The rapid digital transformation of educational institutions necessitates intelligent systems that enhance visitor experience and streamline administrative processes. This paper presents a Smart Visitor Authentication and Query Handling System that integrates Artificial Intelligence (AI), Natural Language Processing (NLP), and Machine Learning (ML) to automate visitor interaction and information retrieval on college campuses.

The system enables both text and voice-based queries through a web or kiosk interface, allowing users to request real-time information such as staff details, department locations, or event schedules. It employs AI-driven authentication for secure visitor verification and maintains an administrator-updatable knowledge base to ensure accuracy and scalability.

The prototype, developed using Python and Flask, achieved an intent recognition accuracy of 92% and user satisfaction of 95%. This hybrid AI solution significantly reduces administrative workload, improves accessibility, and establishes a continuous, secure, and interactive communication channel within college premises.

The paper further discusses system architecture, implementation results, and the future scope of integrating facial recognition, multilingual support, and predictive analytics to create a fully autonomous smart campus ecosystem.

Keywords—visitor management system; QR code; campus security; appointment scheduling; real-time communication; MERN stack; digital visitor pass; web application