expired or revoked passes are refused — a second scan of an already-used pass is rejected, not silently allowed.
  • Issued automatically the moment a HOD approves
  • Scoped to one employee, one request
  • Cannot be reused once consumed

Digital gate pass

EGP-2026-00412

Employee
Ashok Patel
Approved by
HOD — CAD Dept
Valid until end of day Not yet used

Illustration — security scans this + a selfie to record exit

Who uses it

Security, HODs and the factory floor

Security team

Gate In/Out, floor movement and the final Gate Out scan with selfie verification.

HODs

An inbox of only the requests assigned to them — approve or reject with a reason.

Department heads

Visibility into who is on their floor and who has requested to leave early.

Owners

Live occupancy and exception dashboards, on the same login as the rest of Valenza.

The Valenza family

The other Valenza products

The factory floor runs on Valenza Manufacturing; goods leaving the building go through Valenza Secure Delivery; the team's daily checks run on Valenza Tasks — same login, same data.

FAQ

Questions about Visitor Management

What is Valenza Visitor Management?+

It is gate security software for a jewellery factory: a visitor Gate In/Out register, a service request workflow with SLA tracking, Floor-to-Floor movement for visitors and employees, and a full Early Going workflow for employees leaving before their normal schedule — OTP-verified identity, HOD approval by mapping, a QR digital gate pass, and a security Gate Out that requires a selfie.

Does approving an Early Going request mean the employee has left?+

No, and the module is built specifically so that can never be assumed. Approval only issues a gate pass. The employee is marked as actually exited only when security scans that pass and captures a selfie at the gate.

How does the system know which manager should approve a request?+

From the Employee Approval Mapping master, resolved in order of precedence: a mapping for that specific employee first, then department+floor, then department, then floor, then a tenant-wide default. If two mappings at the same precedence both match, the request is held rather than auto-routed to either one.

Can an employee approve their own request?+

No. Self-approval is not permitted; the mapping always resolves to someone other than the requester.

How does an employee without an ERP login request to leave early?+

Through a public, unauthenticated form reachable from a shared device, personal phone or a QR code at the gate. It asks for their employee code, verifies their identity with a one-time code sent to the phone on file, and only then accepts the request — it never exposes any other employee’s data.

Can the same gate pass be used twice?+

No. Each pass is tied to one request and one employee, and is consumed the moment security confirms Gate Out. Scanning it again is refused.

Is bag checking or a printed visitor card included?+

Visitor cards are tracked as issued/returned in the Visitor Card Master. Structured bag declaration-and-reconciliation at Gate Out is on our roadmap and not available yet — we won’t claim it until it ships.

Can Valenza Visitor Management run alongside Valenza Manufacturing or Retail?+

Yes. It runs on the same login, the same tenant and the same audit trail as every other Valenza product.

See the gate pass and HOD approval flow end to end — in a 30-minute demo

We will submit an Early Going request, approve it, issue the pass and scan it at the gate so you see exactly what security sees.

Book a demo See Valenza Manufacturing