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Visitor management views

Visitor management is one of the most important aspects of estate security, and one that creates headaches for security personnel. If you ask visitors, they would say that visitor management creates headaches for them, too, with seemingly endless administrative work needed just to get into an estate.

As with all technologies used in estate security and operations, the days of a stand-alone visitor management system, especially the physical visitors’ book, should be a thing of the past. The visitors’ book, while easy and convenient, is not secure, accurate, or POPIA-compliant; it is simply a ‘thing’ to do so that security operators can claim to exercise some control over visitors.

Everything is about data today, integrating disparate sources of data and, with a bit of luck, finding a way to turn it into intelligence to improve security. However, technology, and even the much hyped AI, still have problems in implementing adequate security when it comes to visitors, contractors, temporary or day workers, and delivery drivers.

The biggest challenge to visitor management today is the ever-increasing home delivery business, which can see hundreds of bikes and cars in and out of estates daily, depending on the size of the estate. There is no security solution to solve this problem yet, as the vendors are more concerned about putting anyone on a bike and making money rather than any issues they can cause. The pressure delivery people are under may ensure they drop off their packages and leave as soon as possible to get to the next destination, but that does not really count as a secure operation.

SMART Security Solutions asked two people in the estate visitor management/access control game what they are seeing happening in the market. For those estate security operators looking to do more than provide the appearance of access control, what do they want and what is available to secure the constant to and fro traffic they deal with every day?

Ariel Flax.

Ariel Flax, ATG Digital

One of the strongest trends we are seeing in visitor management is the move towards integrated, all-in-one solutions. Estates are looking for systems that do not just handle visitor check-ins, but also tie seamlessly into broader access control, contractor management, deliveries, and even facility bookings. Integration is key, whether that means linking a visitor booking app with access gates on an estate, or in more complex environments like mining and logistics, tying access control into transport or bay management systems.

Another growing expectation is data transparency. Security managers want more than records; they want clear dashboards, exception reporting, and actionable insights. With so much noise, estates are demanding clarity, and visitor management systems are stepping up to provide it.

A practical example: a visitor could be pre-loaded into the system, scan their credentials on arrival, automatically appear on a digital reception register, be issued a QR code, and then be granted access only to the specific areas they are authorised for. This kind of end-to-end, integrated flow increases both security and convenience.

When it comes to POPIA compliance, the shift is from outdated paper logbooks (which expose personal details) to secure, digital systems. Best practices include:

• Collecting only the minimum necessary data for access and security.

• Ensuring transparency and explicit consent. Visitors should always know why data is collected and how it will be used.

• Implementing strong safeguards, such as encryption, access controls, and clear data retention policies.

At ATG Digital, we have worked closely with legal experts like Michalsons Attorneys to align our solutions with both POPIA and GDPR. That means estates can confidently manage visitors, while protecting personal information, safeguarding both residents and their guests.

Brett Wray, Entry Pro

The latest solutions for managing and tracking non-residents integrate software with advanced security technology, enhancing efficiency and safety. Key trends include mobile-first visitor management, advanced software-driven scanner solutions, an increased use of biometrics, compliance with POPIA, and centralised cloud-based systems.

Advanced VMS solutions move beyond simple digital logging to create a seamless, integrated ecosystem including:

• Mobile-based pre-cleared codes that can be categorised with instant notifications.

• Biometrics, with facial recognition being the most popular, are currently used, and some estates even incorporate more than one option, i.e., finger, wave, and facial.

• Software-driven scanning and LPR tracking that can also track time spent in the estate.

• Advanced cloud-based platforms with robust reporting abilities.

• Detailed non-visitor classification.

When dealing with collecting visitors’ personal information, as long as the estate is PoPIA compliant, they will have all the necessary policies and procedures in place. It is imperative that estates are compliant and follow the rules. As long as they do that, it is fairly simple. There is also a special Code of Conduct available, drafted by RCC and NAMA, specifically for the residential communities industries, that is very helpful for estates to ensure they are POPIA compliant. It provides a functional equivalent of the Conditions for the Lawful Processing of Personal Information and is an interpretation specifically for the residential community industry.

For more information, contact:

• ATG Digital, +27 10 500 8611, [email protected], www.atgdigital.bi

• Entry Pro, +27 11 267 0720, [email protected], www.entrypro.co.za

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