Paperless Visitor Management System Using QR Code based Authentication

Paperless Visitor Management System Using QR Code based Authentication

ABSTRACT:

Visitor management plays a crucial role in ensuring security, maintaining accurate records, and streamlining the entry process in organizations, institutions, and corporate environments. Traditional visitor management practices often rely on manual logbooks or paper-based slips, which are time-consuming, prone to errors, difficult to maintain, and not environmentally sustainable. With the growing demand for automation, efficiency, and security, the need for a digital, paperless, and user-friendly visitor management system has become essential.

The “Paperless Visitor Management System Using QR Code-Based Authentication” is designed to overcome the limitations of manual processes by integrating secure digital authentication and automated record-keeping. The system is developed using Java as the primary coding language, with JSP, CSS, and JavaScript for the frontend interface, and MySQL for efficient data storage and retrieval. This solution eliminates the need for paper-based registration and hardware dependencies, making it an eco-friendly, cost-effective, and secure alternative.

The proposed system is built around three main entities: Visitor, Security, and Admin. The Visitor module allows individuals to register online by providing details such as name, email, phone number, person to meet, purpose of visit, and date of visit. Once registered, the system generates a unique QR code, which can be downloaded and used for check-in and check-out processes. The Security module ensures seamless entry authentication, where visitors present their QR code. On scanning, the system validates the details — if it is the first scan of the day, the visitor is marked as checked-in; if scanned again, they are marked as checked-out. Invalid or reused QR codes are automatically rejected, and date mismatches are not allowed, ensuring enhanced security and accuracy. The Admin module provides a centralized control panel with four major functionalities: Dashboard, Check-in, Check-out, and Reports.

In summary, this system provides a comprehensive and innovative solution to visitor management by combining QR code-based authentication, paperless operations, and real-time monitoring. It enhances security, reduces administrative workload, and promotes sustainability by eliminating paper-based records. With its modular design and efficient architecture, this project demonstrates a practical and scalable approach toward modern digital visitor management systems.

PROJECT OUTPUT VIDEO:

EXISTING SYSTEM:

• In the existing system of visitor management, organizations generally relied on manual or semi-digital processes to record and monitor visitor information. The most common approach was to maintain a visitor logbook at the entrance or reception, where each visitor was required to provide details such as name, contact number, person to meet, and purpose of visit. The receptionist or security personnel would verify this information and allow entry based on internal policies.
• Some organizations also adopted basic digital systems where visitor information was entered into a computer application or spreadsheet by the reception staff. This allowed for storing visitor details in a structured manner and enabled staff to retrieve past records when needed. In certain cases, visitor passes were issued either in the form of printed slips or temporary badges, which served as identifiers during the visitor’s stay within the premises.
• Security personnel typically played a key role in the existing system by cross-verifying the visitor’s details at the entry and exit points. Check-in and check-out were usually managed through manual timestamps recorded either in registers or through simple software tools. Administrators could later use these records to review visitor history or maintain attendance logs.
• In larger organizations, the existing system sometimes included basic reporting features, where daily or weekly visitor statistics could be generated. These reports were often shared with management for record-keeping or compliance purposes. While the process was effective in ensuring basic record management, it primarily focused on maintaining logs and providing essential administrative support rather than automation or real-time processing.

DISADVANTAGES OF EXISTING SYSTEM:

• Time-Consuming Registration: In the existing system, visitor registration was carried out manually through logbooks or basic digital entry forms. This process often took considerable time, especially when multiple visitors arrived simultaneously, leading to delays and queues at the reception or security desk.
• Inaccuracy and Human Errors: In the existing system, since visitor details were recorded manually, there was a high chance of mistakes such as misspelled names, incomplete data, or illegible handwriting. These inaccuracies reduced the reliability of the stored records and sometimes created confusion during verification. Another key limitation was the lack of accuracy and reliability in maintaining records. Since the details were handwritten or entered manually by reception staff, there was a high possibility of errors, incomplete entries, or illegible handwriting. Retrieving specific visitor information from bulky registers or static spreadsheets also proved difficult and inefficient.
• Difficulty in Record Retrieval: Maintaining data in paper registers or static spreadsheets made it cumbersome to search for and retrieve past visitor information. Locating specific records required manual scanning of documents, which was both inefficient and time-consuming.
• Lack of Secure Authentication: The system did not provide strong security mechanisms for verifying visitors. Paper-based visitor slips or passes could be misplaced, misused, or duplicated, creating the risk of unauthorized access within the premises.
• Absence of Real-Time Monitoring: The existing approach lacked features for live tracking of visitor activities. Administrators could not easily monitor the number of visitors currently inside the premises or get instant updates about check-ins and check-outs, which limited operational control.
• Limited Reporting and Analysis: In the existing system, although records were maintained, generating reports or statistics required manual compilation. This made it difficult for management to quickly analyze visitor trends, evaluate daily counts, or make timely decisions.
• Environmental Impact: The dependence on paper-based records contributed to resource wastage and was not aligned with eco-friendly practices. The continued use of paper registers increased operational costs and negatively affected sustainability. This not only increased operational costs but also contributed to unnecessary resource consumption. Overall, these drawbacks highlighted the need for a more efficient, secure, and eco-friendly solution.

PROPOSED SYSTEM:

• The proposed “Paperless Visitor Management System Using QR Code-Based Authentication” is designed to provide an efficient digital framework for handling visitor entry and exit processes. The system is implemented using Java for the backend, JSP, CSS, and JavaScript for the frontend interface, and MySQL as the database for storing and managing visitor information. It eliminates the need for paper-based registration by introducing a QR code mechanism for check-in and check-out operations. The system is structured around three main entities: Visitor, Security, and Admin.
• In the proposed system, Visitors can register themselves by providing details such as name, email, phone number, person to meet, purpose of visit, and date of visit. After successful registration, the system generates a unique QR code containing the visitor’s information. The visitor can download this QR code, which will be used during the entry and exit process. The QR code acts as a digital identity for the visitor’s session on the specified date.
• In the proposed system, the security personnel are responsible for verifying the QR code during check-in and check-out. When a visitor shows the QR code, the system scans and validates it against the stored records. If scanned for the first time, the visitor is marked as checked-in, and the details are displayed for confirmation. On the second scan, the visitor is marked as checked-out with the corresponding timestamp. The system prevents the use of already scanned codes and rejects QR codes that do not match the visit date, ensuring accurate and consistent entry and exit records.
• In the proposed system, the admin panel provides centralized access to all visitor-related data and includes four key sections: Dashboard, Check-in, Check-out, and Reports. The Dashboard displays an overview of total registered visitors, today’s visitors, checked-in visitors, and checked-out visitors. The Check-in section lists all currently checked-in visitors along with their details, while the Check-out section maintains records of visitors who have completed their visit along with check-out times. The Reports section provides graphical representations of visitor data, showing statistics such as daily registrations and check-outs through dynamic charts, enabling real-time monitoring of visitor activity.

ADVANTAGES OF PROPOSED SYSTEM:

• Paperless Operation: The proposed system eliminates the need for physical logbooks or slips by introducing QR code-based digital authentication, thereby reducing dependency on paper.
• Time Efficiency: The automated QR code process simplifies visitor registration, check-in, and check-out, significantly reducing delays at the entry point.
• Accuracy of Records: All visitor details are stored digitally in the database, minimizing human errors and ensuring reliable record-keeping.
• Secure Authentication: The unique QR code assigned to each visitor prevents duplication or misuse. Invalid or reused QR codes are automatically rejected, enhancing security.
• Real-Time Monitoring: The system provides instant updates on visitor check-in and check-out, enabling security staff and administrators to know who is currently inside the premises.
• Easy Record Retrieval: Stored visitor information can be searched and retrieved quickly from the database without the need to scan through paper records.
• Dynamic Reporting: The admin module generates visitor statistics in the form of charts and graphs, helping to visualize daily and real-time visitor data effectively.
• Cost-Effective Approach: By removing the need for printed visitor passes and additional hardware, the system reduces operational costs while maintaining efficiency.
• Enhanced Administrative Control: The admin dashboard consolidates all visitor data in one place, providing clear insights into registrations, check-ins, check-outs, and overall visitor trends.
• Environmentally Friendly: By going fully digital, the system supports sustainable practices by reducing paper waste and promoting eco-friendly visitor management.

SYSTEM REQUIREMENTS:

HARDWARE REQUIREMENTS: 

• System : Pentium i3 Processor.
• Hard Disk : 20 GB.
• Monitor : 15’’ LED.
• Input Devices : Keyboard, Mouse.
• Ram : 8 GB.

SOFTWARE REQUIREMENTS: 

• Operating system : Windows 10/11.
• Coding Language : JAVA.
• Frontend : JSP, CSS, JavaScript.
• JDK Version : JDK 23.0.1.
• IDE Tool : Apache Netbeans IDE 24.
• Tomcat Server Version : Apache Tomcat 9.0.84
• Database : MYSQL.

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Frequently Asked Questions (FAQ’s) & Answers for this project

What is the purpose of this project?

The project is designed to replace traditional paper-based visitor entry registers with a digital visitor management system. It provides a secure, efficient, and paperless solution by using QR code-based authentication for visitor check-in and check-out processes.

Who are the main users of this system?

The system has three entities: • Visitor – Registers their details online and gets a QR code. • Security – Scans the visitor’s QR code for authentication during check-in and check-out. • Admin – Manages the dashboard, monitors visitor activity, and generates reports.

How does the QR code authentication work?

• After registration, a unique QR code is generated for each visitor. • At the entrance, the visitor shows the QR code to the security personnel. • On the first scan, the system marks the visitor as checked-in. • On the second scan, the system marks them as checked-out. • Invalid, expired, or already-used QR codes are automatically rejected.

What technologies are used in this system?

• Coding Language: Java • Frontend: JSP, CSS, JavaScript • Database: MySQL

What visitor details are captured during registration?

The visitor provides the following details during registration: • Name • Email • Phone Number • Person to Meet • Purpose of Visit • Visit Date

How does the system help the security personnel?

Security staff do not need to manually check visitor details. By simply scanning the QR code: • They can instantly verify the visitor’s information. • The system ensures that duplicate or invalid entries are not accepted. • It reduces manual effort and speeds up entry/exit processes.

What are the features available for the admin?

The Admin Module includes: • Dashboard – Overview of total visitors, today’s visitors, checked-in, and checked-out counts. • Check-In List – View visitor details with check-in time. • Check-Out List – View visitor details with check-in and check-out times. • Reports – Dynamic charts showing visitor statistics such as today’s registrations and completed visits.

Can the system prevent unauthorized access?

Yes. The system ensures security by: • Rejecting QR codes that are already used. • Blocking QR codes with invalid or mismatched dates. • Only allowing check-in/check-out for valid registered visitors.

What are the benefits of using this system compared to traditional methods?

• Eliminates paperwork and reduces manual errors. • Provides faster check-in/check-out through QR codes. • Ensures data accuracy and security with a digital database. • Helps admins track and analyze visitor trends through reports.

Is the system scalable for organizations with a high number of visitors?

Yes. Since the system is database-driven and web-based, it can handle large volumes of visitor records efficiently. It can be scaled further with optimized database management and server infrastructure.