Gate passes for booking guests with SmartMy VMS
With SmartMy VMS in the same account, each outside guest listed on a booking gets a gate pass when the booking is confirmed. The pass runs from 30 minutes before to 30 minutes after the booking, with the booker as host. It follows the booking when it moves and is withdrawn when the booking is cancelled.
PLANSEvery planWith SmartMy VMS
The problem it solves
- Twenty guests arrive for a seminar and the guard has no list.
- The booker phones the gate each time a speaker is on the way.
- A meeting moves to the afternoon and the guests' passes still say the morning.
- After a cancellation, old passes still let people in.
How it works
- With SmartMy VMS in the same account, the link installs itself. The full booking form gets a list of Guests (Gate Passes).
- Add each guest on the booking: name and mobile, and the email and organisation if you have them.
- When the booking is confirmed, each guest gets a pass of the visitor type Facility Booking Guest, with the booker as host. It is valid from 30 minutes before the start to 30 minutes after the end. The pass is sent by email, and by WhatsApp or SMS from VMS where you have them.
- A guest added to a confirmed booking gets a pass at once. The booking's history notes to whom passes went.
- If the booking moves, the same passes take the new times and are sent again. If it is cancelled, rejected, moved out, released as a no-show or not paid in time, the passes are withdrawn.
- At the gate, the guard checks the guest in with the pass as for any visitor of SmartMy VMS.
Everything it does
Guests on the booking
- Name and Mobile: needed; Email and Organisation: optional
- Each line shows its Gate Pass and the pass status
- The list can be changed while the booking is a draft, waiting for approval or confirmed
- The booker sees the guests of their own bookings; the front desk and managers see all
The pass
- Visitor type Facility Booking Guest: no photo needed
- Valid from 30 minutes before to 30 minutes after the booking (fixed)
- Host: the booker; Entity: the booking's
- Issued only once the booking is confirmed; a booking waiting for approval or payment has no passes yet
- Re-issued with the same pass when the time changes, and sent again
How it reaches the guest
- By email when the guest has an email address
- By WhatsApp or SMS through the VMS pass message, from your message credits, where your provider is set up
- With no email and no WhatsApp or SMS, the pass is made but not sent: the gate still has it
Who uses it
Booker or front deskLists the outside guests with their mobile numbers on the full booking form.
GuestReceives the pass and shows it at the gate.
GuardChecks the guest in against the pass, as for any visitor.
Booker as hostIs named as the guest's host at the gate.
Where you use it
- Web: the Guests (Gate Passes) list on the full booking form
- SmartMy VMS: the passes, the gate and the visit records
- Not from the app or the quick office screens: guests typed there are names only and get no gate pass. The portal has no guests; add them with a mobile on the full booking form
- Not a pass for the booker or for staff attendees: only the outside guests on the list
What you control
Settings
- Visitor type Facility Booking Guest: made by the link; its VMS settings can be changed
- Pass window: 30 minutes before and after (fixed)
Approvals
- Facility booking: passes wait until the booking is approved and confirmed
Notifications
- The pass itself goes to each guest by email, and by WhatsApp or SMS from your message credits through SmartMy VMS
- The booker sees a line in the booking's history naming the guests whose passes were sent
Works with
SmartMy VMSNeeded for this page: the passes, the visitor type and the gate.
Questions
Can I add guests from my phone?
You can type guest names in the app, but those get no gate pass. Add each guest with a mobile number on the full booking form in the back office.What happens to the passes if the meeting moves?
The same passes take the new time, 30 minutes either side, and are sent to the guests again.Do guests get passes while the booking waits for approval?
No. Passes are issued when the booking is confirmed.Does a cancelled booking still let guests in?
No. Cancelling, rejecting or moving the booking out withdraws its passes.Related features
BOOKINGSAttendees, guests, calendar entries and private bookingsA booking says what it is for, how many come, who attends and which guests come from outside. Attendees get it in their SmartMy calendar, and a private booking shows to others only as Booked.APPROVALBooking approval, with escalation when nobody answersBookings that need a yes, such as the auditorium, wait for the facility's approvers while the time is held. If nobody answers in time, the facility managers are asked. If they do not answer either, the request is turned down, so a forgotten request never locks the time.BOOKINGSMoving and cancelling bookings, with late cancellations flaggedBookers move or cancel their own bookings in a couple of taps, and every move is checked again against the rules and other bookings. A cancellation inside the free cancellation time is flagged as late and can count towards a ban.PORTAL, OFFICE SCREENS AND APPOffice screens and the front desk's dayStaff book from the back office on the same simple screens as the portal and the app: cards, a facility's day and one short form. Approvers decide on one screen, and the front desk runs its day from a board of who is expected, inside, done or a no-show.
See it with your own rooms.
Tell us what you run: rooms, halls, courts, desks. We will show you a booking from request to check-out with your rules.