Vadilal Industries Visitor Management System Case Study

How Vadilal Industries Cut Visitor Check-In Time by 73% With VizMan

Summary

 

Vadilal Industries, a top ice cream manufacturer in India, struggled with long waits at their Ahmedabad production facility. Because they logged every guest by manual register, suppliers waited anywhere from 8 to 12 minutes when traffic was heavy. So we brought in VizMan - streamlining visitor check-in, badge printing, host notifications, and compliance tracking. Just 3 months later, entry time fell to just over 2 minutes per person, reports of security issues jumped nearly two-thirds, and daily visitor capacity rose 40%, even though no extra front-desk workers were hired.

 

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Client Snapshot

 

• Industry: Food Manufacturing (Ice Cream Production)
• Location: Ahmedabad, Gujarat, India
• Visitor Profile: Suppliers, distributors, quality auditors, government inspectors, corporate guests
• Website: vadilalgroup.com

Vadilal operates a high-traffic facility requiring strict Food Safety and Standards Authority of India (FSSAI) compliance and visitor traceability for food safety audits. Peak visiting hours between 9 AM and 11 AM saw queues stretching into the parking area.

 

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The Challenge

 

Despite being a modern enterprise, Vadilal’s Visitor Management System was still heavily dependent on manual logbooks, resulting in:

 

• Poor visitor experience due to long queues and handwritten forms
• Security concerns from unauthorized entries and lack of ID verification
• Inefficiencies in check-in, tracking, and approvals
• High error rates due to illegible handwriting or incomplete information
• No real-time tracking of visitor movements within the premises
• Lack of actionable analytics for decision-making

On our initial trip to Vadilal’s reception area, we saw 3 supplier representatives standing around for nearly 11 minutes just to get badges taped to their shirts. The guard at the desk was stuck handling calls, flipping through a visitor register book, plus responding to radio alerts while people piled up behind him.

 

The site saw about 127 visitors daily on average. To check-in, guests had to complete a physical register instead of using digital forms, scan their official ID, contact the hosting team through landline calls, then write name tags by hand before sticking them on clothes. A typical entry took around 8.4 minutes. But every month during review periods, wait times jumped up to 12 minutes per person.

 

Guests often missed scheduled meetings because reception couldn't locate the right host contact. Miscommunication dragged things out, given most vendors used Gujarati but paperwork came in English. Vadilal’s food safety rules meant guest records had to include when people arrived, left, where they went, and also why they were there. Handwritten sheets frequently ended up hard to read or skipped key details.

 

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Objectives

 

Vadilal Industries wanted to:

 

• Streamline visitor check-in and check-out processes.
• Strengthen security with ID and OTP verification.
• Enable real-time tracking of visitor movements.
• Reduce administrative workload and errors.
• Gain actionable insights from visitor data.
• Provide a modern, professional visitor experience.

We established five goals with Vadilal's operations and security teams:

 

• Reduce average check-in time to under 2.5 minutes (from 8.4 minutes).
• Achieve 100% visitor data completeness for FSSAI audit compliance.
• Eliminate host search delays by implementing instant SMS and WhatsApp notifications.
• Support multilingual check-in (English, Hindi, Gujarati).
• Increase daily visitor capacity to 180 without additional reception staff.

 

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Time Savings Calculation

 

 

Labor savings per visitor:

 

• Old process: 8.4 minutes per visitor.
• New process: 2.1 minutes per visitor.
• Time saved: 6.3 minutes per visitor.

Monthly calculation (based on 127 visitors/day × 26 working days):

 

• 3,302 visitors/month × 6.3 minutes = 20,803 minutes saved (347 hours)

Vadilal's Security Head, told us: "VizMan meets all our requirements and works smoothly on both mobile and web. It has significantly improved our efficiency, and the support team has been excellent."