Automated Visitor Workflow – Demo POC

Every enterprise that manages physical visitor access hits the same set of problems sooner or later: How do you ensure that access is verified, documented, and frictionless?

This workflow replicates a critical slice of what Vistor Management companies handles every day — visitor validation and access control based on identity and intent. I created this demo to simulate how pre-registration, background check evaluation, and access status communication could work in an automated, scalable way using cloud-native tooling.

I worked on these visitor management and access workflows for enterprise clients like Delta Airlines, Atrium Health, and LendingTree as VectorFlow clients.

🛂 Why This Matters

Imagine this scenario: A visitor is scheduled to arrive at a secure facility. Before they can enter, the front desk needs to know:

• ✅ Their full name and date of birth
• ✅ Reason for visit
• ✅ Whether their background check cleared
• ✅ If they’re approved for entry — and when

Sounds familiar? That’s because these checks are foundational to PIAM (Physical Identity & Access Management) platforms. But what if we could automate it?

⚙️ How It Works

1. I send an email to a designated inbox with visitor details: name, DOB, license, reason, and date.
2. Zapier detects the email → extracts structured data → adds it to Google Sheets.
3. A Webhook is triggered → passes data to an AWS Lambda function.
4. Lambda simulates a background check → randomly allows/denies access.
5. Zapier picks up the result → updates Google Sheets → sends WhatsApp message with result.

📋 Real-Time Visitor Log

The Google Sheet automatically tracks:

• Visitor Info: Name, License, DOB
• Visit Date & Reason
• Background Check Result
• Time of Entry & Days Until Visit

📨 Security Notification

When access is granted or denied, security is notified instantly via WhatsApp (or other messaging service). That’s the kind of automation that scales with minimal manual intervention.

🔧 Tech Stack Breakdown

• Zapier (No-code glue): Automates data extraction and API calls.
• Google Sheets: Acts as a lightweight access log and scheduling tool.
• AWS Lambda: Stateless function simulating a background check.
• Webhook: Connects Zapier to Lambda securely.
• Twilio/WhatsApp API: Sends access status to security.

💡 Final Thoughts

This isn’t just a tech demo — it’s a mindset shift. Manual processes can be turned into seamless automations using cloud-native tooling and just a pinch of creative orchestration. Whether for pre-registered guests or ad-hoc visitors, this project shows how frictionless access is not only possible — it’s repeatable.