Here is a web development project where I built a custom visitor management system to meet the client's needs. The platform simplified guest registration and improved efficiency in managing visitors.
| Project Title | Kalbe Visitor Management |
| Client | PT Sanghiang Perkasa Kalbe Nutritionals |
| Role | Frontend Web Developer, UI/UX Designer |
| Technologies | HTML, CSS, JavaScript, MySQL, PHP, Whatsapp API |
The Kalbe Visitor Management System is an online platform I developed to simplify and enhance visitor registration at PT Sanghiang Perkasa Kalbe Nutritionals. Through this system, guests can easily register using an online form and select their preferred visit date and time. Once registered, automatic notifications are sent to security personnel and the Person in Charge (PIC) via WhatsApp, streamlining coordination and ensuring timely communication. The system also verifies visitor identities during check-in, improving both security and operational efficiency. Visitor data is securely stored in a centralized database, making it easy for authorized staff to access and manage the information, while significantly reducing manual errors. Additionally, the system automates key tasks, speeding up approvals and communication, and enhancing the overall visitor management process. Its scalable design ensures the platform can easily adapt to future growth and evolving business needs, providing long-term benefits for operational efficiency and security.
Managing visitors at PT Sanghiang Perkasa Kalbe Nutritionals has several challenges. Before the new system was implemented, guests often had to wait a long time to register due to the manual process. This led to frustration among guests and caused delays. Additionally, security personnel had to record information manually, which frequently resulted in errors or incomplete guest arrivals. Ensuring the security and accuracy of guest information was also a significant concern. My main goal was to create a visitor management system that is easier and quicker to use. This system is designed to speed up the registration process, reduce errors, and send automatic notifications via WhatsApp to security personnel. As a result, the system helps ensure that guests can check in quickly and safely, while also facilitating communication between guests and the staff they are visiting. To thoroughly understand and address these issues, I used the QCDSMPE framework, which stands for Quality, Cost, Delivery, Safety, Morale, Productivity, and Environment. Below are the details of how QCDSMPE was applied in this project
Quality: The guest registration process often faced challenges due to errors, such as missing or inaccurate information, because data was recorded at both the security post and the reception. This dual entry system led to confusion and delays during check-in. By implementing an automated system that verifies information directly, I significantly improved the accuracy of guest records, resulting in a smoother check-in experience.
Cost: Reliance on paper for guest forms incurred high costs associated with printing and document storage. Transitioning to a digital system has allowed me to minimize these expenses, saving both money and resources while enhancing overall efficiency.
Delivery: Informing staff about guest arrivals previously took considerable time due to manual communication methods, often leaving guests waiting for confirmation. Now, with automatic notifications sent via WhatsApp, information is quickly disseminated, ensuring everyone is promptly informed.
Safety: Guest information was previously at risk of loss or damage due to physical storage. Now, with the adoption of digital storage and encryption, guest data is much more secure, ensuring that only authorized personnel can access sensitive information.
Morale: Staff members felt overwhelmed by repetitive manual tasks, which often led to frustration and decreased motivation. The introduction of an automated system has streamlined their work, boosting morale and allowing them to focus on more meaningful responsibilities.
Productivity: The manual registration process used to hinder productivity, as staff spent excessive time managing guest information. With the new, faster automated registration system now in place, productivity has seen a significant increase, enabling staff to handle more guests efficiently.
Environment: Excessive paper usage for registration records previously resulted in significant waste. By eliminating paper through a digital system, I have reduced the negative environmental impact and supported sustainability initiatives within the organization.
| Digital Guest Registration Form | The system replaces paper forms with an online registration form, allowing guests to fill out their details before arriving. This improves the accuracy of data and makes the process faster, while also reducing human errors. |
| Automated Admin Approval | The system automatically handles the verification and approval of guest forms, reducing the need for manual checks and speeding up the approval process. This helps lighten the workload for staff and makes everything more efficient. |
| WhatsApp API Notifications | Integrated with WhatsApp API, the system sends automatic notifications to the Person In Charge (PIC) once the guest completes registration and approval. This enables quick and direct communication between receptionists and the PIC, making the check-in process faster. |
| Centralized and Secure Guest Data Storage | The system simplifies guest data recording by merging the previously separate processes at the security post and reception into one centralized system. This reduces errors, speeds up the check-in process, and allows for easier access to guest information by authorized staff. |
| Environmental Impact Reduction | By moving from paper forms to digital, the system significantly cuts down on paper usage, helping to reduce waste and support sustainability efforts. This contributes to lowering the company’s carbon footprint and promotes eco-friendly practices. |
| Project Requirements | In developing the Project Requirements Document (PRD), I outlined the key features needed for the visitor management system. This document provides a comprehensive overview of user needs and the technical specifications of the system. You can view the complete PRD by clicking the button below. | View PRD |
| Design Process | I was directly involved in this process because I work at PT Sanghiang Perkasa as a receptionist managing guest data. I created wireframes using Figma to design the user interface and experience of the system. You can view the wireframes by clicking the button below. | View Wireframes |
| Technical Architecture | I designed the database structure using draw.io and created an Entity-Relationship Diagram (ERD) to illustrate how guest data will be managed within the system. You can access the ERD to see all the details of the technical architecture by clicking the button below. | View ERD |
| Coding and Testing Process | I was responsible for the frontend development, writing HTML, CSS, and JavaScript code to build the system interface. My teammate, Farhan Yudhi Fatah, worked on the backend to ensure the system functions properly. You can explore the code and project details on GitHub through the link below. | View Github |
I am proud to announce that the visitor management system has been successfully developed for PT Sanghiang Perkasa Kalbe Nutritionals. This system is designed to streamline the guest registration process, expedite approvals, and enhance communication between the receptionist and the Person In Charge (PIC) through automated notifications. Below, you can see images or representations of the developed visitor management system.
