Lost and found at the gate
Things found in the society are logged at the gate with a photo and kept until their owner comes. Residents report what they lost, see what the gates hold, and say This is mine. The hand-over is recorded with the name, mobile and ID of whoever collects it.
PLANSEvery plan
The problem it solves
- A child's school bag found in the play area sits in the security cabin while the parents search the clubhouse.
- Someone claims a phone by describing it loosely, and the real owner from the next tower turns up later.
- Residents post about lost things in the society group, and the guard on the night shift never sees it.
How it works
- A resident hands in a bunch of car keys found near the pool. The guard opens Lost and found. They fill in What is it, the Kind, Found at and Handed in by, takes a photo and presses Keep it at this gate.
- Under Marks only the owner would know, the guard writes what proves ownership, such as the brand of the key ring. It is never shown to residents looking for their things.
- A resident who lost something opens Lost and found on the resident portal or the Resident app. They fill in I lost something and press Tell the guards. The gate staff are told at once.
- The guard opens the report, sees kept items of the same kind first, and presses This is the one. The resident is told where to collect it and to bring an ID.
- A resident can also look through Kept at the gates and press This is mine on an item. The guards are told and check at the hand-over.
- When the owner comes, the guard checks the hidden marks, presses Hand it over and records Collected by, Mobile and ID shown. The item and the report close together.
Everything it does
Found items
- What it is, Kind, a photo, Found At, Found On, Handed in by, the gate it is Kept at, and Recorded By
- Kinds: Phone / Electronics, Wallet / Money, Keys, Bag, ID / Access Card, Documents, Clothing, Jewellery / Watch, Toy / Sports, Other
- Marks only the owner would know: kept off the residents' list
- Statuses: Kept, Returned and Disposed
Lost reports
- What it is, Kind, Details, Last Seen At and Lost On; from the resident portal or app, or recorded at the gate
- A resident's report carries their flat; every resident of the flat sees it
- Statuses: Looking, Found: to Collect, Returned and Closed; Not the One undoes a wrong match
This is mine
- Kept at the gates shows what is waiting, without the photo or the hidden marks
- This is mine matches the item with the flat's open report of the same kind, or makes one
Hand-over and keeping time
- Hand it over records who collected it, their mobile, the ID shown, the guard and when
- Keep Found Items: 30 days to start with; after that the item shows under the filter Past Keeping
- Dispose: the office's managers only, with how it was disposed of; Back to Kept undoes it
Who uses it
GuardLogs found items, records reports at the gate, matches them and hands items over.
ResidentReports a loss, looks through what the gates hold, says This is mine, and closes the report if they find it themselves.
Society officeSees every gate's items and reports, and disposes of items past their keeping time.
Where you use it
- The guard page at /guard and the SmartMy Society Guard app: Lost & found. The app is built and in testing, not in the app stores yet
- Resident portal: Lost and found, in the Community group
- The SmartMy Society Resident app: Community > Lost and found (built and in testing, not in the app stores yet)
- Web (office): Visitors > Gate > Parcels and Lost Items > Lost and Found > Found Items and Lost Reports
- Not a signature pad: the hand-over records the name, mobile and ID shown, not a signature
What you control
Settings
- Keep Found Items (days): 30 to start with, on the Visitors tab of the Entity
- With SmartMy Desk: Issue Type for Lost Items, Lost Item to start with
Notifications
- Lost Item Reported: to the gate staff when a resident reports a loss on the portal or app
- Found Item Claimed: to the gate staff when a resident says This is mine
- Lost Item Found: to the resident who reported it, when the guard matches a kept item, with where to collect it
- Lost Item Handed Over: to the resident who reported it, with who collected it and where
- Each by app push and in-app, and the first of WhatsApp, SMS or email that reaches the person. Each person can switch off a channel, such as email, for themselves. In-app notices always arrive
Works with
SmartMy DeskA helpdesk ticket of the issue type Lost Item opens a lost report at the gate. The resident is told on the ticket when the item is found, and handing it over solves the ticket.
Questions
How do we stop the wrong person claiming an item?
Write marks only the owner would know when you log the item, such as a name inside a bag. Residents never see them. The guard asks about them and records the ID shown at the hand-over.Can my family see what I reported?
Yes. Every resident of your flat sees the flat's reports. The notices about a match go to the person who reported it.What happens to items nobody claims?
After the keeping time, 30 days to start with, they show under Past Keeping. The office disposes of them and records how.Is a signature taken at the hand-over?
No. The screen records who collected the item, their mobile and the ID they showed. Keep a paper register as well if your society wants a signature.Which plan has lost and found?
Every plan, for guards and residents alike.Related features
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.FLATS AND RESIDENTSResident app and resident web portalResidents answer the gate, invite guests, follow daily help and parcels and read alerts in the SmartMy Society Resident app or in a browser. Both show the same flat and do the same things.PARCELS AND CHILDRENParcels at the gate with a collection codeThe guard logs each parcel for a flat with the courier, a photo and the shelf. The flat is told at once with a four-digit collection code, and the parcel is handed over only to someone who gives that code.WITH SMARTMY DESK (HELPDESK)Helpdesk tickets for flats and common areasWith SmartMy Desk, residents raise repair and service requests for their flat or the common areas, and follow them to the end. Each ticket carries the flat, so the maintenance team knows where to go, and residents are never billed.WITH SMARTMY DESK (HELPDESK)Gate equipment faults as helpdesk ticketsWith SmartMy Desk, a guard reports a broken boom barrier, scanner, kiosk or light in a few taps. It becomes a helpdesk ticket for that gate. A lost item reported to the helpdesk turns into a lost report at the gate too.
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.