Visitor Management System
Phiona Nyangoma
UI / UX Design
Visitor Management System
A fully digital platform designed and developed to streamline workplace visitor processes, from registration and request submission to approval, pass generation, and sign-in/out tracking with a request for feedback. Built end-to-end with HTML, CSS, JavaScript, and PHP, with a user-friendly interface designed in Figma
Role: Lead in User Research, Analysis & MVP Definition
Year :
2025
Project Duration :
3 months
Tools :
Figma, PHP
Problem
The organization relied on a manual visitor workflow, involving Google forms, email approvals, and no structured record of visitor entries. This resulted in:
Slow and inconsistent approvals
Lost or incomplete visitor records
Poor communication between staff, administrators, and security
No automated way to generate visitor passes
Difficulties in tracking sign-in and sign-out
There was need for a customized, reliable, and user-friendly system that aligned with its real processes and departmental needs.
My Role
I designed and developed a full Visitor Management System, owning the UX from concept to implementation. I was responsible for research, interaction design, UI design in Figma, backend and frontend development, and end-user experience.
Design Approach
Stakeholder interviews revealed:
Security teams needed clear visibility and audit trails
Hosts needed faster approvals
Visitors needed simple, guided onboarding
I structured the system as a standalone module with:
User registration and visitor request flows
Admin dashboards for review, approval, and sign-in/out
Automated email notifications and visitor pass generation
I used Figma extensively to prototype flows, define interface states, and refine interactions before building the system.
Impact and Key Learning
Impact:
Streamlined visitor approvals and reduced manual processing
Improved security through controlled access and tracking
Enhanced visitor experience with automated passes and clear communication
Key Learning: This project strengthened my ability to design end-to-end user journeys that balance usability, security, and operational needs
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Posted Aug 24, 2026
Visitor Management System — end-to-end designed and developed solution that replaced manual workflows with automated approvals, passes, notifications, and admin dashboards.
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