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Improved Visitor Management System
Proposal for Aduba Estate
By Temitiope Fawehinmi
Transforming Estate Security with Smart, Resident-Friendly Solutions
🏠 Enhanced Security • 📱 Digital Innovation • 👥 Resident Convenience
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Current Situation & Challenges
Current System: Manual Visitor Logbook
Visitors write: Name • Entry Time • Host's Name
Key Issues We're Facing:
- Low Compliance: Visitors skip or write incomplete information
- Extra Resident Work: Manual visitor confirmation required
- Guard-Visitor Tension: Conflicts during enforcement
- Weak Audit Trail: Poor records for security incidents
Solution Needed: Flexible, resident-friendly alternatives that improve compliance and security
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Approach 1: Digital Visitors Log System
How It Works:
- Pre-Approval: Residents register expected visitors via web portal
- Access QR/Code: Visitors receive QR code or entry code via WhatsApp/SMS
- At the Gate: Guard scans/enters code on mobile device
- Instant Notification: Host gets SMS/WhatsApp alert when visitor arrives
Key Benefits:
- Quick, paperless entry process
- No extra paperwork for residents
- Guards only verify/scan, reducing arguments
- Secure, timestamped digital records (Excel/PDF export)
- Scales well for larger estates
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Approach 1: Risks & Costs
Risks & Mitigation:
- Network Downtime → Offline mode + sync when online
- Resident Forgets Pre-Registration → Guard can log visitor on the spot
Investment Options:
Pilot (Google Form + Tablet): ₦80k – ₦120k
Custom App/Web Portal: ₦800k – ₦1.5M
Best For: Estates wanting detailed visitor tracking and scalable security
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Approach 2: Daily Access Code System
How It Works:
- Random Code Generation: System generates 4-6 digit code daily
- WhatsApp Distribution: Code auto-posted in official residents' group
- Guest Access: Residents share valid code with their guests
- Gate Verification: Guard verifies code + logs basic visitor info
Key Benefits:
- Very simple for residents: just forward a code
- Easy for visitors: no forms, no scanning
- Guards face less resistance
- Flexible frequency: daily or multiple times for higher control
- Fast, low-cost rollout
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Approach 2: Risks & Costs
Risks & Mitigation:
- Code Leakage → Codes expire after a few hours
- Unauthorized Entry → Guard still logs basic visitor info
- Group Misuse → Only verified residents in WhatsApp group
Investment Options:
Manual Pilot: ₦0 – ₦80k
Automated WhatsApp Bot: ₦150k – ₦300k
Hybrid (Codes + Digital Log): ₦700k – ₦1.2M
Best For: Estates wanting immediate improvement with minimal investment
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Side-by-Side Comparison
| Feature |
Digital Log System |
Daily Code System |
| Ease for Residents |
High (pre-register or auto-notify) |
Very High (just forward code) |
| Ease for Visitors |
High (scan QR or log on spot) |
Very High (say daily code) |
| Guard Workload |
Minimal (scan/enter data) |
Minimal (check code, write names) |
| Security Level |
High (detailed logs, notifications) |
Medium (depends on code secrecy) |
| Scalability |
Excellent for large estates |
Good for small-medium estates |
| Cost |
Medium–High |
Low–Medium |
| Deployment Speed |
1–2 months for full app |
Immediate (manual), 1–2 weeks (bot) |
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Strategic Recommendations
Short Term (0–3 months)
Implement Daily Code System
• Quick compliance improvement
• Minimal friction for residents
• Immediate cost savings
Long Term (3–12 months)
Transition to Digital Log
• Stronger security records
• Real-time notifications
• Future-proof scalability
Hybrid Option:
Best of Both Worlds:
Daily codes for general guests + Digital log for high-security visitors
(contractors, service providers, etc.)
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Conclusion & Next Steps
Key Benefits for Aduba Estate:
- ✅ Reduced risk and tension for security guards
- ✅ Minimal burden on residents
- ✅ Significantly improved compliance
- ✅ Better security audit trail
Recommended Path Forward:
Start with Daily Code System for immediate wins
Plan Digital Log System for long-term security excellence
Ready to Transform Our Estate Security?
Let's discuss implementation details and timeline