COSEC VMS

User Manual

SECURITY SOLUTIONS
 SECURITY SOLUTIONS

COSEC VMS Portal

User Manual
Documentation Disclaimer
Matrix Comsec reserves the right to make changes in the design or components of the product as engineering and
manufacturing may warrant. Specifications are subject to change without notice.

This is a general documentation for all variants of the product. The product may not support all the features and
facilities described in the documentation.

Information in this documentation may change from time to time. Matrix Comsec reserves the right to revise
information in this publication for any reason without prior notice. Matrix Comsec makes no warranties with respect
to this documentation and disclaims any implied warranties. While every precaution has been taken in the
preparation of this system manual, Matrix Comsec assumes no responsibility for errors or omissions. Neither is any
liability assumed for damages resulting from the use of the information contained herein.

Neither Matrix Comsec nor its affiliates shall be liable to the buyer of this product or third parties for damages,
losses, costs or expenses incurred by the buyer or third parties as a result of: accident, misuse or abuse of this
product or unauthorized modifications, repairs or alterations to this product or failure to strictly comply with Matrix
Comsec operating and maintenance instructions.

Warranty
For product registration and warranty related details visit us at:
http://www.matrixaccesscontrol.com/product-registration-form.html

Copyright
All rights reserved. No part of this user manual may be copied or reproduced in any form or by any means without
the prior written consent of Matrix Comsec.

Version 16
Release date: December 16, 2020
 Contents

Introduction..................................................................................................................................................... 1

Welcome ............................................................................................................................................................. 1
About this System Manual .................................................................................................................................. 1

Know Your Visitor Portal................................................................................................................................ 4

Visitor Access ................................................................................................................................................. 5

Send OTP: .......................................................................................................................................................... 7

Skip to Login: ...................................................................................................................................................... 8

Visits .............................................................................................................................................................. 14

Visit Card Screen .............................................................................................................................................. 17

Table of Contents i
CHAPTER 1 Introduction

Welcome
Thank you for choosing the Matrix COSEC Visitor Portal. The COSEC Visitor Portal is a web based application
which integrates with the COSEC Visitor Management System application as well as the COSEC database. It is a
part of the COSEC suite of applications that enables user to schedule the visits for an organization.
This integration with the COSEC application platform provides key advantages like visitor can do self-registration,
plan their Visit, update existing visit details or generate e-Pass for visiting in any organization. It assists in capturing
all relevant information about the visitor which is automatically stored in a database.

About this System Manual

This is common document providing detailed information and instructions for installing and using the COSEC
Visitor Portal.

The COSEC Visitor Portal connects to a database at the backend which contains all the information required by
different COSEC modules.

Intended Audience

This System Manual is aimed at:

• System Engineers, who will install, maintain and support the COSEC System. System Engineers are
persons who are responsible for configuring the COSEC system to meet the requirements of the
organization/users. It is assumed that they are experienced in installing a Visitor Management System and
are familiar with the operation of such systems. They are expected to be aware of how it works, and the
various technical terms and functions associated with it. The SE must have undergone training in the
installation and configuration of the COSEC system. No one, other than the System Engineer is permitted
to make any alterations to the configuration of the COSEC system.

• System Administrators, who are persons who will monitor and control the COSEC system after
installation. Generally, an employee of the IT/HR department in an organization or establishment is
selected as the System Administrator. It is assumed that the System Administrator has some previous
experience in configuring and deploying a Visitor Management system.

• Operators, persons/organizations who will be involved in the day to day operation of the COSEC VMS
and COSEC Visitor Portal applications. They may be include security personnel of small and medium

Matrix COSEC Visitor Portal 1

 businesses, large enterprises, front desk and service staff of commercial and public organizations/
institutions.

Organization of this Document

This system manual contains the following topics:

• Introduction - gives an overview of this document, its purpose, intended audience, organization, terms
and conventions used to present information and instructions.

• Know Your COSEC Visitor Portal - describes the system and its design, different network topologies, the
interfaces, and the hardware.

• Starting the COSEC Visitor Portal web-application - provides instructions for starting up the COSEC
Visitor Portal application as also a description of all the functionalities.

How to Read this System Manual

This document is organized in a manner to help you get familiar with the COSEC Visitor Portal application, learn
how to install it, and use its functionalities to plan a visit and generate e-pass. The manual also covers the installa-
tion and configuration of the COSEC Visitor Portal web-application.

This System Manual is presented in a manner that will help you find the information you need easily and quickly.

You may use the table of contents and the Index to navigate through this document to the relevant topic or
information you want to look up.

• Instructions

The instructions in this document are written in a step-by-step format. Each step, its outcome and
indication/notification, wherever applicable, have been described. Pictorial representations of the relevant
screens have been provided wherever applicable.

• Notices

The following symbols have been used for notices to draw your attention to important items.

Important: to indicate something that requires your special attention or to remind you of
something you might need to do when you are using the system.

Caution: to indicate an action or condition that is likely to result in malfunction or damage to the
system or your property.

Warning: to indicate a hazard or an action that will cause damage to the system and or cause
bodily harm to the user.

Tip: to indicate a helpful hint giving you an alternative way to operate the system or carry out a
procedure, or use a feature more efficiently.

Matrix COSEC Visitor Portal 2

Technical Support
If you cannot find the answer to your question in this manual or in the Help files, we recommend you contact your
system installer. Your installer is familiar with your system configuration and should be able to answer any of your
questions.

Should you need additional information or technical assistance with the COSEC system and other Matrix products,
contact our Technical Support Help desk, Monday to Saturday 9:00 AM to 6:00 PM (GMT +5:30) except company
holidays.

Phone (+91)18002587747

Internet www.MatrixComSec.com

E-mail Support@MatrixComSec.com

3 Matrix COSEC Visitor Portal

CHAPTER 2 Know Your Visitor Portal

COSEC Visitor Portal is the user friendly web-based application, through which visitor can configure and schedule
visits for an organization. Visitor Portal enables visitor to do self-registration, plan their Visit, update existing visit
details and generate e-Pass for visiting any organization.

COSEC Visitor Portal supports language translation using the Multi Language Utility. To know more, refer to the
Multi Language Utility User Guide.

The COSEC Visitor Portal application is an advanced visit request management system that provides the following
features:
• Self-registration of Visitor.

• Quick and easy generation of New Visit Request.

• Viewing Past Visits records.

• Updation of existing Visit details.

• Rescheduling a Visit for an organization.

• Repeat Visits on Daily or Weekly Bases.

• Improves security desk productivity.

• Create Visitor record with visitor verification Documents.

• Automatically notifies the host about a visitor’s arrival.

• Generation of e-pass for visiting an organisation.

Matrix COSEC Visitor Portal 4

CHAPTER 3 Visitor Access

Once you have logged into visitor portal, Welcome page will be displayed. This page enables visitors to access the
portal and schedule their visits. The visitor can login by active mobile number or email address.
Welcome screen is shown below:

Select the desired language from the drop-down list. For language translation refer to the Multi Language Utility
User Guide.

Matrix COSEC Visitor Portal 5

If the System Admin User wants to logout of the Visitor Portal, click on Settings> Logout. The System Admin User
can configure input mode for QR code scanner by clicking on Settings> QR Scan Setting as shown below:

The authentication page will appear after clicking QR scan Settings option. Enter User Id and Password to proceed
further to QR Scan Settings Page. Slide the toggle named QR Scan and enable the feature. Select Input option
from USB Camera/Built-in Camera or QR code Scanner as shown in figure below:

The scanned values will be stored in ID Proof 1 or ID Proof 2 according to selection of the option.
Click on Done input mode is configured.
On the Welcome screen:
Mobile/Email: Enter your Mobile number or valid Email address. This field is mandatory for visitor.
For System Admin User, it is mandatory to configure SMS/Email configuration from COSEC Web>System
Admin>System Configuration for visitor to receive OTP on the Mobile number/Email Address Entered.
After adding mobile number or email address, you have two options:
• “Send OTP:”
• “Skip to Login:”

Matrix COSEC Visitor Portal 6

Send OTP:
This will request an OTP for the given mobile number or email address displaying message “OTP has been sent to
your mobile number specified number” or “OTP has been send to your email address specified email address” as
shown below:

If OTP is not yet received, then click on to resend OTP. On receiving OTP enter it and click on Login to
proceed further.

On clicking Cancel, you will be redirected to previous page.

7 Matrix COSEC Visitor Portal

Skip to Login:
‘Skip to Login’ option allowed user to login without an authentication through OTP. After entering an email address/
mobile number, click on this option to login directly into the Visitor Portal and configure the other parameters as
shown below.

Configure the below Profile parameters for both the login methods as shown below:

For Non-registered users:

If you are visiting any organization for the first time, your profile needs to be generated. This can be done by filling
information regarding yourself in these following tabs of Profile Screen:

1. Basic
2. Personal
3. Document
4. Address

Such details asked in above tabs can be filled up manually as well as automatically as mentioned in Visitor’s
Aadhaar Card or Vcard.

By clicking on the QR code button located beside the Next button will open the USB connected camera
window.
Scan the QR code given in your Aadhaar Card/Vcard through the camera and click on the Capture button to
capture the image as shown below.

Printed QR code
on ID Proof

The details such as Name, Date of Birth, Gender, Nationality, Organization, Document Number, Mobile Number,
Email and Address will be fetched and filled up automatically into the related fields by Visitor Portal as per the
availability in document.

The Details can be added manually as describe below.

1. Basic: Here basic information such as your photo, your name, mobile number, your organization’s name
and email id should be updated. The tab is shown below:

Matrix COSEC Visitor Portal 8

Profile Photo:

Click anywhere inside profile photo area to upload your photo. On clicking anywhere inside the profile photo area,

two options for uploading photo will be provided. You can upload photo either by clicking on i.e. browsing

photo from local drive or capture your photo by attached camera.

Supported file formate is.jpg,.png,.bmp and maximum size 100kb.

The Uploaded photo can be deleted by clicking on icon.

Name: Enter your full name.
Organization: Specify your organization’s name.
Mobile: Enter your mobile number. If you have already mentioned your “Mobile Number” for receiving OTP, then
by default the same mobile number will be displayed here. You can keep it as is or update it.
Email: Enter your email address. If you have already mentioned your “Email Address” for receiving OTP, then by
default the same Email Address will be displayed here. You can keep it as it is or update it as well.

From the above mentioned parameters; Name, Organization and mobile are mandatory to enter, while
email is optional.

Click on NEXT to navigate to Personal tab.

9 Matrix COSEC Visitor Portal

 2. Personal: Here, the personal information such as your Date of birth, Gender and nationality are to be
mentioned. The Personal Tab is Shown Below:

Date of birth: You can enter your date of birth manually in dd/mm/yyyy formate or click on calender button to
choose.
Gender: Click on either ‘Female’ or ‘Male’ or ‘I don’t wish to specify’ for specifying your gender.
Nationality: Enter your Nationality.

Click on NEXT to navigate to Document tab and BACK to navigate to previous tab.

3. Documents: Here, maximum two documents of yours can be upload for verification. You can upload them

either by capturing with camera or by browsing specific file from local drive.

Maximum Allowed File Size is 100KB.

If the details are filled up automatically by scanning of QR code then, ID Proof number (Aadhar Card/
Vcard) will be filled up automatically in the field.

Matrix COSEC Visitor Portal 10

Click on folder icon to browse the document from local drive; or Click on camera icon to capture image of
the document, of the visitor.
Click on NEXT to navigate to Address tab and BACK to navigate to previous tab.

4. Address: Enter your residential address details in following tab shown below.

Address: Enter your house name and number with street and area name.
Country: Enter the name of your country
State: Enter your state’s name.
City: Enter your city’s name.
Pin-code: Specify the pin code of your area.

When the QR code of Aadhar Card/Vcard is scanned then the manually filled details will overwrite with
the details available in the document.
For the Login through OTP option If email Address is not specified, the visit screen will be directly
accessible.

Click on Done to complete visitor profile information or Back to access previous tab.

On clicking Done, if you have specified Email address the OTP will be send on email address for email verification.
The screen will appear as shown below:

Enter the OTP received on the specified Email address. After entering the received OTP, click on Verify.

11 Matrix COSEC Visitor Portal

 For the Login through OTP option If email Address is not specified, the visit screen will be directly
accessible.

If OTP is not been received, wait for a while and then click on icon to request another OTP.

For newly registered user, the visit screen will open Create Visit pop-up automatically as there are no previous
visits.
To plan a visit See “Visits” on page 14.

Matrix COSEC Visitor Portal 12

For Registered User:
If you are registered user and don't want to go for OTP authentication on welcome page, then click on Skip to
Login.

As your mobile number or email is already registered in the system, “New Request submitted successfully. Try
to login after some time.” will be displayed. This request will be authorized by System Account User or System
Admin User.

If your application is approved, then on clicking SKIP TO LOGIN, login becomes successful and Visits Screen is
displayed as shown below:

If your application is rejected by System Account User, then on clicking Skip to Login, the message: “Previous
Request was rejected and New Request submitted successfully. Try to login after sometime.” will be
displayed.

If your application is pending to be approved by the System Account User, the following message will be
displayed: “SKIP TO LOGIN request is pending. Try after sometime.”

Same steps can be considered, when you login by entering your Email ID.

If there are no previous requests on visit page, you can plan a new visit, See “Visits” on page 14.

13 Matrix COSEC Visitor Portal

CHAPTER 4 Visits

After successfully Login into Visitor Portal, the Visit Screen will be displayed. From here visit details and its status
can be viewed. Also visits can be planned. Apart from this, you can navigate to Profile tabs and Exit the portal from
the visit screen. In up-right corner, you will find your profile photo with greetings and your name with Refresh button
on its bottom. The Visit screen appears as shown below:

How to Generate a Visit Request?

On Visit screen, Click on button, to plan a new visit. On clicking this button, the following

screen will popup:

Matrix COSEC Visitor Portal 14

Host Name/Mobile/Email: Mention details of the host you want to visit. You can Enter Host’s Name, Host’s Mobile
number or Host’s Email address here.

Visit Date: You can set the date on which you are planning to visit. This text-box specifies current date by default.
You can set the date by either manually typing the date in dd/mm/yyyy formate or simply click on button and
select the desired date.

Visit Until: Choose the date till which you want to visit the host. This text-box specifies current date by default. You
can set the date by either typing the date in dd/mm/yyyy formate or simply click on button to select the desired
date.

In visit date and visit until date, all the previous date from current and previous months will be disabled.

Start Time: This field allows you to mention the starting time of your visit in the firm. You can either type it or select
it from icon.

End Time: This field allows you to mention end time of your visit. By default it is set one hour later of the current

time. you can set timings by either tying it or select it from icon.

The end time should be greater then starting time else the error “Visit End Time must be greater than Visit

Start Time” will be displayed on clicking Done.

Visit Purpose: The Visit Purpose allows you to specify the purpose of your visit in an organization.

Accompanied By: You can mention number of people accompanying you during the visit to an organization. On
clicking ‘+’ you can add number of people, while pressing ‘-’ you can deduce the number. you can choose from 0 to
99 people to accompany you.

15 Matrix COSEC Visitor Portal

Repeat: The toggle seen after ‘Accomplished By’ allows you to define whether your visit will be repeated or not. By

clicking on , you can enable the repeat visit request. When it is enabled, you can see the change in

its color as well as the days of the week are allowed to be selected as shown in figure below:

On enabling repeat, you must select at least one day out of week on which you want to meet the host.
You can select the day, just by clicking on it. If repeat visit toggle is enabled and no day from the week is selected,
it will show error message “Select at least one repeat day” on clicking DONE.

If you don't want to repeat the visit, you may disable toggle, by again clicking on Repeat.
Done: On clicking Done, your visit request will be successfully be generated.

Matrix COSEC Visitor Portal 16

Visit Card Screen

On this screen you can see your visit pass list as well as their status such as pending, approved and rejected. The
visit passes are displayed in following order:
• Past Visits
• Current Visits
• Upcoming or Future Visits

You can also reschedule the visits by clicking on editing icon present on right up corner of your visit requests. Apart

from this there is a small plus symbol on bottom left screen.

Plus Button: you can create a new visit by clicking on this plus button.

Rescheduling Visit Request

You can reschedule your visiting request anytime before or after getting the approval of host and security. This can

be done by clicking on icon. the following popup will be seen as shown below:

You can edit and details like ‘Visit Purpose’ and ‘Accompanied by’. Also you can reschedule your ‘visiting time’,
‘visiting date’ and ‘Repeat request’.
After rescheduling the request, it will be sent to host an security for approval. wait for sometime till your request is
not approved.
Apart from rescheduling you can also Cancel the visit Request by pressing CANCEL button.

17 Matrix COSEC Visitor Portal

Visit Status
After sending the visit request you can know its status by looking at up-left column of your visit request.There are:
5. Pending

6. Cancelled

7. Accepted

The following figure shows visit card screen with visit requests

Pending

The Pending status of the visit request is displayed for various different parameters. Simply when Pending is
written, there can be three parameters behind that:
i. When your visit request is pending to be accepted by your host.
ii. When you reschedule the request before your host accepts it.

iii. when your host transfers your visit request to another host

When Your Visit Request is Pending to be Accepted by Your Host:

When you sent the visit request to the host and due to certain reasons host is unable to respond, then your visit
request is shown as Pending. this can be seen in the figure shown below:

You can Cancel as well as reschedule it.

When You Reschedule The Request Before Your Host Accepts It:

When you requested a visit to a host of certain firm and then after sending the request you need to reschedule it,
you can update your request. Your visit request details will be updated in database of host as per your
configuration. So after rescheduling the request, PENDING will be displayed before your host accepts it.

Matrix COSEC Visitor Portal 18

When Your Host Transfers Your Visit Request to Another Host

If for some reasons your host transfers your visit request to another host then the status of your request will be
shown pending before another host accepts your request. On your visit card screen, the host details will be
changed to the current host who has your visit request pending. If you wish to visit that host instead of previous
host you can wait till the current host accepts your visit request. But, if you do not want to visit any other host in-
place of previous one, you may abort your visit request by pressing on CANCEL.

Apart from above status ”PENDING”, there are another three type of pending status:
i. Pending status when Security Approval is awaited.
ii. Pending status when visit request is rescheduled by you

iii. Pending status when visit request is rescheduled by host

Pending Status When Security Approval is Awaited

After the host accepts your visit request, the visiting request goes under another round of procedures. After it is
accepted by the host, the visit request undergoes security approval, where the security authority will check your
details and then accept or reject your request based on certain rules of the organization you are visiting.
The pending request for security approval looks like the one shown in figure below:

Pending Status When Visit Request is Rescheduled by You

When the host and security or just host have approved your request, but you rescheduled it, then your request will
be again send to the host for approval and status of your request will be shown as Pending (Rescheduled by
you). The visit request will repeat the same procedure followed by it when it was not reschedule. that is, firstly it will
be accepted by your host and then-by the security authority of an organization.
The Pending request of this type is shown in figure below:

Pending Status When Visit Request is Rescheduled By Host

If the host is not available at the time you requested, s/he can reschedule the visit request. In such scenario you as
a visitor can decide whether to accept the request for rescheduled time or to cancel it. In such case the status of
your visit request on your visit card screen will be shown as Pending (Rescheduled by Host).

19 Matrix COSEC Visitor Portal

The Pending request of this type is shown in figure below:

On clicking on button, you can accept the rescheduled request generated by host or you can

click on CANCEL to decline the request. On clicking CANCEL the dialog box will popup demanding your
confirmation as shown below:

If you click on YES, your visit request will be cancelled. And if you click on NO, you will return to the previous state
.
Cancelled

The cancelled status will be always displayed with the information of the one who cancelled the visit request. It can
be from three sides; user side i.e. your side, host side and security side; displaying a message out of these three
messages mentioned below:
i. Cancelled (By Host)
ii. Cancelled (By you)
iii. Cancelled (By Security)

Cancelled (By Host)

When your visit request is cancelled by the host, the message Cancelled (By Host) is displayed in the visit card
screen of your portal. this is shown below:

Cancelled (By You)

When you CANCEL your visit request, the message Cancelled (By You) is displayed in the visit card screen of your
portal. this is shown below:

Matrix COSEC Visitor Portal 20

Cancelled (By Security)

When your visit request is cancelled by the security authority of an organization, the message Cancelled (By
Security) is displayed in the visit card screen of your portal. this is shown below:

Accepted

When your request is accepted by both Security and host, the status of your visit request is shown as Accepted.
You are provided with two options, either you can cancel visit by clicking ion CANCEL or you can check in by
clicking on CHECK-IN button. The status of accepted is shown below:

Check-In/ Check-out:

After the visit request is approved, you can check-in by clicking on Check-in button given on visit card. The Vehicle
number should be specified in the following popup as shown below:
For Instance, consider vehicle number as UK06UD2909

21 Matrix COSEC Visitor Portal

 IF the admin has not configured the Vehicle Number mandatory to be specified then, the above pop-up
(Vehicle Number) will be skipped for check In.

After successful check-in process, your E-pass will be sent to your register email-id and status of your application
will be displayed as check-in.

After attending the visit, you can check out of the system by clicking on check-out. the message “Check out
successfully” will be displayed as shown.

Matrix COSEC Visitor Portal 22

SECURITY SOLUTIONS
Version 16, December 2020

MATRIX COMSEC

Head Office:
394-GIDC, Makarpura, Vadodara - 390010, India.
Ph: (+91)18002587747
E-mail: Support@MatrixComSec.com

www.matrixaccesscontrol.com