VMS (Visitor & Fleet Management System)
A B2B platform processing 50000+ visitors monthly across 3 enterprise deployments, reducing average check-in time from 4 minutes to 45 seconds
VMS is a multi-tenant B2B SaaS platform that helps organizations manage visitor operations and fleet activities from one centralized system. It brings together visitor pre-registration, self-service kiosk check-in, badge issuance, blacklist screening, trip approvals, gate pass handling, vehicle monitoring, and reporting into one role-based experience.
Built for enterprises, corporate offices, industrial facilities, and multi-location organizations, the product supports teams that need security, compliance, operational efficiency, and real-time visibility.
The platform is already adopted by 3 businesses and is helping secure long-term contracts.
View live product: ” https://vms.shapeventures.net/ ”
** Note: The live product is subscription-based for business clients. The preview link offers limited access to selected product functions. **
Client: Shape Ventures
Product Type: B2B SaaS
My Role: Product Designer
Platform: Web + Kiosk
Snapshot
What I worked on
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- End-to-end product design for Visitor Management and Fleet Management
- Role-based dashboards and operational workflows
- Self-service kiosk experience
- Admin controls for multi-tenant configuration
- Reporting, approvals, and security-focused UX
Core focus
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- Reduce operational friction
- Improve visibility and control
- Make a complex enterprise system feel intuitive
The Problem
Organizations often manage visitors and fleet operations through manual processes or disconnected tools, which creates friction across security, administration, and operations.
During discovery, I found specific pain points that shaped the design direction:
Objective
The goal was not just to digitize tasks.
It was to design a system that could support high-control enterprise workflows while staying clear and usable for multiple user types, from reception staff and security teams to managers, admins, and visitors using kiosks.
The Challenge
The biggest UX challenge was breadth.
VMS was not a single-flow product. It was a platform with multiple interconnected modules:
- Visitor pre-registration
- Walk-in registration
- Self-service kiosk check-in
- Badge printing and QR scanning
- Blacklist checks and compliance logging
- Fleet request and approval workflows
- Driver and vehicle management
- Security gate operations
- Reporting and exports
- Admin settings and feature toggles
My Role
As Product Designer, I led the UX for complex operational workflows across visitor check-in, self-service kiosk, fleet management, dashboards, and admin controls; focusing on clarity, speed, and scalable system design.
Users
The platform served multiple user groups inside the same organization:
A key design principle was to make the experience role-aware, so users only see what is relevant to them.
Research & Discovery
Because VMS is a complex B2B platform, discovery focused on understanding operational workflows, stakeholder goals, and business constraints. I worked with the team to map user roles, identify bottlenecks, clarify approval dependencies, and define security and compliance requirements.
Key research insights
Rather than treating findings abstractly, I connected each insight to a design decision:
Feature Prioritization
The platform included a broad set of requirements, so prioritization was important. I helped identify which workflows carried the highest operational value and should be emphasized in the core product experience.
Priority workflows included:
- visitor pre-registration and check-in
- self-service kiosk flow
- blacklist and ID verification
- trip request and approval
- vehicle and driver assignment
- role-based dashboards
Design Approach
- Key Design Principles
- Solution Highlights
- Key Workflows
I approached the platform as a set of operational surfaces rather than one large admin panel.
Key Design Principles
- Clarity over feature overload : Show only what matters for the current task – hide complexity until needed.
- Speed for high-frequency workflows: Especially for reception, kiosk, and gate operations.
- System visibility at all times: Users need to know what’s active, approved, blocked, or pending.
- Security built into the flow: Security checks should feel seamless, not disruptive – no extra steps, no popups to dismiss.
- Structured configuration: Admin flexibility without making the system feel technical or messy.
Solution Highlights
Key Workflows
These are the main workflows I designed and refined
- Visitor pre-registration
- Walk-in and returning visitor check-in
- Self-service kiosk flow
- Blacklist validation during check-in
- Trip request and approval
- Vehicle / driver assignment
- Gate pass verification
- Mileage tracking and trip closure
- Reporting and exports
- Admin configuration and feature managemen
User flow diagram — Visitor check-in flow
User flow diagram — Self-service kiosk flow
User flow diagram — Fleet request flow
Starting the design
- Platform Architecture
- Wireframes
- Key Mockups
- Accessibility
Information Architecture
The information architecture shows high-level overview of the platform structure, showing how visitor management, fleet operations, and administrative controls are organized within a unified system.
Wireframes
Early low-fidelity wireframes explored layout, structure and main flows. Based on usability testing insights, key screens were refined that improved clarity, hierarchy, and usability.
Key Mockups
Product Preview
View the live product here : https://vms.shapeventures.net/
**Note: Access is limited because the product is available only to subscribed business clients. The preview link offers limited access to selected product functions. **
Accessibility Considerations
To make the app inclusive and compliant with WCAG 2.1 standards, I focused on:
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Color & Contrast: Ensured sufficient color contrast and avoided relying on color alone to convey information (WCAG 1.4.3).
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Text & Readability: Used scalable, legible fonts with clear hierarchy to support users with visual or cognitive impairments (WCAG 1.4.4, 3.1).
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Screen Reader Support: Included text labels and alt text for non-text elements to enhance compatibility with assistive technologies (WCAG 1.1.1, 4.1.2).
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Touch & Navigation: Maintained large touch targets and simple, consistent layouts to support easy navigation for users with motor or cognitive limitations (WCAG 2.5.5, 2.4.6).
Outcomes
VMS helped turn fragmented operational processes into a centralized system with stronger control and better usability.
Product Impact
UX Impact
Going Forward
- Takeaways
- Next steps
What I Learned
This project taught me how to design enterprise software that works in operational reality, not just in prototypes.
Key takeaways
- Speed matters more than perfection. Security teams need quick, confident actions; not extra confirmation steps.
- Too much flexibility confuses users. Simplifying settings by use case made setup faster and clearer.
- Show only what’s relevant. Hiding irrelevant info by role made the system feel easier to use instantly.
- Always make status visible. Users trust the system when they can see what’s pending or blocked at a glance.
Next Steps
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Mobile app for on-the-go fleet and visitor management
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Deeper integrations with HR systems, access control hardware
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Advanced analytics and forecasting for facility planning
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