Returning visitors found by mobile number
Each visitor is kept once in your society, by mobile number. When they come again, the guard types the number and their name, photo and ID on file come back. The screen shows how often they came and their last flat.
PLANSEvery plan
The problem it solves
- The same tuition teacher writes her name in the register every evening.
- The guard takes a new photo of the newspaper man every morning, and the queue at the gate grows.
- A visitor appears as Daniel, Daniel K and D. King, so nobody can say how often he came.
- When a resident asks when the electrician was last here, the guard turns back pages of the register.
How it works
- On a walk-in the guard types the visitor's mobile number first, on the gate screen, the guard page or the Guard app.
- Once 10 digits are typed, a visitor who came before is found. The screen says Known visitor, with the number of visits, the last visit and the flat they went to.
- Name, company and email fill in, and the last visitor type and vehicle number are offered. A photo on file counts, so the guard does not take another unless they want to.
- An ID proof on file also counts for visitor types that need one. The guard sees only the masked number.
- The guard picks the flat for today and registers the walk-in. The flat is asked as usual, and the visit joins the same visitor's history.
Everything it does
How a number is matched
- Only the digits count, and the last 10 are compared: +1 415 555 0123 and 415 555 0123 are the same person
- Numbers of any country are accepted: 6 to 15 digits
- One visitor per mobile number in each society; a second profile with the same number is refused
- An archived visitor is brought back when they come again
What comes back
- Name, company, email and photo
- ID proof type, with the number masked (all but the last four characters hidden)
- Number of visits and the date of the last one
- The last visitor type, vehicle number and the flat visited
- A warning when the visitor is on the society's blacklist
Photo and ID rules
- Each visitor type says whether a photo and an ID proof are required
- As shipped for a society: Service / Repair needs a photo; Guest (Flat), Cab and Delivery do not
- A photo or ID on file meets the rule; a new photo replaces the old one
- Delete Photos / ID Images After (days): photos and ID images of visitors not seen for that many days are removed. It is 0, never, to start with
The visitor's record
- Visitors > Gate > Visitors > Visitors lists every visitor, newest visit first
- Each visitor shows mobile, email, company, photo, ID proof, vehicle number, visit count and last visit
- Visits on the visitor's form opens all their visits, with the flat of each
- A known visitor keeps their name; a missing email or company is filled in from the new visit
Who uses it
GuardTypes the mobile number and confirms the details of a returning visitor.
Society officeLooks up a visitor and their past visits, corrects details, blacklists someone who should not come back.
AdministratorSets which visitor types need a photo or ID, and how long photos and ID images are kept.
Where you use it
- Web: the gate screen and the guard page at /guard, Walk-in and Visitor history
- Web: Visitors > Gate > Visitors > Visitors, with each visitor's past visits
- The SmartMy Society Guard app: Walk-in and History (built and in testing, not in the app stores yet)
- The kiosk: a visitor who registers again with the same number is the same visitor
What you control
Settings
- Photo Required and ID Proof Required on each visitor type
- Delete Photos / ID Images After (days): 0, which never deletes them
- Country of the society: its dialling code is used for numbers typed without one
Approvals
- Visitor at the gate: a returning visitor still waits for the flat like any walk-in; a known face does not skip the flat's answer
Notifications
- Flat: Visitor Waiting for Approval: to the residents who approve visitors, as for any walk-in
- Flat: Visitor In / Out: to the residents with gate alerts on when the visitor comes in and leaves
Questions
Does a regular visitor still need the flat's approval each time?
Yes, as a walk-in. To let a regular in without a call, the resident gives them a pass, an always-allow rule, or a recurring pass on Growth and above.What if the visitor changed their number?
A new number is a new visitor. The office can change the mobile on the old visitor's record instead, so the history stays together.Is our maid a returning visitor?
Daily help are kept in the daily help register with their own gate pass. They are not asked about at the gate each day.Can we stop keeping visitors' ID scans for ever?
Yes. Set Delete Photos / ID Images After (days) on the Visitors tab of the society. Photos and ID images of visitors not seen for that many days are removed every day.Related features
VISITORS AT THE GATEWalk-in visitors approved by the flatThe guard registers a visitor without a pass for a flat. Every resident of that flat who approves visitors is asked on their phone. The first answer wins, with five answers to choose from. If nobody answers, the guard or the office decides and the flat is told who did.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 KIOSKBlacklist, automatic check-out and overstaysBlacklist a person with the reason, and every gate and the kiosk stop them unless the office overrides it in writing. Visits still open at closing time close by themselves, and long stays are flagged.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.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.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.
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.