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Frequently asked questions.
Everything you need to know about deploying VisiPass, managing user permissions, and operating without an internet connection.
What does an on-premises installation look like?
VisiPass installs on a single Windows desktop or small-form-factor PC at your reception. The package includes the desktop application, a local SQL Express database, and drivers for supported peripherals (ID scanner, webcam, badge printer, barcode scanner). No cloud servers, no recurring hosting fees — your data stays inside your building on hardware you control.
How long does a typical enterprise rollout take?
A standard single-location deployment is ready in 1–2 business days: hardware unboxing, software installation, database initialization, and a 30-minute training session for reception staff. Multi-location rollouts are staged per site, usually one site per day depending on network readiness.
Do we need dedicated IT staff to maintain VisiPass?
No dedicated IT team is required. VisiPass is designed as a self-contained desktop application with automatic local database backups. Day-to-day operation is managed by front-desk users. For larger organizations, your existing IT team can configure Windows user accounts and scheduled backups in minutes.
Can VisiPass run across multiple reception desks or buildings?
Yes. Multiple desktop clients connect to a centralized database server on your LAN. Each reception desk operates independently while sharing one real-time visitor directory, blacklist, and employee host list. The system scales from a single desk to dozens of gates without architecture changes.
What hardware is required on day one?
The core requirements are a Windows PC, a webcam (1.0 MP or higher), and a printer for visitor badges. Optional but recommended: an Emirates ID / smart-card reader for instant data extraction, a barcode scanner for quick pass validation, and a signature pad for visitor acknowledgments. See the Integrated Devices page for the full compatibility list.
How does role-based access control work?
VisiPass uses built-in RBAC with predefined roles: Administrator, Security Manager, Receptionist, and Read-Only Auditor. Each role maps to a permission set that controls which screens, reports, and settings a user can access. Administrators can create custom roles and fine-tune permissions per module.
Can we restrict a receptionist from seeing sensitive reports?
Absolutely. Receptionists get a focused interface for check-in, check-out, badge printing, and host notifications. They cannot access audit logs, blacklist configuration, or analytics dashboards unless explicitly granted. Security Managers and Auditors can be given read-only or full access to compliance data independently.
Is there support for Active Directory or SSO integration?
VisiPass authenticates against its internal user directory with secure password policies and session timeout controls. For enterprises requiring centralized identity management, contact us to discuss custom LDAP / Active Directory integration options through the VisiTrak enterprise team.
How are password and session policies enforced?
Administrators set minimum password length, complexity rules, and forced rotation intervals. Sessions auto-expire after a configurable idle timeout. Every login, logout, and failed attempt is logged in the audit trail for compliance review.
Can user permissions be changed without restarting the application?
Yes. Permission updates take effect immediately for the next login. Active sessions are not interrupted, but users will see updated menu items and screens when they refresh or re-authenticate. This allows real-time policy adjustments during audits or staffing changes.
Does VisiPass work if the internet goes down?
Yes. VisiPass is intentionally built for offline-first operation. All visitor registration, pass printing, blacklist screening, and host notifications run entirely on your local LAN. Internet connectivity is only needed if you choose to enable optional email or SMS gateways hosted outside your network.
What happens to data if the network between buildings drops?
Each location runs its own local database replica. If the WAN link drops, reception operations continue uninterrupted. When connectivity is restored, the system synchronizes visitor logs and configuration changes across sites automatically. No data is lost during network outages.
Can badges still be printed and QR passes issued offline?
Yes. Badge printing, QR code generation, pass validation, and visitor lookup are fully local operations. The barcode printer and scanner communicate directly with the desktop client via USB or Bluetooth. QR codes carry embedded validation data so gate security can verify passes without any network dependency.
How are backups handled in an offline environment?
The local SQL Express database is backed up automatically on a schedule you configure (hourly, daily, or on-demand). Backups are written to a local disk, a network share, or an external drive. Because all data is on-premises, recovery is fast and does not depend on cloud restore bandwidth.
Is the offline mode as secure as an online system?
In many environments it is more secure. Data never leaves your premises, eliminates cloud breach vectors, and sits behind your corporate firewall. Access is gated by Windows user authentication, application-level RBAC, encrypted local storage, and full audit logging — the same control surface, without the external exposure.
Where is visitor data stored?
All visitor records, photos, ID images, and audit logs are stored in your local SQL Express database on hardware inside your facility. There is no mandatory cloud storage. If you choose to export reports, those files are written to destinations you control.
How does the blacklist and watchlist work?
Security managers maintain a local blacklist of restricted individuals. During every check-in, VisiPass matches the visitor's ID number and name against this list in real time. A match triggers an immediate silent alert to security personnel without alerting the visitor, and the event is locked in the audit log.
Can we produce compliance or evacuation reports on demand?
Yes. VisiPass includes pre-built reports for current occupancy, daily visitor summaries, audit trails, pass issuance history, and emergency evacuation rolls. Every report can be filtered by date, location, department, or visitor category and exported to Excel, CSV, or PDF instantly.
How many visitors can the system handle per day?
A single VisiPass desktop client with local SQL Express handles thousands of check-ins per day comfortably. For very high-traffic gates (stadiums, large free-zone entry points), the architecture upgrades to a central SQL Server instance — the same application, just pointing at a more powerful database backend.
How are software updates delivered?
Updates are distributed as installer packages. Your IT team applies them during a maintenance window. The update process preserves all visitor data, settings, and user accounts. Release notes and rollback instructions are provided with every version.
Is there a mobile app for hosts or security guards?
VisiPass is a desktop-first platform optimized for reception PCs and security workstations. Hosts receive arrival notifications via email and SMS. For mobile gate-check scenarios, security staff can scan printed QR badges with any standard barcode scanner connected to the desktop client.
Still have questions?
Our team is happy to walk through enterprise setup, security policies, or offline architecture on a call.