Replace paper gate registers and WhatsApp chaos with a digital visitor queue. Pre-register visits, notify students instantly, and maintain a complete audit trail — all from one dashboard.
Built for the reality of Indian university hostels — high visitor volume on weekends, strict warden oversight, and compliance requirements.
Parents and guardians book a visit slot in advance via a simple link. Wardens see upcoming visits on a calendar and approve or reject with one click.
Walk-in visitors get a token number at the gate. The system manages the queue, controls pace, and prevents overcrowding during peak visiting hours.
Students get an SMS or app push notification the moment their visitor checks in at the gate. No more students rushing down because they didn't know someone was waiting.
Gate staff capture visitor name, phone, ID proof type, and a photo at check-in. Every detail is timestamped and stored — no more incomplete paper registers.
Issue digital gate passes on entry. When the visitor leaves, the guard logs exit time with one tap. Total visit duration is auto-calculated for every record.
Filter all visitor records by date, block, or student. Export a clean report for administration or inspection. Every entry is tamper-proof and timestamped.
Works for both walk-in visitors and pre-scheduled visits. No app install needed for visitors.
Walk-ins register at the gate kiosk or with the security guard. Pre-booked visitors arrive at their scheduled slot — no waiting in a long queue.
A token number is assigned. The visitor sees their queue position on a screen at the gate. The system manages throughput so the waiting area doesn't overflow.
The student receives an SMS or push notification: "Your visitor Mrs. Kavitha Reddy has arrived at the gate. Token: V-007." No manual calls to students needed.
The warden approves entry. On exit, the guard taps "Check Out." The full visit record — entry time, duration, visitor details — is saved and searchable forever.
SpaceBasic visitor management works for everyone who touches the visitor process — not just the warden.
See every visitor arriving, pending approval, or currently on campus — all in a single dashboard. Approve or reject pre-bookings remotely from your phone.
Export complete visitor records for any date range. Useful for NAAC accreditation, internal audits, and parent grievance resolution.
Guards use a tablet or phone to register visitors in under 60 seconds. No training required — the queue and token system is intuitive from day one.
See how a dedicated hostel visitor system compares to how most hostels manage visitors today.
| Capability | Paper Register | WhatsApp / Manual | SpaceBasic |
|---|---|---|---|
| Pre-scheduled visit booking | ✗ | Manual coordination | ✓ Built-in slot booking |
| Digital queue & token system | ✗ | ✗ | ✓ Live queue display |
| Student notification on arrival | ✗ | Manual phone call | ✓ Instant SMS + push |
| Visitor photo & ID capture | ✗ | ✗ | ✓ Mandatory at check-in |
| Entry & exit time logging | Paper, often incomplete | ✗ | ✓ Auto-timestamped |
| Searchable audit reports | ✗ | ✗ | ✓ Filter & export |
| Works with existing hostel system | Standalone only | Standalone only | ✓ Part of SpaceBasic suite |
No. Visitors don't need to install anything. Pre-booking is done via a simple web link sent by the hostel. Walk-ins are registered by the gate guard on their device.
Yes. Wardens configure allowed visiting days and time windows (e.g., Sundays 10 AM–12 PM only). Visitors can only book or check in within those windows.
The gate app works in offline mode. Visitor entries are queued locally and sync automatically once connectivity is restored. No visits are lost.
Yes. Visitor management is part of the SpaceBasic hostel suite. Student data, room assignments, and contact details are already linked — no re-entry of information needed.
Yes. Each gate or block has its own queue and dashboard. Wardens can see all gates from one view, or each gate guard only sees their own queue.
All visitor records are stored on secure cloud servers with role-based access. Only authorised warden and admin accounts can view or export visitor records.
Join 100+ universities already running SpaceBasic. See the full visitor management module in a 30-minute demo.
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6, 80 Feet Rd, Indiranagar, Bengaluru
Karnataka, India 560038
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