Public link to ask for a visit
Share one link on your society's website or in a message. A visitor asks for a visit without a login and names the flat. The society office approves it, and the QR pass goes to the visitor by itself.
PLANSFrom Growth
The problem it solves
- A caterer or an interior designer wants to visit a flat next week and phones the society office to ask how.
- The office copies visitor details from WhatsApp messages into a register by hand.
- Visitors turn up without notice, and the guard has nothing on record for them.
- Someone floods the office number with requests, and there is no way to filter them.
How it works
- A VMS administrator opens the Entity's Visitors tab and clicks Open Public Pre-registration. The Public Pre-registration Link appears, ready to copy.
- The office shares the link on the society's website, in a notice or in a message.
- The visitor fills in the page: name, mobile, the kind of visitor, the flat they are visiting (for example A-1204), the date and the hours. Email, company, purpose, persons and vehicle are optional.
- The request becomes a pass Awaiting Approval for that flat. The society office is asked.
- The office clicks Approve Request, and the visitor receives the pass with the QR and the six-digit code. Reject tells the visitor by email.
- On the day, the visitor shows the pass at the gate, and the flat is told when they come in.
Everything it does
The public page
- No login: the address carries a secret part that only your link has
- Required: name, mobile, the kind of visitor, the flat, the date, From and To
- The flat is typed as shown at the gate; a flat the society does not have is refused
- Optional: email, company, purpose, persons, vehicle number
- The kinds offered are the visitor types marked Self-service that need no ID proof; Guest (Flat) is one to start with
- Where you set Visitor Terms and Consent, the visitor must accept them; the time is kept on the request
- A time already over, or an end before the start, is refused; a hidden field stops form-filling robots
Who decides
- In a society, the society office (reception and VMS managers) decides every request
- Residents are not asked: their pages have no requests
- The request goes through the approval chain Visit request, so you can add levels
- The approved pass is for the flat, with its primary contact as the host
Limits that protect the gate
- At most 3 open requests for one mobile number
- Each request is for one entry within its hours
- Requests nobody answers expire at the end of the time asked for
Managing the link
- New Link replaces the link; the old one stops working at once
- Close Public Page switches the page off; the page then says pre-registration is not open
- One link per society
Who uses it
VisitorAsks for a visit on the page, without a login, and receives the pass.
Society officeOpens and shares the link, approves or rejects each request.
ResidentIs told when the visitor comes in, like any visitor of the flat.
VMS administratorOpens, renews or closes the link and sets the terms.
Where you use it
- Web: the public page at the address of your link, on a phone or a computer
- Web: Visitors > Gate > Visitors > Expected / Passes, filter Awaiting Approval, buttons Approve Request and Reject
- Web: the approvals page for the office at /vms/approvals
- Not decided by residents: the resident portal and the Resident app have no requests
- Not for repeating visits: the page asks for one visit; a regular visitor gets a recurring pass from the office
What you control
Settings
- Public Pre-registration Link: closed to start with; opened with Open Public Pre-registration
- Visitor Terms and Consent: empty; when filled, visitors must accept it
- Visitor Privacy Policy (URL): a link shown with the terms
- Self-service on each visitor type: decides which kinds the page offers
Approvals
- Visit request: one chain per society; the society office by default, with levels you add
Notifications
- Visit Request (Public Page): to the approvers of the level the request waits at. By app push, the first of WhatsApp, SMS or email, and in-app
- Visitor Pass: to the visitor once approved, by WhatsApp, else SMS, where your society has message credits. The email with the QR goes when the visitor gave one
- A rejected request: the visitor is told by email when they gave one
- Flat: Visitor In / Out: to the flat's residents who keep Gate alerts on, when the visitor comes in and leaves
- Each person can switch off a channel, such as email, for themselves; in-app notices always arrive
Questions
Does the visitor need an account?
No. They open the link, fill in the form and send it. The pass arrives by email, and by WhatsApp or SMS where your society has message credits.Does the resident approve the request?
No. In a society the office decides every request from the page. The resident is told when the visitor comes in, as for any visitor of the flat.What if the visitor types a flat that does not exist?
The page refuses it and asks for the flat as shown at the gate, for example A-1204.Can someone flood us with requests?
One mobile number can have at most 3 open requests, and a hidden field stops form-filling robots. If the link is misused, click New Link and the old one stops working.Can we switch the page off?
Yes. Click Close Public Page on the Entity's Visitors tab. Open it again whenever you like.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-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.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.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.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.
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.