How Enterprises Can Choose an Efficient Personnel Access Management System

Original article: https://cli.im/article/detail/2311

Personnel access management is a critical component of security management for enterprises, communities, and industrial parks. Traditional paper-based registration methods suffer from incomplete information, illegible handwriting, and difficulties in post-event queries. With digital transformation, access management systems can significantly enhance security and operational efficiency. This article discusses how to select a suitable access registration system from an information management perspective, sharing practical case studies and insights to provide actionable guidance.

I. Scenario-Specific Requirements

1. Commercial Buildings: Balancing Efficiency and Security

Commercial office buildings handle high daily visitor traffic while needing to manage access permissions across multiple tenants. Internal employees typically use ID cards or access badges, whereas external visitors like clients and delivery personnel require more complex management.

• Core Requirements:
  Rapid registration of visitor names, purposes, contacts, and audit verification. Support for temporary QR code credentials to restrict access areas and time windows. Optional safety commitment signatures for special cases.
• Selection Criteria:
  Simplified registration + approval workflows + digital signature capabilities.

2. Residential Communities: Prioritizing Safety

Residential communities focus on maintaining security and order. While residents enjoy free access, external individuals (visitors, delivery personnel, maintenance staff) must be registered. Paper-based systems often fail due to incomplete information and illegible records, complicating post-incident investigations.

• Core Requirements:
  Capture visitor identities, visited residents, and vehicle license plates. Differentiate permissions between residents and visitors.
• Selection Criteria:
  Fast registration + data export + tiered permissions.

3. Industrial Parks: Strict Control

Large industrial parks with multiple entry points demand rigorous security. Employees typically use access credentials, while external visitors (suppliers, contractors, drivers, government staff) require pre-approval and detailed registration.

• Core Requirements:
  Record visitor information, carried items, vehicle details, and entry/exit times. Support pre-scheduled approvals and identity verification.
• Selection Criteria:
  Comprehensive registration + photo capture + advance scheduling + access credentials.

II. Platform Comparison

1. CaoLiao QR Code

A no-code platform offering flexible access management solutions for buildings, communities, and industrial parks.

• Features:
  Pre-built visitor registration templates, WeChat-compatible QR codes, real-time data monitoring/export, approval workflows, and notifications.
• Permissions:
  Multi-level access control (property managers, security staff, visitors).
• Cost:
  Free version covers 90% of needs. Premium version (¥1,280/year) adds advanced collaboration tools.
• Advantages:
  No app development required, easy deployment, widely adopted by property managers.

2. WeCom (Enterprise WeChat) Solutions

Integrated with WeCom ecosystem (e.g., WeVisitor), suitable for office buildings and enterprises already using WeCom.

• Features:
  On-site QR code registration, online approvals, Excel exports.
• Cost:
  Basic features free; premium version ¥1,598/year.
• Advantages:
  Seamless WeCom integration, direct notification to employees.

3. Alternative Platforms

• Scallop Visitor System:
  Full-featured solution for factories with gate integration, supporting预约 approvals and access control.
• Smart Property Platforms:
  Integrated systems like Hikvision Interconnection and Country Garden Smart Community combine visitor management with door access and video surveillance.
• Custom Solutions:
  Low-cost DIY systems using form builders for temporary needs.

Platform	Key Features	Cost	Use Cases
CaoLiao QR Code	WeChat registration, approvals, alerts	Free	Flexible deployment
WeCom Visitor	Scheduling, automated alerts	Hardware-dependent	WeCom-enabled enterprises
Scallop Visitor System	Dynamic QR codes, full-cycle management	Custom pricing	High-security environments
Hikvision Interconnection	Visitor mgmt + access control	Custom pricing	Smart communities & industrial parks
Custom Solutions	Basic forms	Free/low-cost	Temporary/simple needs

III. Implementation Guide

Step 1: Access Template Library

Visit CaoLiao QR Code and select appropriate access registration templates from the template library.

Step 2: Customize Template

Modify templates to add/remove fields like visitor guidelines, digital signatures, or photo capture.

Step 3: Deploy QR Codes

Generate and print QR codes using label templates. Place codes at reception desks or entry points.