Access operations, unified.

Visitors, door credentials, and employee attendance on one people model — so security, reception, and HR stop operating in silos.

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Visit & Host Access & Space Time & People

Strategic integrations

Built with access-management collaborators

Apertio works alongside leading access-control partners so temporary credentials and attendance punches land on the hardware you already trust — without a rip-and-replace.

Core capabilities

Deep dive into every pillar that runs the day

Visit, Access, Time, and Risk — expanded journeys and capability grids so operators see exactly what Apertio covers before a demo.

Visit & Host

Guests → passes → desks

Access & Space

Rooms → profiles → ACS

Time & People

Punches → rules → export

Risk & Ops

Watchlists → desks → exports

01 — Visit & Host

From pre-registration to gate pass

External guests move through a controlled lifecycle. Hosts and desks share one presence model with two site modes: lobby reception or security gate.

01
Pre-register
Guests submit identity, host, purpose, schedule, vehicle, and photo — duplicate and watchlist checks run at the door.
1
02
Host decide
Approve, deny, or preapprove. Hosts can also book and share a pass without a public self-register path.
2
03
Issue pass
Digital pass + QR via link, email, or WhatsApp. Optional branded printed gate pass for desk print.
3
04
Desk & wayfinding
Lobby or gate modes: scan, check-in/out, deny, walk-in. Guide Me steps unlock after reception when configured.
4

Public status & QR

Host portal

Pending queue, room booking, personal watchlist, print, and shift QR.

Lobby & gate desks

Shared presence API with site mode selecting reception vs security behaviors.

Live guest track

On-site presence arc with wayfinding steps tied to check-in state.

02 — Access & Space

Rooms, profiles, temporary credentials

Bookable spaces and access profiles drive where people may go. Temporary door rights appear only while a visit is live — then revoke cleanly.

Rooms & bookings

Capacity, floor, location, and buffers
No double-book; extend when clear
Internal meetings without public passes
Token charge after free-room check

Access profiles

Standard / VIP / Contractor presets
ACS group IDs and area labels
Assignable roles and require-before-check-in
Subset-on-downgrade fallbacks

Temporary credentials

Check-in provisions visitor identity
Profile change updates groups live
Check-out revokes / deactivates
Server-side only — doors stay SoR

Live presence for occupied spaces — separate from employee attendance objects.

Two presence domains

03 — Time & People

Punches to payroll-ready sheets

Time & Attendance climbs from people foundation through live punches to enterprise exceptions — without a second parallel user table.

Foundation

People & structure

01Employee master with photo and org path
01Manager chain and direct-report scope
01Sections as attendance units
01One identity family with role grants

Time config

Shifts & rules

02Day / Night / Flexi shifts and rosters
02Holidays, weekly offs, rule categories
02Punch, OT, comp-off, late, round-up
02Rule preview before go-live

Live ops

Punches & sheets

03Webhook + poll punch ingestion
03Immediate DailyTimesheet recompute
0324h+ and cross-midnight correctness
03Employee live portal and admin views

Enterprise

Exceptions & export

04Exception queue and auto-absent sandwich
04OT / comp-off request and approve
04Section and hierarchy managers
04Payroll-ready CSV — export only

04 — Risk & Ops

Controls that keep visits and attendance auditable

Watchlists, notifications, live desks, and exports sit across modules — so security and HR share the same operational truth.

Watchlists & blocklists

Global banned lists, personal host lists, staff blocklist, and admin override with mandatory reason.

Notifications

Email, WhatsApp, SMS with delivery log and retry — plus in-app reminders for visit and attendance events.

Live dashboards

Security presence KPIs, desk live lists, and section / employee attendance dashboards.

Reports & exports

Visitor analytics and PDF/Excel security reports alongside scoped timesheet exports.

The Waypoint System

Smart navigation: from entrance to meeting room

After check-in, guests follow a live indoor path on their phone — fewer lost visitors, less reception load, tighter security.

Step 1/3Pinch to Zoom

enter lift

Follow the path to Building A · Floor 2

Digital Pass

Visitor receives a digital pass with waypoint instructions built in.

Optimal Routing

System maps the best path from the office entrance to the meeting room.

Mobile Overlay

Navigation overlay on the visitor’s own phone or tablet — no special hardware.

Real-time Guidance

Live steps with floor and building context so guests stay on track.

Reduces confusion, improves the arrival experience, and keeps guests on authorized routes.

Key features

Smart room booking with configurable governance

Real-time availability plus daily limits, duration rules, and one-tap approvals — so premium rooms stay fair without slowing teams down.

Meeting Details

ExternalInternal

Meeting Title

Product sync

Date

21/1/2026

Start → End

5:08 PM → 6:08 PM

Available Rooms

Conference room

Cap. 15 · Building A · 1st floor

Meeting Room

Cap. 6 · Building A · 2nd floor

Real-Time Availability

See which rooms are free, when, and for how long. Double-bookings are blocked at the database level.

Daily Meeting Limits

Set a max meetings-per-room-per-day (e.g. 8 in a conference room). Over the limit? Hosts request admin approval with a reason.

Long-Duration Approvals

Configure a max meeting duration (e.g. 2 hours). Longer bookings automatically trigger an approval request.

One-Tap Approvals

Hosts submit context; admins approve or reject in seconds. Control stays centralized while teams stay empowered.

Approval Notifications

Hosts get instant feedback. Approved = booking confirmed. Rejected = a reason and a path to rebook.

Why this matters

Prevent meeting bloat

Stop high-value spaces from being monopolized — like one person holding a large room for hours of back-to-back calls.

Chaos prevention

Configurable limits and approval workflows keep scheduling under control while leaving room for legitimate exceptions.

Key benefits · Admin dashboard

Operators run rooms, people, and budgets from one place

Administrators configure spaces, roles, tokens, and integrations — with full visibility across the organization.

Admin Dashboard

Complete visibility & control

Room Management

Create & manage meeting spaces

User Management

Add users & assign roles

Departments & Tokens

Allocate tokens & budgets

Setup Organization

Configure company profile

Book Room

Schedule meetings & events

Settings

System preferences

My Bookings

Your upcoming spaces

Analytics

Usage & trends

Room and User Management

Create, edit, and manage rooms with capacity and amenities. Assign roles: Admin, Host, Receptionist.

Department & Token Management

Budget allocation and usage tracking so departments spend within clear limits.

Organization Settings & System Health

Google Calendar integration and preferences — with data integrity and maintenance in view.

Analytics & insights

Operational metrics security and HR already recognize

Illustrative operational signals — visitor volume, show rate, and punch health — styled like production desk dashboards.

7-day visitors

1,219

+8.4%

Show rate

91.2%

+2.1%

Live presence

−3 on site

Visitor volume (7 days)

Expected vs arrived

Punch throughput

Punch events / day

Architecture

How Apertio connects hardware to software

Readers stay the door and punch source of record. Apertio orchestrates identities, presence, and timesheets without putting secrets in the browser.

01
Hardware edge
Access readers and ACS doors at the edge — your existing hardware stays the source of record.
02
Apertio adapters
Server-side clients provision temp visitors and sync employee biometric users.
03
Domain services
Visit ACS on/off, PunchLog → DailyTimesheet, watchlists, and notification logs.
04
Portals & exports
Host, desk, employee, and admin surfaces — plus payroll-ready CSV handoff.

Next step

Ready to unify access operations?

Apertio is delivered with your access-management collaborators. Tell us about your sites and we will walk through Visit, Access, and Time on your hardware spine.

Talk to us