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Visitor Handling

The Visitor Management module in Otalio is a comprehensive solution designed to handle all aspects of managing individuals who are neither passengers nor crew members, such as contractors, vendors, corporate employees, inspectors, and day visitors. Its primary purpose is to ensure that every visitor is properly registered, tracked, and integrated into the ship’s operational and security environment.

Core Purpose

The Visitor Management module is designed to manage non-passenger individuals such as contractors, vendors, corporate staff, inspectors, or day visitors who come aboard. It ensures that their data is properly captured, monitored, and synchronized with security, gangway control, and compliance systems

Visitor Registration & Profiles

Each visitor receives a profile that contains their personal details, including name, identification documents, company affiliation, and the duration of their visit. These profiles also include the necessary documents, access rights, and validity dates. Within the system, visitors are treated as a separate account type, which makes them distinct from passengers and crew

Integration with Security & Gangway

Visitor Management is directly integrated with Gangway Security. All visitor movements on and off the ship are logged in real time, ensuring that only authorized visitors are allowed to board. Access rules are automatically enforced, while manual override logging exists for exceptional cases. This close connection means that visitor information also feeds into safety systems such as muster lists, drills, and immigration compliance

Access & Privileges

Visitors can be granted specific access permissions, such as entry to technical areas, conference rooms, or supervised zones. Temporary badges or passes are issued and logged within the system, and access levels are determined by role-based access control, so that different visitor categories—such as vendors or inspectors—receive predefined permissions

Financial & POS Integration

In cases where visitors make use of onboard services, the module links their accounts with the financial and POS systems. This allows them to be assigned discount templates, credit limits, or allowances when required, for example in the case of corporate visitors or vendors. Their consumption can be tracked in a similar way to passengers, although typically with more limited scope

Compliance & Immigration

The Visitor Management module integrates seamlessly with immigration and e-immigration processes. All visitor data is automatically included in compliance reporting, which ensures accurate and timely submissions to port and border authorities. Complete logging and audit trails are maintained, making it possible to demonstrate that every visitor has been properly documented

Reporting & Monitoring

The system provides centralized reporting for both shipboard staff and headquarters. At any given moment, operators can see who is on board, review visitor histories such as which ships they have boarded and when, and access compliance audits needed for inspections. This creates a clear overview of all visitor activities

Otalio’s Visitor Management module ensures that every non-passenger on board—whether a contractor, vendor, inspector, or corporate guest—is seamlessly registered, monitored, and controlled throughout their visit. By combining detailed visitor profiles with integrated gangway security, role-based access privileges, and financial tracking, the system guarantees that all activities are transparent and compliant with immigration and safety regulations. Real-time reporting and synchronization with headquarters provide operators with complete oversight, so that no visitor is ever unaccounted for. In short, Otalio delivers a secure, compliant, and efficient way to handle all visitor interactions on board.

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Otalio GmbH

Mattentwiete 6

20457 Hamburg, Germany

V2.251009

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