Platform features
Smart Visitor & Booking Management Features
One powerful platform — smart visitor management, AI booking management, and platform intelligence — designed for any industry.
Digital Check-in Kiosk
Replace your paper sign-in book with a touchless digital kiosk. Visitors and clients enter their details — all captured instantly.
- Photo capture on check-in
- Custom form fields per company
- Touch-optimised UI for tablets
- Offline mode with sync
QR Code Badges
Every visitor or client receives a unique QR badge — printed or digital. Staff can scan to verify identity anywhere in your premises.
- Instant badge generation
- Print or email badge
- Custom badge templates
- Expiry time controls
Host Notifications
The moment a visitor arrives, their host is notified by email. Hosts can acknowledge or redirect from their phone — no app download required.
- Instant email alerts
- Host acknowledgement flow
- Escalation if no response
- Custom notification templates
Pre-registration
Hosts invite clients or guests before they arrive. Visitors complete registration at home and walk in — no queue, no friction.
- Branded invite emails
- Pre-fill guest details
- Expected arrival time
- QR code in invite
Compliance & Consent
Collect digital consent signatures, health declarations, or any custom document at check-in. All records are stored and searchable.
- Custom document upload
- Digital signature capture
- Timestamped audit trail
- GDPR-ready data handling
Reports & Audit Logs
Full visitor history with filters by date, host, company, and status. Export to CSV for compliance reporting in seconds.
- Date-range filtering
- CSV & PDF export
- Occupancy reports
- Per-host analytics
Smart Visitor Autocomplete
Search past visitors by name, email, or phone. Click a result to pre-fill the form instantly — perfect for repeat clients.
- Live search across all past visitors
- Pre-fill with one click
- Works on admin and kiosk form
Custom Visitor Fields
Tailor the visitor form to your compliance requirements. Add NRIC, car plate, or any custom field — toggle what you don't need.
- Add unlimited custom fields
- Toggle built-in fields on/off
- Mark any field as required
- Values stored in visitor record
Interactive Booking Calendar
A beautiful calendar with month, week, and day views. Book appointments or resources in two clicks from any device.
- Month / week / day views
- Drag-to-select time slots
- Colour-coded by resource
- Mobile responsive
Recurring Bookings
Schedule weekly sessions, monthly appointments, or any repeating pattern once. VIROMS handles recurrence with iCal RRULE support.
- Daily / weekly / monthly recurrence
- Edit single or all occurrences
- End-date or occurrence count
- Conflict-aware creation
Smart Conflict Detection
Our availability engine checks every booking against existing reservations, capacity rules, and business hours in real time.
- Real-time availability API
- Lead-time enforcement
- Business hours constraints
- Buffer time between bookings
Service Catalog
Define the services or packages you offer with duration and pricing. Staff select the right service when creating a booking — auto-fills end time.
- Service name, price & duration
- Auto end-time from duration
- Set up during onboarding
- Manage via Admin → Resources
Utilisation Analytics
See exactly which resources and time slots are under- or over-used. Make data-driven decisions about your layout and policies.
- Occupancy heatmaps
- Peak hours analysis
- No-show tracking
- Export reports
Resource Management
Define resources with capacity, amenities, floor, and building. Staff and clients filter by what they need before booking.
- Amenity tagging
- Capacity limits
- Floor & building metadata
- Photos per resource
Resource Photos
Attach a photo to every resource. Staff and clients see exactly what they're booking — layout, equipment, and ambience — before confirming.
- Photo per room, station, or desk
- Shown in booking selection screen
- Set via Admin → Resources
Booking Rules
Configure lead times, max advance booking window, business hours, and approval workflows to match your policies.
- Min booking lead time
- Max advance booking days
- Business hours enforcement
- Approval workflow for bookings
Calendar Sync
Two-way sync with Google Calendar and Microsoft Outlook. Bookings appear in your calendar; external events block VIROMS slots.
- Google Calendar sync
- Microsoft Outlook sync
- Real-time two-way updates
- iCal (.ics) export
Zoom & Teams Ready
Paste your Zoom or Microsoft Teams link when booking. It appears in confirmations, calendars, and the booking detail.
- Zoom & Teams link support
- Shows in confirmation emails
- Appears in calendar event
- No extra setup required
AI Session Minutes
Record live audio and VIROMS AI transcribes and summarises the session instantly — then emails the minutes to the organiser.
- Browser microphone recording
- AI transcription & summary
- Emailed to organiser
- Stored in booking record
Beyond core modules, every VIROMS workspace comes with AI, enterprise security, multi-language support, and developer tools built in.
AI Assistant
Ask VIROMS to book a resource, register a visitor, or check availability — all in plain language. No forms, no navigation.
- Natural language booking & visitor registration
- Live availability lookup
- Works across all industries
- Use your own Claude or Gemini API key
Multi-language Interface
The full VIROMS interface — dashboard, kiosk, and emails — is available in three languages with per-user preference.
- English (default)
- Bahasa Malaysia
- Simplified Chinese (简体中文)
- Locale persists across sessions
Passwordless OTP Login
Staff can sign in with a one-time code sent to their email — no password to remember, share, or reset.
- 6-digit code via email
- 10-minute expiry, 5-attempt limit
- Rate-limited (3 requests / 10 min)
- Works alongside password login
Light & Dark Theme
A system-aware theme engine that respects the user's OS preference and remembers manual overrides.
- Light, dark, and system modes
- Smooth CSS variable transitions
- Covers dashboard, kiosk & auth screens
- Per-user localStorage persistence
Enterprise Security
Rate limiting, account lockout, security headers, and input sanitisation — hardened for production from day one.
- CSP, HSTS, X-Frame-Options headers
- Account lockout after 5 failed attempts
- In-memory sliding-window rate limiter
- SHA-256 API key storage
SSO / SAML Integration
Enterprise teams can authenticate via their corporate identity provider — Okta, Azure AD, Google Workspace, or any SAML 2.0 IdP.
- SP-initiated SAML 2.0 flow
- Auto-provision SSO users
- Per-tenant IdP configuration
- Available on WORKSPACE plan
Guided Onboarding Tour
First-time users are walked through the platform with an interactive step-by-step overlay — no training sessions needed.
- 6-step interactive walkthrough
- SVG mask cutout highlights
- Skippable, resumable any time
- Completion stored in browser
Developer API & Webhooks
Build integrations with the REST API or subscribe to real-time events via HMAC-signed webhooks.
- Bearer token authentication
- GET /api/v1/visitors & /bookings
- Webhooks for visitor & booking events
- HMAC-SHA256 payload signing
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