Recurring passes for regular visitors and vendors
A 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.
PLANSFrom Growth
The problem it solves
- The tuition teacher comes every Tuesday and Thursday, and the guard calls the flat every time.
- The water-can vendor needs a new pass each week, so nobody bothers and he walks in unrecorded.
- A regular vendor turns up on a Sunday night, and the guard has no way to know that is wrong.
- Nobody can say how many times the newspaper boy came in last month.
How it works
- The office opens Visitors > Gate > Visitors > Expected / Passes, clicks New and chooses the kind Recurring Pass.
- They fill in the visitor's name and mobile, the visitor type, the flat and the dates the pass runs.
- Under Gates and Days they untick the days it must not work and set Daily From and Daily To. Allowed Gates limits it to some gates.
- They set Entries Allowed to 0 so the pass repeats, and click Send to Visitor. The visitor gets the QR and the six-digit code.
- A resident can also switch on Always allow for a frequent guest. That makes a recurring pass for every day, all day, for a year.
- At the gate the guard scans the QR or types the code. The pass works only on its days, between its hours and at its gates; otherwise the screen says why.
Everything it does
What a recurring pass holds
- Days of the week, each a switch; all seven are on for a new pass
- Daily From and Daily To; 00:00 to 00:00 means all day
- Valid from and to: the dates the pass runs
- Allowed Gates: empty means the gates of the visitor type
- Entries Allowed: 1 for a new pass, 0 for any number; leave it at 1 and the pass stops after the first entry
- One six-digit code, unique among the society's active passes, and a QR
Made by residents
- Always allow on Frequent visitors: a recurring pass for every day, all day, 365 days, any number of entries
- Frequent visitors are the guests who came to the flat most in the last 90 days
- Switching it off cancels the pass
- Residents cannot choose weekdays or hours themselves; for that, the office makes the pass
At the gate and the kiosk
- The day of the week and the time of day are checked in the society's time zone
- Refused with the reason: wrong day of the week, wrong time of day, wrong gate, expired, or already inside on this pass
- The gate screen marks the pass Recurring and shows its daily hours
- At the kiosk the visitor types the code; the kiosk shows Recurring and the hours
- Each entry is a visit with the origin Recurring Pass, so the history shows how they came in
Finding and stopping passes
- Expected / Passes has the filter Recurring
- Cancel Pass stops a pass at once; Send Again sends it once more
- Entries lists every visit made on the pass
- A pass ends by itself after its last date
Daily help
- The gate pass of a maid, cook or driver is also a recurring pass, made by the office from the daily help register
- Its days and hours follow the flats they work for: see Daily help register
Who uses it
Society officeMakes recurring passes for regular visitors and vendors, cancels them when the work ends.
ResidentSwitches on Always allow for a guest who visits often.
Regular visitorShows the same QR or code each time.
GuardScans the pass; the screen accepts or refuses it with the reason.
Where you use it
- Web: Visitors > Gate > Visitors > Expected / Passes, kind Recurring Pass, filter Recurring
- Web: the resident portal, Frequent visitors, Always allow; the Resident app, Frequent (built and in testing, not in the app stores yet)
- The gate screen, the guard page, the Guard app and the kiosk: entry by QR or code. The Guard app is built and in testing, not in the app stores yet
- Not on the public visit request page: a visitor asks there for one visit, not a repeating pass
What you control
Settings
- Entries Allowed: 1 for a new pass; set 0 on a pass meant to repeat
- Let Pass Holders In Early (minutes): 30, before the pass's start
- Allowed gates of each visitor type: used when a pass names no gate
Approvals
- No approval: the office or the resident issues the pass, and its holder comes in without a call to the flat
Notifications
- Visitor Pass: to the visitor, by WhatsApp, else SMS, where your society has message credits. The email with the QR goes when the pass has an email
- Flat: Visitor In / Out: to the flat's residents who keep Gate alerts on, each time the holder comes in and leaves. By app push, the first of WhatsApp, SMS or 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 make a pass for Tuesdays and Thursdays only?
Not from the resident portal or app. The office makes passes with chosen days and hours. A resident can switch on Always allow, which lets a frequent guest in every day, all day, for a year.What happens if the vendor comes on the wrong day?
The gate refuses the pass and says it is not valid on this day of the week. The guard can still register them as a walk-in, and the flat is asked as for any visitor.Why did a recurring pass stop after one visit?
A new pass starts with Entries Allowed at 1. Set it to 0 on a pass that should repeat.Can a pass work only at the service gate?
Yes. Choose that gate under Allowed Gates. Left empty, the pass works at the gates of its visitor type.How do we stop a pass when the vendor leaves?
Open the pass and click Cancel Pass. It stops at once. A pass also ends by itself after its last date.Related features
GUESTS AND PRE-APPROVALGuest invitations with a QR and a six-digit codeA resident invites a guest from the portal or the Resident app. The guest gets a pass with a QR and a six-digit code, with the way to the flat. The gate lets them in without ringing the flat.GUESTS AND PRE-APPROVALPre-approved cabs, deliveries and service visitsA resident tells the gate in advance to let in a cab, a delivery or a service visit. It holds once, for a time window, or always for a company. The guard lets them straight in, and a frequent guest can be allowed always in one tap.DAILY HELPDaily help register with standing gate passesEvery 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.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.GATE, GUARDS AND KIOSKVisitor kiosk that asks for the flatA tablet at the society gate where visitors check themselves in. They scan a guest pass, or pick the tower and type the flat number. The family approves on the phone while the guard deals with the next car.
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.