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Case 06 // Enterprise

E-PASS

An electronic pass management platform for industrial sites.

  • guest access
  • access control integration
  • web and mobile app

The cost of a mistake is safety and reputation. E-PASS is a reliable system where every access grant is justified and the process is fully under control.

“Vehicle pass” section in E-PASS: list of passes with approval statuses
01 — Problems

The problems our clients faced

  • 01

    No single request approval system

    • Requests are filed by hand (Excel, messengers, paper)
    • Time is lost on approvals
    • Approval across departments can take days
  • 02

    No visibility into request status

    • Guards and security services receive information late
  • 03

    No control over validity and number of passes

    • Contractor access is not limited by time, quotas or schedules
  • 04

    Security procedure violations

    • High risk of incidents and penalties due to weak internal control
02 — Scheme

A pass’s journey: from request to checkpoint

Isometric scheme of an industrial site: warehouses, truck parking and a checkpoint
  1. 01

    Contractor request

    The contractor submits a request via the web or mobile app.

  2. 02

    Office approval

    The request is routed automatically through the approval chain between departments.

  3. 03

    On-site control

    At the checkpoint the pass is checked for validity, against the blacklist and by plate number.

What the system checks
  • Approval
  • Validity period
  • Blacklist check
  • Plate number
03 — Comparison

Compared with the template approach

  • Request
    Typical process without E-PASS
    By hand, in Excel or Word
    E-PASS
    Via the web or mobile app
  • Approval
    Typical process without E-PASS
    By email, phone, paper
    E-PASS
    Automatic routing between departments
  • Pass validity
    Typical process without E-PASS
    None
    E-PASS
    Configured and enforced
  • Transparency
    Typical process without E-PASS
    Not maintained
    E-PASS
    Full history and status in the system
  • API integration with access control and security systems
    Typical process without E-PASS
    None or manual
    E-PASS
    API integration with access control and security systems
  • Automatic analytics and report export
    Typical process without E-PASS
    Manual or missing
    E-PASS
    Automatic analytics and report export
04 — Rollout

E-PASS rollout at Embamunaigas JSC

Flare stack at an oil production site
Every request follows a clear approval route, with no manual workarounds. E-PASS has become part of the company’s industrial safety system.
Robosoft teamRollout results
Site

Oil production sites, Atyrau region

Full digitisation of contractor access

Delivered
  • Temporary pass approval system
  • Integration with access control and Active Directory
  • AI face recognition at checkpoints
  • Attendance and violation reporting
pass processing time
2 days → 3 h
access violations
−70%
employees and contractors
2,500+
05 — Pass

Pass generation and verification

Every approved pass gets a QR code: the checkpoint guard scans it and instantly sees the organisation, vehicle, validity period and who approved the access.

Illustration: a person scanning a pass QR code on a smartphone screen
Pass No. АТС-2024-09342
for motor vehicles
Approved
OrganisationGlobal Logistics Partners LLP
Vehicle makeNISSAN PATROL (UNGS)
Plate numberB738MK02
Validfrom 14 June 2025 to 15 June 2025
SiteBatys Oil Service OGPD: Kenkiyak field
Approved byImangaliyev S.K., 14-09-2024, 08:45
DriverZhaksylykov T.N., 8503••••••22
Services in this project
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