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Summary

Project Title & Client Name

This project focuses on optimizing visitor management by automating guest data collection and instant communication using Google Script and WhatsApp API. The solution enables a smooth flow of information, reducing manual data entry and enhancing visitor experience.

Project Title Automated Visitor Management System with Google Script & WhatsApp API
Client PT Sanghiang Perkasa Kalbe Nutritionals
Role Efficiency Improvement Employee
Technologies Google Form, WhatsApp API, Google Script
Overview

Project Description

The Automated Visitor Management System with Google Script & WhatsApp API was created to streamline the visitor check-in process at PT Sanghiang Perkasa Kalbe Nutritionals. Before this system, visitor information was manually recorded at both the security post and reception, which caused duplicate entries and slowed down communication. Now, the system uses a simple Google Form to collect important details from visitors, like their name, company, purpose of visit, and the department they are meeting with. Visitors can also select the employee they are meeting from a dropdown list. After submitting the form, the system automatically sends a WhatsApp notification to the chosen employee, letting them know a visitor has arrived. This solution has removed the need for manual data entry, speeding up the process and making communication more efficient. The system has reduced the workload on staff, improved data accuracy, and provided a better experience for visitors. It also prepares the company for future growth by creating a more efficient way to handle an increasing number of guests.

Challenges

Problem & Goals

Deskripsi gambar

Before the new system was implemented, managing visitor data at PT Sanghiang Perkasa Kalbe Nutritionals was inefficient and error-prone. The old process required visitors to manually register their details at both the security post and the reception desk, leading to duplicate entries and delays in notifying the relevant employees. This not only slowed communication but also increased the administrative workload for the security and reception staff. The main goal of the new system was to simplify and speed up the visitor check-in process. By integrating Google Forms with WhatsApp notifications through Google Script, I aimed to create a more efficient process where visitors only needed to fill out their information once, and the relevant employee would be automatically notified. This solution eliminates manual errors, reduces data entry time, and ensures that employees receive real-time notifications when visitors arrive. In addressing these challenges, my focus was on improving efficiency, accuracy, and communication speed while also reducing the administrative burden on staff. To ensure comprehensive improvements in key areas, I applied the QCDSMPE framework. This framework evaluates the project’s impact on Quality, Cost, Delivery, Safety, Morale, Productivity, and Environment, ensuring that the new system effectively meets both operational and strategic goals.

Quality : Before the new system was set up, the visitor management process at PT Sanghiang Perkasa Kalbe Nutritionals often had mistakes because data was entered manually in different places. This caused confusion and delays in notifying the right employees. By using Google Forms connected to WhatsApp, I made visitor data more accurate. Now, all necessary information is collected in one spot and sent directly to the employee in charge, ensuring timely and reliable notifications when visitors arrive.

Cost : The old visitor management system took a lot of staff time for manual data entry and coordination, which led to higher labor costs. By simplifying the check-in process through automation, I greatly reduced the time employees spent managing visitor data. This efficiency not only lowered operational costs but also allowed staff to focus on more important tasks, ultimately saving money for the company.

Delivery Speed : Before the new system, the time it took to notify employees about arriving visitors was often inconsistent and delayed. Now, with Google Forms and WhatsApp notifications, employees are alerted immediately when a visitor checks in. This improvement ensures that employees are informed quickly, making the visitor management process more efficient and reducing waiting times for visitors.

Safety : The new system mainly focuses on improving efficiency and accuracy in managing visitors, but it does not significantly impact data security. While the visitor check-in process is now automated, there has been no major change in the level of data protection. The system continues to use the same security protocols, without making the visitor data more secure than before.

Morale : The old system frustrated both visitors and employees, as delays and misunderstandings were common. By making the check-in process easier and ensuring timely notifications, employee morale has improved. Staff can now focus on their main responsibilities without being overwhelmed by administrative tasks related to visitor management, creating a more positive work environment.

Productivity : The manual visitor data management was time-consuming and distracted employees from their main duties. By automating this process with Google Forms and WhatsApp notifications, I improved overall productivity. Employees can now use their time more effectively because the new system requires less effort to manage visitor check-ins, allowing them to concentrate on other important tasks.

Environment : The new system is fully digital and eliminates the use of paper, helping reduce paper waste at the company.

Features

Key Features

Automated Visitor Registration Visitors can register their details using a Google Form, removing the need for manual data entry at the security post and reception desk. This speeds up the registration process, making it faster and more convenient for both visitors and staff.
Real-Time Notifications After visitors complete the registration, an automatic notification is sent via WhatsApp to the relevant employee. This ensures that the employee is immediately informed of the visitor’s arrival, improving response times.
Centralized Data Collection All visitor information is collected in one place, reducing the chances of duplicate or inconsistent data. This centralized approach improves data accuracy and makes it easier for staff to manage visitor records..
Reduced Administrative Workload The automated process significantly reduces the administrative workload for security and reception staff. They no longer need to manually enter visitor data or coordinate communication between visitors and employees, allowing them to focus on more important tasks.
Seamless Integration with Existing Tools The system integrates with familiar tools like Google Forms and WhatsApp, making it easy for staff to use without the need for complex training or the introduction of new software.
Details

Development Process

Project Requirements In creating the Project Requirements Document (PRD) for the visitor management system, I focused on identifying the key features needed to streamline visitor registration and notification processes. The document outlines user requirements, technical specifications, and how Google Forms will be integrated with WhatsApp for real-time notifications. You can view the complete PRD by clicking the button below. View PRD
Design Process As an employee at PT Sanghiang Perkasa, I actively analyzed the challenges in the manual visitor registration system. To address these issues, I designed a digital form using Google Forms, simplifying visitor data collection and ensuring faster communication with employees. You can view the design and setup of the form by clicking the button below. View Wireframes
Technical Architecture I developed a simple technical architecture to show how visitor data transitions from Google Forms to WhatsApp notifications. This ensures accurate and timely communication with employees when visitors check-in. You can access the architecture diagram that outlines the system’s technical framework by clicking the button below. View ERD
implementation and Testing Process I implemented the online visitor registration system and integrated it with WhatsApp using WhatsForm. I also conducted tests to confirm that the data flow was accurate and that the system functioned correctly. You can explore the implementation details and testing results on GitHub via the link below. View Document
Results

Project Documentation

I am pleased to announce that the visitor management system has been successfully developed for PT Sanghiang Perkasa. This system simplifies the visitor registration process by using Google Forms to collect data and WhatsApp to send immediate notifications to employees. These improvements have reduced confusion and delays that often occurred with the old manual system, enhancing the experience for both visitors and staff. Additionally, this automated system increases data accuracy and decreases administrative work, allowing staff to focus more on their core responsibilities. Below, you can see images or examples of the new visitor management system.