Gate passes for goods leaving a flat
A flat raises a gate pass for anything leaving it: furniture when moving out, an appliance going for repair. The office approves it, and the pass gets a QR code and a six-digit code. The guard checks the items, lets them out or holds them. Items that must come back stay open until they do.
PLANSScale only
The problem it solves
- A tenant moves out at night with the owner's fridge and sofa, and the guard has no way to know it was not allowed.
- An inverter sent for repair never comes back, and nobody remembers when it left.
- The guard finds an extra item in the van and can only phone around while the driver waits.
How it works
- A resident of B-504 opens Gate passes on the resident portal or the Resident app and writes why: sofa for repair.
- Under Items they list what goes out, with quantity, unit and serial number, and mark each One way or Comes back. They say whether the goods leave in a vehicle or carried by a person.
- If something comes back, they fill in Comes back by and press Send. The pass goes to the society office through the gate pass approval chain. The office approves it, or rejects it with a reason.
- Approved, the pass shows a QR code and a six-digit code under Show this at the gate. The resident gives them to the driver or the carrier.
- At the gate the guard scans the QR or types the code and sees the flat and every item. Verify, Goes Out lets them out; a mismatch holds the pass, and the office and the flat are told.
- Returnable items are logged back at the gate, in part or in full. Items not back by the date are reminded every three days.
Everything it does
The pass
- Why, the flat, who raised it; goes out in a vehicle (number, or any vehicle) or carried by a person (name and mobile)
- Items: description, quantity, unit (Nos to start with), serial number, One way or Comes back; Comes back by is needed for returnables
- Statuses: Draft, To Approve, Approved, Held at Gate, Verified / Out, Returned, Rejected, Cancelled
Who in the flat
- Residents who approve visitors for the flat raise, send and cancel passes; every resident of the flat sees them
- Cancel the pass works on a draft; once sent, the office rejects it instead
- A resident never approves a pass: the society office does
At the gate
- Found by QR or six-digit code on the guard page and the Guard app; the card shows the flat and every item
- Checks: not approved, already used, wrong vehicle, another trip, another society
- Hold with a reason: the goods stay, and the office and the flat are told; with the incident register, the hold can become an incident
- Release Hold: by the office; the gate can then check it again
Returnable items
- Each returnable item keeps how many are back and how many are pending
- Overdue after the Comes back by date: the flat is reminded every three days; the office gets the to-do
For the office
- Visitors > Goods Vehicles > Gate Passes, with the filter From Flats and group by Flat
- Filters: To Approve, Approved (not out), Held at Gate, Gone Out, Returnables Pending, Overdue
- Print gives the pass with its QR and code; every step is written on the pass
Who uses it
Resident (owner or tenant)Raises the pass, gives the code to the driver or carrier, and follows returnable items.
Society officeApproves or rejects passes, releases holds and follows overdue returnables.
GuardChecks the items against the pass, lets them out or holds them, and logs returns.
Where you use it
- Resident portal: Gate passes, in the Goods group
- The SmartMy Society Resident app: Household > Gate passes (built and in testing, not in the app stores yet)
- Web (office): Visitors > Goods Vehicles > Gate Passes
- The guard page and the SmartMy Society Guard app: Gate pass and returnable items. The app is built and in testing, not in the app stores yet
- Not built: weighing the load; the pass is checked by eye against its item list
What you control
Settings
- The gate pass approval chain: one level, reception and VMS managers, with no set-up; add levels, or set Approved at Once
- Gate Pass Needed (goods vehicles): any vehicle going out loaded
- People Carrying Goods Need a Gate Pass: off
Approvals
- Gate pass: one chain per society. With no set-up, reception and the VMS managers decide. Add levels such as a committee member, or set Approved at Once
Notifications
- Gate Pass to Approve: to the approvers; app push, email and in-app
- Gate Pass Approved, Rejected and Held at the Gate: to the resident who raised it and the flat's residents who keep society alerts on. A hold also goes to the office. App push and in-app, and the first of WhatsApp, SMS or email
- Gate Pass Goods Out: to the flat, with the items; app push and in-app
- Gate Pass Items Back and Gate Pass Returnables Overdue: to the flat; app push, email and in-app
- Each step is also on the flat's alerts feed; in-app notices always arrive
Questions
Can a tenant take things out without the owner knowing?
Every resident of the flat who keeps society alerts on is told when a pass is approved and when the goods go out. The office approves each pass and can add a level, such as a committee member, for moves out.What happens if the items do not match?
The guard holds the pass with the reason, and the goods stay. The office and the flat are told. When the matter is settled, the office presses Release Hold and the gate checks it again.Can we skip approval?
Yes. Set the gate pass chain to Approved at Once. A pass is approved as soon as the resident sends it, and the guard still checks it.Which plan has gate passes for flats?
Scale, with goods vehicles and returnable items.Related features
CONTROLLED WORK AND GOODSWork permits for flat interiorsA flat asks for a permit before interior work, repairs or a move. The society office approves it with conditions, and each crew member gets a pass that works only on the permit's dates, days, hours and gates. The guard sees who works today and takes a photo and ID at first entry.ACROSS SMARTMY SOCIETYApproval chainsEvery approval in SmartMy Society goes through a chain. Examples: a visitor waiting for a flat, a child going out, a visit request, a suggested contact, a goods gate pass, a work permit. With no set-up the usual people decide; you add levels, such as the estate manager then the secretary, without code.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 RESIDENTSAlerts feed for the flat, with switches per personEverything the flat is told, from the gate and from the society office, is kept on one Alerts page. Each person in the flat chooses which kinds they want to hear about, and the feed keeps the rest for them to read later.SECURITY OPERATIONSIncident register for residents and guardsResidents and guards report a theft, damage or a hazard with photos or videos. The office gives each incident an owner, a follow-up date and a police reference. Residents follow their report and the office's answers.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.
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.