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Embassy Management System

Your Data. Your Servers.
Complete Control.

Built for embassies and diplomatic missions. Self-hosted infrastructure means your sensitive data never leaves your control. Your one stop shop.

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Trusted by the Indian Embassy

600+ active users • 1,500+ event check-ins

Independently Audited for Security

Verified free from OWASP Top 10 and SANS 25 vulnerabilities

Production-Proven System

Built by Vivid Verse Global

Why Self-Hosting Matters for Diplomatic Missions

Complete Data Sovereignty
Your event data, attendee information, and sensitive documents stay exclusively on your infrastructure. No third-party cloud storage. No data transfers across borders.
Meet National Compliance Standards
Satisfy your country's data protection laws and diplomatic security requirements. Full audit trails and access controls built for government accountability.
Infrastructure You Control
Deploy on your own servers or private cloud. Scale resources as needed. Complete visibility into where your data lives and who can access it.

Everything You Need to Manage Diplomatic Missions

Modern security intercom and access control system

Multi-Role Access Control

Three distinct user types with granular permissions ensure the right people have the right access. Separate interfaces for attendees, administrators, and security personnel streamline operations without compromising security.

Key Capabilities
  • USER role for event attendees and applicants
  • ADMIN role for event coordination and approvals
  • SECURITY role for check-in verification and document review
  • Granular permission controls per role
Event registration desk with conference materials and name tags

Flexible Event Access Levels

Create events with precisely the right level of access control. From public embassy celebrations to private diplomatic briefings, manage guest lists and approvals with ease.

Key Capabilities
  • OPEN events for public access (cultural celebrations, announcements)
  • APPROVAL events requiring admin review (visa appointments, consular services)
  • PRIVATE events with invitation-only access (diplomatic meetings, classified briefings)
  • Pre-approval whitelists for expedited access
Hand scanning QR code with smartphone for contactless check-in

Contactless Security Verification

Generate secure QR codes automatically for approved attendees. Mobile scanner app enables security personnel to verify credentials instantly, track attendance, and maintain real-time logs of who's on premises.

Key Capabilities
  • Automatic QR code generation for approved guests
  • Mobile scanner app for iOS and Android
  • Real-time attendance tracking and logs
  • Document verification integration (passport, national ID)
Calendar pages showing appointment scheduling and time management

Comprehensive Appointment System

Streamline appointment scheduling with three distinct appointment types tailored for diplomatic operations. Users submit appointment requests through custom forms, administrators review and approve appointments, and private appointments can be created directly for VIP guests and diplomatic personnel.

Key Capabilities
  • Form-based appointment applications with custom data collection
  • Admin review and approval workflow for standard appointments
  • Private appointment creation for VIP and diplomatic personnel
  • Calendar integration with availability management
Business planning cycle chart with pencil for workflow management

Streamlined Application Review

Review event applications efficiently with bulk actions, detailed applicant profiles, and automated email notifications. Built-in appeals system ensures fair process and maintains diplomatic transparency.

Key Capabilities
  • Application review queue with filtering and search
  • Bulk approve/deny actions for efficiency
  • Appeals system with status tracking
  • Automated email notifications at each stage
Digital checklist on tablet with stylus for form building

Custom Data Collection Forms

Build tailored registration forms for any event type without writing code. Eight field types cover everything from basic contact info to document uploads. Send invitations, collect responses, and export data in seconds.

Key Capabilities
  • Drag-and-drop form builder with 8 field types
  • Custom fields for specific data collection needs
  • Form invitation system with unique RSVP links
  • Response analytics and CSV export
Analytics dashboard displaying graphs and charts on screen

Event Insights & Attendance Tracking

Monitor event registrations, approval rates, and attendance patterns in real-time. Track check-ins as they happen and generate reports for security briefings or diplomatic reporting requirements.

Key Capabilities
  • Real-time event registration dashboard
  • Attendance tracking with check-in/check-out logs
  • Application approval rate analytics
  • Exportable reports for official records

Built for Security. Designed for Reliability.

Independently Verified Security

EMS has completed Web Application Vulnerability Assessment and Penetration Testing by Auriseg Optimum Security.

Our system has been declared free from OWASP Top 10, SANS 25, and other known vulnerabilities—safe for hosting sensitive diplomatic data.

Modern, Enterprise-Grade Architecture

Built with React 19, TypeScript, and Convex serverless backend.

Industry-standard security practices including encrypted data transmission, secure authentication, and comprehensive access logging.

Instant Updates Across All Devices

Changes sync in real-time across all connected clients. When security checks someone in, admins see it instantly.

When an application is approved, the applicant receives their QR code immediately. No delays, no refresh required.

Audited by Auriseg Optimum Security

Deploy Your Way

Self-Hosted
Complete Control
  • Deploy on your own infrastructure
  • Data stays within your jurisdiction
  • Full control over updates and maintenance
  • Meet strict diplomatic security requirements
  • One-time licensing with source code access
Host EMS on your own servers or private cloud infrastructure. We provide the complete source code, deployment documentation, and technical support. Your data never touches external servers.
Managed Hosting
We Handle the Infrastructure
  • Vivid Verse Global manages hosting and updates
  • Automatic backups and security patches
  • 24/7 monitoring and support
  • Scalable infrastructure as your needs grow
  • Focus on events, not server administration
Let us handle the technical details while you focus on your mission. We deploy EMS on secure, isolated infrastructure with geographic options to meet your data residency requirements.

Not sure which option is right? We'll help you evaluate your requirements and choose the deployment model that meets your security, compliance, and operational needs. Contact us to discuss your specific situation.

Coming Soon

Future Enhancements

We're continuously improving EMS with cutting-edge features to enhance security and communication.

Biometric Authentication
In Development
Advanced fingerprint and facial recognition systems for enhanced security at check-in points. Biometric verification will provide an additional layer of authentication for high-security diplomatic events and restricted areas.
  • • Fingerprint scanning integration
  • • Facial recognition check-in
  • • Multi-factor biometric authentication
  • • Secure biometric data storage
Internal Communication Hub
In Development
Secure, encrypted messaging system for real-time communication between embassy staff, security personnel, and event coordinators. Streamline coordination during events with instant notifications and group channels.
  • • End-to-end encrypted messaging
  • • Role-based chat channels
  • • Real-time event coordination
  • • File sharing and attachments
All Language Support
In Development
Make your app completely international by supporting any language. Provide seamless experiences for diplomatic staff and guests from around the world with automatic translation and localization.
  • • Multi-language interface support
  • • Automatic content translation
  • • Right-to-left (RTL) language support
  • • Localized date, time, and number formats

Experience EMS in Action

Try the full system free for 48 hours. No credit card required. See firsthand how EMS simplifies event management while keeping your data secure.

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Trusted by the Indian Embassy • Independently Security Audited