Daily help register with standing gate passes
Every maid, cook and driver is on one register with photo, ID and the flats they work for. The office checks each person before issuing a standing gate pass, and can block someone across the society with a reason.
PLANSEvery plan
The problem it solves
- A new maid starts work in three flats before anyone at the office has seen her ID.
- The guard knows the regular helpers by face, until a new guard joins.
- A helper dismissed by one flat for theft keeps coming in to work at others.
- Each flat keeps its own list, so the same cook is written down four times with four spellings.
How it works
- A resident adds their help on the Daily help page or in the app. They give the mobile, name, the kind of work, the days and the expected hours. If the society already knows that mobile, the same person is linked to the flat.
- The person shows under Visitors > Residents > Homes and People > Daily Help with the filters Not verified and No gate pass. The resident sees Waiting for the office to verify.
- The office opens the record, adds the photo, the ID proof and its number, Verified On and a note, and clicks Issue gate pass.
- The helper gets one standing pass with a QR and a passcode. Its days and hours follow the flats they work for.
- Until the pass exists, the guard sees the helper in the Expected list marked Not verified, with Do not let in: call the society office.
- If a helper must be stopped, the office clicks Block with the reason. The pass is cancelled and every flat they work for is told.
Everything it does
The record
- Name, Mobile (both needed), Photo and Type
- Verification: ID Proof, ID Number, Verified On (the police or background check date) and a note
- Works for: one line per flat, with the days (Monday to Saturday to start with), Expected Check-in and Expected Check-out
- Presence: inside now, last in, last out
- One person, one record: the mobile finds a helper who already works in another flat
Types of work
- A list the society keeps under Visitors > Configuration > Gates and Visitors > Daily Help Types
- Starting list: Maid, Cook, Driver, Nanny, Car Cleaner, Gardener, Housekeeping, Pantry, Maintenance, Other
- Rename, add or switch off; the resident portal and app offer exactly the active ones
The gate pass
- Issue gate pass makes one recurring pass with a passcode and a QR, valid for a year, any number of entries
- New gate pass replaces a lost one; the old code stops working
- The pass follows the flats: a name, mobile or type change, or a flat's new days or hours, updates it
- Blocked: the pass is cancelled; Unblock and issue a new pass to allow them again
- Issue gate pass is the office's act: Verified On is a record, and the button does not demand it
NFC cards
- Where you use them, a helper can tap an NFC card instead of showing the QR; the same tap checks them in, then out
- Reception writes the cards from the app; the card serial is kept as NFC Card Serial
- Needs NFC cards and a phone that reads them: tested with you before go-live
Lists
- Filters Active, Blocked, Not verified, No gate pass and Archived; group by type or status
- The flat form has a Daily Help tab
- The society keeps an entry log only; it does not record attendance for pay
Who uses it
ResidentAdds their help with the days and hours, and sees whether the office has verified them.
Society officeVerifies each person, issues and replaces passes, blocks and unblocks.
CommitteeSets the society's rule on verification and reads who works where.
GuardLets in helpers with a pass, and stops anyone not verified or blocked.
Where you use it
- Web: Visitors > Residents > Homes and People > Daily Help and Visitors > Configuration > Gates and Visitors > Daily Help Types
- Web: the resident portal, Daily help, Add daily help
- The Resident app: Add daily help (built and in testing, not in the app stores yet)
- Web: the gate screen and the guard page; the Guard app (built and in testing, not in the app stores yet)
- Not a police check: the office records the verification it did; the product does not run one
What you control
Settings
- Daily Help Types: the starting list of ten, yours to change
- Days for a new flat line: Monday to Saturday
- Daily Help Only in Their Hours: off; see Daily help in and out
Approvals
- No approval chain: the office's Issue gate pass is the check
Notifications
- Flat: Daily Help In / Out: to the residents of every flat the helper works for when the office blocks them, with the reason. By app push, email and in-app
- Each person can switch off a channel, such as email, for themselves; in-app notices always arrive
Questions
Can a resident add a helper who starts tomorrow?
Yes. The helper is on record at once. The guard cannot let them in on that record until the office verifies them and issues the gate pass.Our cook works in four flats. Is she on the register four times?
No. The mobile number finds her, and each flat is a line on one record, with its own days and hours.What happens when the office blocks someone?
Their pass is cancelled, the guard refuses them with "blocked by the society office", and every flat they work for is told why.Does the product verify ID with the police?
No. The office records the ID proof, its number, the date it checked and a note. The check itself is done the way your society already does it.Is the daily help register in Starter?
Yes. The register, verification, standing passes and blocking are in every plan of SmartMy Society.Related features
DAILY HELPDaily help in and out, usual hours and pausesThe flat hears when its help comes in and leaves. The guard sees each helper's usual hours for the day. The society can let helpers in only around those hours and tell the flat when they are late or stay long. Residents pause their help for a holiday.GUESTS AND PRE-APPROVALRecurring passes for regular visitors and vendorsA tutor, a nurse or a water-can vendor who comes on set days gets one pass for those weekdays, hours and gates. The gate checks the day and the hour each time, and the flat hears when they come and go.FLATS AND RESIDENTSTowers, flats and resident loginsSet up your towers and flats once, add the owners, tenants and family of each flat, and give every resident a login of their own. Each resident sees only their own flat.GATE, GUARDS AND KIOSKGuard app and guard web pageOne screen shows the guard who is expected, waiting for a flat's answer, inside or pre-approved, and which children wait for a parent. It runs in any browser at /guard and as the SmartMy Society Guard app.VISITORS AT THE GATEEntry and exit alerts and visitor history for the flatThe flat is told when its visitor comes in and when they leave, with the time and the gate. Each resident can look back over 30 days of their visitors, filter by kind and outcome, and download the list as a spreadsheet file.
See it set up for your own society.
Tell us how many towers, flats and gates you have. We will show you and your committee the resident app, the guard app and the office screens, set up that way.