Kuzhu visitor management runs the gate on a company phone or tablet: expected visitors bring a single-use QR pass from the employee who invited them, walk-ins give their mobile number and a live photo and wait for that employee's yes on their phone, and the overview shows who is inside right now. Contractor workers, interview candidates, vehicles and items carried are recorded at the same gate.
Why it exists
A paper visitor register at the gate records whatever name a visitor chooses to write. A visitor management system is meant to replace that with a record you can rely on: who came, who they came to meet, whether that person agreed to see them, when they went in and when they left. Kuzhu runs the gate on a company phone or tablet, so the guard needs no laptop and no login of their own, only a PIN for their shift.
Expected visitors arrive with a pass. The employee they are meeting invites them, Kuzhu issues a single-use QR pass, and the guard scans it at the gate. Walk-in visitors give their mobile number and have a live photo taken, and the employee they asked for gets a full-screen request on their phone to let them in or turn them away. If that person is on leave or does not answer, the request goes to a backup, so nobody waits at the gate while a message goes unread.
Because the gate is part of the HRMS, it knows things a standalone visitor app cannot: who is on leave today, who reports to whom, which employees exist at all, and which candidates are due for an interview. Contractor workers get a pass that works for the days and hours of their contract, once a day in and once out. Records are kept for a year and photos for ninety days by default, which matters under the Digital Personal Data Protection Act. The gate keeps working when the network drops, with today's expected visitors and signed passes held on the device.
The outcome
“The register at the gate finally tells you who was really there.”
Who was really at the gate.
Feature by feature
01 / 04
People › Visitors › Invite
Invite a visitor
Before
Whatever name a visitor writes in the register
With Kuzhu
Expected visitors scan a pass made for one visit
People › Visitors › Invite
Invite a visitor
Before
Whatever name a visitor writes in the register
With Kuzhu
Expected visitors scan a pass made for one visit
How it works
Most teams have this live inside the first month — the workspace exists on day one, and week three is a parallel run against whatever you use today.
A company phone or tablet is paired to a gate with a one-time code. Guards start their shift with a PIN, so nobody shares a password and every entry is tied to the guard on duty.
An employee invites a visitor from the web or the app. Kuzhu creates a single-use QR pass the employee shares from their own WhatsApp, or that Kuzhu sends by SMS or WhatsApp if the company turns that on.
The guard takes the visitor's mobile number, a live photo and the ID type with its last four digits. The person they came to see approves or refuses from a full-screen card on their phone.
Print a visitor badge whose QR signs the visitor out at the gate, note the laptop or the vehicle number coming in, and record a safety or NDA acknowledgement where your site needs one.
The overview shows who is on site right now: visitors, contractor workers and employees clocked in. In an emergency the roll lists all of them, which is what an evacuation head count needs.
Worth a closer look
Buyer questions
2 answers
The answer
Most visitor apps were built for housing societies and know nothing about your company. They cannot tell that the person a visitor names is on leave, has left the company, or reports to someone who can approve instead. Kuzhu's gate reads the employee record HR already keeps, so the host list is always current, approvals reach a real person, and nobody maintains a second directory for the security desk.
The answer
By default the gate records only the ID type and its last four digits, which is all most sites need and the least personal data to hold. Reading the Aadhaar QR and matching a repeat visitor's face are separate switches, off unless an administrator turns them on and records why, because both carry legal duties that a company should decide on deliberately rather than inherit from a default.
Questions
Something else on your mind? +91 82093 73274 — a person answers, mon–sat, 10am–7pm ist.
Software that replaces the paper register at the gate. It records each visitor, the employee they came to meet, that employee's approval, a photo and the times in and out, so the company knows who is on site and can prove it later.
No. The gate runs on an ordinary Android phone or tablet with the Kuzhu app, and a reception tablet mode is available for a front desk. Printed badges are optional.
The employee invites the visitor, Kuzhu issues a single-use signed pass, and the guard scans it at the gate. A pass works once, for the visit it was made for, and the guard sees who the visitor is meeting before letting them in.
Yes. Today's expected visitors and their signed passes are held on the gate device, so entries continue during an outage and sync when the connection returns.
Visit records for a year and photos for ninety days by default, then removed. Keeping less for less time is the simplest way to stay on the right side of India's data protection law.
Works best beside
The Kuzhu modules visitors works with most. They share the same employee record, so information moves with the person instead of between spreadsheets.
No polished slides. No imaginary employee data. Walk us through how your HR actually works today and see where Kuzhu can take the work off your team.
30 minutes · Your numbers · Your questions
What happens in the demo
Attendance, payroll, approvals — whatever is creating the most work.
You see exactly how the workflows connect instead of hearing a feature list.
If Kuzhu is not the right answer, we will tell you.
Ready when you are.
Kuzhu HRMS
