SecurePass: one visit record for a shared building

One visitor, three desks, three books

A visitor signs the book at the building entrance. Upstairs, the office they came to see asks for the same details again. If they visit a second office, it happens a third time. Nobody closes the visit when they leave, so on the day of a fire drill, nobody can say who is still inside.

SecurePass is the visitor management product I build for shared office buildings. The building management, the entrance desk and every office work from the same visit instead of keeping three separate records of one person.

Register once, at the entrance

The entrance desk scans the visitor’s ID with the desk’s camera. Passports, licence barcodes and Kenyan ID cards are read in the browser. The visitor is routed to every office they are visiting and gets a building pass with a QR code.

A returning visitor is found by a fragment of their ID or phone number. Their saved details are reused, and only what is new for this visit is asked.

Each office claims its stop

An office sees who is heading its way before they arrive, checks them in and adds only what it needs. It can also invite a visitor ahead of time. The entrance then admits them by typing or scanning the invitation code, with nothing retyped.

Each office keeps its own watchlist. A flagged visitor is refused before the visit is saved, and incidents stay logged until someone resolves them. One office cannot see another office’s history or watchlist.

The gate closes the visit

Scanning the pass out at the gate closes the whole visit, across every office. An office that sets an expected stay sees overdue visitors flagged, and visits nobody closed expire on the building’s schedule.

When the alarm goes, one tap starts a roll call that lists everyone on site by where they should be.

Privacy is a setting the building controls

The building decides, field by field and visitor type by visitor type, what is captured, whether it is required, and which desk captures it. Offices can ask for more, never less. Each building sets how long records are kept.

Every office’s records are separated in the database itself, not just hidden in the screens. Staff sign in with a passkey, using a fingerprint, face or screen lock instead of a password.

The constraint I would keep

One visit, however many offices the visitor sees. It is the rule that lets the entrance, the offices and the person running the roll call trust the same answer to the only question that matters on a bad day: who is in the building right now.

If your building still runs on a visitor book, see SecurePass. If you need something it does not do, send me a brief.