Visitors
Invitations, pre-registration, QR passes, reception and a register that keeps the history.
Stay informed about who’s on site,
exactly when it matters.
Visitor and contractor management, compliance, and emergency mustering in one operational platform. One roll, every gate, in real time.
VCMS · DashboardLiveIllustrative
On site now47Open reception
Active contractors128141 on the registerOpen register
Documents pending review6Awaiting verificationOpen queue
Credentials expiring soon3Renewal required within 30 daysOpen register
Needs attention
3Ordered by how long it can safely wait.
J. Abadi is held at the gateDecide
6 documents awaiting verificationReview
M. Ferreira is waiting at receptionReassign
On site now
47Most recent check-in first.
- D. Okafor08:5212 minutes ago
- A. Whitmore08:4024 minutes ago
- S. Baptiste07:151 hour ago
The problemThree systems, three answers,
Three systems, three answers,
one question
Most site access problems are really reconciliation problems. The sign-in sheet, the contractor spreadsheet and the induction folder describe three different populations, and on the morning it matters nobody can say which of them is right.
Today
Three answers to one question
Each of these describes a different population, and reconciling them is somebody’s afternoon. The question they are all trying to answer is the same one.
- The sign-in bookReception desk31names today
Nobody signs out. The last four pages are people who left hours ago.
- The contractor spreadsheetSomebody’s laptop9companies
Last edited in March. Two of the insurances on it have since lapsed.
- The induction folderSite office58certificates
Paper. During an evacuation it is inside the building you just left.
With VCMS
One record, read many ways
A visitor invited on Monday, a contractor onboarded in March and an employee scanning in this morning are the same kind of object in the same system.
- The record
One person, one profile, with every visit, document, induction and decision attached to it. A repeat registration reuses the profile instead of forking it, and a duplicate is refused rather than merged by accident.
- What reads from it
The dashboard headcount, the on-site roster, the evacuation roll and the muster count are one number from one source. That is not an efficiency — it is the reason the fourth one can be trusted.
- When it cannot be read
The screen says so and shows no figure at all. A headcount that is quietly wrong is more dangerous than one that is visibly missing.
One platformFive things happen to every person.
Five things happen to every person.
They all write to the same record.
Scroll, and the console follows. Each step is the screen that actually handles it.
- Step 01 · Register
A person exists in the system before they exist on the site
A host invites a visitor, an administrator invites a contractor, or somebody registers themselves at the door. Every route creates one record, and the invitation already knows the site, the visit window and what that site requires.
VCMS · ReceptionLiveIllustrativeExpected today14Fourteen arrivals. Anything held is first.
T. Nakamura · 10:45DecideM. Ferreira · 10:30Check inKestrel Mechanical · 3 people · 11:15OpenA held visit is cleared or denied by a named person, and the decision stays on the record. Screening is fail-closed: a source it cannot reach returns “review”, never “clear”.
An illustration of the VCMS Reception screen, reconstructed from the application's own markup and stylesheet. Every name, organisation, site and figure shown is invented for the purpose of this illustration. - Step 02 · Verify
Evidence is settled before arrival, not at the gate
Documents are read by OCR and approved by a person — never by the platform on its own. Inductions are passed, policies acknowledged, and the register’s status is derived from all of it rather than typed in by whoever asked last.
VCMS · Contractors / RegisterIllustrativeContractor registerFiltered: Harbour DepotContractor Trade Status Inductions Insurance D. OkaforNorthline Electrical Electrical Active Compliant 14 Mar 2027 S. BaptisteRedgum Scaffold Scaffolding Pending Compliant 02 Aug 2027 L. MoreauKestrel Mechanical Mechanical Pending 1 outstanding 19 Jan 2027 P. AdeyemiArdent Traffic Traffic control Suspended Locked out Expired Status is derived from the evidence on file and an administrator’s approval. Nobody types it in, which is what stops a register drifting away from what is actually verified.
An illustration of the VCMS Contractors / Register screen, reconstructed from the application's own markup and stylesheet. Every name, organisation, site and figure shown is invented for the purpose of this illustration. - Step 03 · Admit
Arrival is checked against the boundary, on the server
A QR pass with a display code and an expiry tied to the visit window. Where a site has a geofence the device reports coordinates and the server decides, so a photographed QR code is worth nothing from the car park.
VCMS · SitesLiveIllustrativeLive site status4Headcount per site, scoped to what you may see.
- Harbour DepotOpen48
- Wentworth YardOpen23
- Kembla SubstationRestricted6
- Northgate WorkshopClosed0
A user scoped to one site sees one site — enforced on the endpoint, not by hiding a row. A site whose roster cannot be read shows no number at all rather than a zero.
An illustration of the VCMS Sites screen, reconstructed from the application's own markup and stylesheet. Every name, organisation, site and figure shown is invented for the purpose of this illustration. - Step 04 · Monitor
One live roster, and everything reads from it
A server-sent event stream keeps the list current. The dashboard headcount, the evacuation roll and the muster count are one number from one source, so they cannot disagree with each other.
VCMS · MusteringLiveIllustrativeMuster active: Harbour DepotActivated 09:58- 3Accounted for
- 1Outstanding
Person Assembly point Status A. Whitmore Assembly A Accounted for D. Okafor Assembly A Accounted for S. Baptiste Not reached Outstanding J. Callaghan Assembly B Accounted for The roll starts from the live on-site list, so it is already correct when it is needed. It downloads as a PDF for a warden who is off the network.
An illustration of the VCMS Mustering screen, reconstructed from the application's own markup and stylesheet. Every name, organisation, site and figure shown is invented for the purpose of this illustration. - Step 05 · Account for it
And afterwards, you can show your work
Every consequential action is written to an append-only, hash-chained log with a verify endpoint. Reports export to CSV, Excel and PDF, on demand or on a schedule you set.
VCMS · Reports / Audit logIllustrativeAudit logChain verified09:58:04muster_activatedwarden.0209:41:22contractor_document_reviewedsafety.0109:12:07visit_checkinreception.0308:44:51access_credential_issuedsecurity.01Append-only and hash-chained. A verify run reports a failed check differently from a broken chain, because conflating them either raises a false alarm or hides a real one.
An illustration of the VCMS Reports / Audit log screen, reconstructed from the application's own markup and stylesheet. Every name, organisation, site and figure shown is invented for the purpose of this illustration.
What it answersThree questions a site
Three questions a site
has to be able to answer
Who is on site right now?
One live roster per site, read from the same source as the dashboard headcount, the evacuation roll and the muster count, so the three cannot disagree with each other.
Were they cleared to be here?
Documents verified, induction passed, policy acknowledged, screening clear. The register’s status is derived from that evidence rather than typed in by whoever asked last.
Can you prove it afterwards?
An append-only, hash-chained audit log with a verify endpoint, and reports that export to CSV, Excel or PDF on a schedule you set.
The platformSix areas,
Six areas,
one record per person
A visitor invited on Monday, a contractor onboarded in March and an employee scanning in this morning are the same kind of object in the same system. That is what makes the roster trustworthy.
Contractors
Onboarding, documents, inductions, approval, shifts, timesheets and work orders.
Compliance & WHS
Document groups, expiry monitoring, policy acknowledgement and incident reporting.
Site operations
A live on-site roster, geofenced check-in, access credentials and emergency muster.
Insight
Analytics, scheduled reports, exports and an audit log you can verify.
Administration
80 permissions, 9 roles, site scoping, SSO with MFA, retention and integrations.
How it worksFrom the invitation
From the invitation
to the check-out
Seven steps, in order. Every one of them writes to the same record, which is why the last one can be reported on and the fifth one can be trusted.
Register
A person exists in the system before they exist on the site.
Pre-register
The invitation carries the site, the visit window and what is required.
Verify
Identity, documents and screening are settled before arrival, not at the door.
Arrive
A QR pass at reception, a kiosk, or a phone with no app installed.
Monitor
The on-site list is live, and it is the same list everything else reads.
Respond
When something happens, the roll is already correct.
Check out
Departure is an event, not an absence of one.
Product tourThe console,
The console,
from your desk
Seven views of the same platform, chosen by the job you would be doing in it. Reconstructions of the real console — drawn rather than screenshotted, so they can be shown publicly without carrying anybody’s names, sites or compliance status onto this page. Every control is the product’s own; every person is invented.
VCMS · DashboardLiveIllustrative
On site now47Open reception
Active contractors128141 on the registerOpen register
Documents pending review6Awaiting verificationOpen queue
Credentials expiring soon3Renewal required within 30 daysOpen register
Needs attention
3Ordered by how long it can safely wait.
J. Abadi is held at the gateDecide
6 documents awaiting verificationReview
3 credentials expire within 30 daysOpen
On site now
47Most recent check-in first.
- D. Okafor08:5212 minutes ago
- A. Whitmore08:4024 minutes ago
- S. Baptiste07:151 hour ago
On site now, active contractors, documents pending review and credentials expiring soon — the four the console computes, over a roster kept live by a server-sent event stream. Beside them, everything waiting on a person, ordered by how long it can safely wait: a visitor held at a gate ranks above a credential with thirty days on it. When the roster cannot be read the screen says so rather than showing a number it cannot stand behind.
Every site, one rosterFour sites. One number.
Four sites. One number.
Turn it over and look.
Occupancy as height, the geofence as a ring, and the whole estate on one plan. Choose a site to scope it the way the product scopes it — or activate a muster and watch every site change state at once.
On site now77across 4 sites, one roster
Site atlas
Harbour Depot
- On site
- 48
- Visitors
- 32
- Contractors
- 16
- Geofence
- 220 m
Check-in coordinates are verified against this boundary on the server. A user scoped to this site cannot read the others — through the console or the API.
Drawn in CSS rather than WebGL: a 3D renderer would cost more than this entire website transfers. Every site, figure and boundary is invented; sites, geofences, per-site occupancy, site-scoped access and mustering are all real capabilities.
When it mattersThe roll is
The roll is
already correct
An emergency is the wrong moment to discover that the sign-in book is in the site office. Activating a muster turns the live on-site list into a roll, and the count of who is still outstanding is the number in front of the warden.
- The muster roll and the dashboard headcount are one list from one source.
- Mark people accounted for as they arrive at an assembly point.
- Download the evacuation roll as a PDF for a warden who is off the network.
- Musters resolve, and the history is reportable afterwards.
- Safety alerts broadcast by email and by text to the people on site.
VCMS · MusteringLiveIllustrative
Muster active: Harbour DepotActivated 09:58
- 3Accounted for
- 1Outstanding
| Person | Assembly point | Status |
|---|---|---|
| A. Whitmore | Assembly A | Accounted for |
| D. Okafor | Assembly A | Accounted for |
| S. Baptiste | Not reached | Outstanding |
| J. Callaghan | Assembly B | Accounted for |
The roll starts from the live on-site list, so it is already correct when it is needed. It downloads as a PDF for a warden who is off the network.
AfterwardsThe figures you are asked for,
The figures you are asked for,
and the caveats that belong with them
Arrivals, occupancy, compliance and activity over time — with the product’s own honesty about what a number does and does not mean. An average taken over days that saw no arrivals is not an average of anything, and the panel says so on screen rather than in a footnote.
VCMS · Reports / AnalyticsIllustrative
Arrivals
14dLast 14 days, Harbour Depot.
Today48+5 on yesterday
Peak occupancy6111:20, Tuesday
Daily average45over 12 days with arrivals
- 312 visitors
- 268 contractors
- 41 held for review
The average counts only days that saw arrivals, and the panel says so. A mean that divides by fourteen when two of them were a closed weekend is a smaller number than the truth.
- Today against yesterday, because a bare number answers nothing.
- Check-in records, visitor summary, contractor compliance, muster history and the audit log.
- CSV, Excel and PDF — on demand, or scheduled to arrive by email.
- Save a column layout as a view and set it as the default for your team.
- Read access to the audit log is itself a permission, and reads of sensitive records are recorded.
Access controlRestrictions the API enforces,
Restrictions the API enforces,
not the menu
Hiding a button is not access control. In VCMS a permission is checked on the endpoint, and a user scoped to one site cannot read another one by calling the API directly.
Permissions80 granular capabilities, editable per organisation, resolved per request so a change takes effect while the administrator is still looking at the screen.
Roles9 console roles, from administrator to host. An actor may only assign roles below their own tier.
Site scopingEnforced server-side. A record outside your scope answers 404 rather than 403, so identifiers stay unenumerable.
Sign-inPassword, Google or Microsoft, with multi-factor. A known device on a known network is not challenged again for 24 hours; a new device or a new network is.
AuditAppend-only and hash-chained, with an endpoint that verifies the chain on demand.
TenancySeparate schemas per organisation in production, so one tenant’s data is not one WHERE clause away from another’s.
Where the events go
VCMS does not ask your organisation to come and look at it. Each destination below is implemented, and each one refuses by naming the exact setting it is missing rather than failing quietly.
Signed webhooks
Your own endpoint, with a signature it can verify.
Microsoft Teams
Cards into the channel the site team already watches.
SharePoint
List items, and a document library mirrored from approved evidence.
Power BI
Push datasets, so the figures land in the reporting you already run.
Your identity provider
Google or Microsoft sign-in, honouring your own MFA policy.
Your mail relay
Email through your SMTP, or a delivery provider. SMS as an opt-in.
What is not integrated is not listed.
Barrier release can be handed to a site access control system over a documented, signed bridge. Where no bridge is configured the platform reports that it commanded nothing — it does not draw a success state over a door that never opened. Access control vendors the platform does not integrate with are deliberately absent from this page, and the build fails if one of them appears on it.
Where it is usedBuilt for sites where most of the people
Built for sites where most of the people
are not your employees
The problems differ by industry, but they rhyme: a workforce that changes weekly, evidence that expires, and an obligation to know who was where.
Transport and infrastructure
Many sites, most of them staffed by somebody else’s people.
Contractor compliance is the whole problem: a workforce that changes weekly, licences that expire, and an obligation to know who was where. Site-scoped access keeps each depot’s data to that depot.
Construction
A gate, an induction, and a roll that has to be right in ninety seconds.
Inductions before access, geofenced check-in at the boundary, and a muster that starts from the live on-site list rather than from a sign-in book somebody has to find.
Industrial and utilities
High-consequence work by people who do not work for you.
Controls of the kind a permit system needs: approvals before a pass is issued, policy acknowledgement that can hold access, and credentials that are revoked the moment somebody is archived.
See VCMS against your own sites
A walkthrough with your site list, your contractor mix and the compliance evidence you actually have to collect. No obligation, and no access to anybody’s live data.