A digital pass system to manage visitor flow, approval, and service efficiency for the Nursing and Midwifery Department,

The Nursing and Midwifery Department, under the Ministry of Health, handles hundreds of visitors daily — from service recipients to officials and health professionals. However, the traditional system of managing visitors was manual, slow, and lacked accountability. There was no way to track who was coming, for what purpose, or how long approvals were taking.

To resolve these issues, Inflack designed a full-featured ePass Management System that digitizes the visitor registration and approval process — from request to entry. Built for ease of use and speed, the system streamlines stakeholder collaboration, automates visitor approvals, and allows faster access to services without queues or confusion.

Client / Project Context

When we began the project, one of the biggest challenges was understanding the approval chain, identifying responsible officers, and getting stakeholder coordination. There was no clear system to track incoming visitors, and staff were overwhelmed with paper-based logs and unclear communication.

Through deep analysis and discussions, our team implemented a centralized, online pass request system that not only connected all key personnel, but also made each stakeholder accountable for daily pass approvals and management. This optimized daily workflows and significantly reduced service delays for both the department and the public.

Challenges

  • Manual entry and approval of visitor passes
  • No unified database to track repeated visitors
  • Long wait times for pass approval
  • Poor coordination between appointing officers and gate staff
  • No identity verification for visitors
  • Difficulty assigning digital responsibilities to the right people

Our Solution

Inflack developed a mobile-first, admin-driven ePass system with real-time notification, approval workflow, and smart hardware compatibility. The system runs across mobile devices and desktop, and supports Bluetooth printing and RFID-based access.

🔐 Key Features:

  • Online ePass Workflow
    • Visitor registration
    • Officer appointment selection
    • Visitor submits pass request
    • Assigned officer approves the pass
    • System sends approval via SMS/email
    • Visitor presents e-pass at the gate
  • Smart Visitor Management
    • Repeat visitors can be searched by mobile number
    • Previously submitted documents auto-loaded
    • Visitors tracked with in/out summary
  • Admin Dashboard
    • Unlimited user creation
    • Visitor list with status and logs
    • Pass approval tracking
  • Hardware Support
    • Bluetooth printer integration for physical pass printouts
    • RFID-ready for future upgrades
    • Designed for fast, secure entry flow
  • User Experience
    • Clean and intuitive native mobile interface
    • Minimal training required for staff
    • Accessible from any device

Impact / Results

  • Faster Pass Approvals – Requests are now approved in minutes instead of hours.
  • No Waiting Queues – Visitors receive SMS/email with pass confirmation before arriving.
  • Improved Accountability – Each officer is responsible for approving their own visitors.
  • Visitor Tracking – All entries and exits are recorded in the system.
  • Better Service Delivery – The department serves more people in less time, without confusion.
  • Hardware-Ready – Bluetooth printer and RFID compatibility make future upgrades seamless.