Blacklist, automatic check-out and overstays
Blacklist 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.
PLANSEvery plan
The problem it solves
- A salesman the committee banned last month walks in again on the night shift, because the new guard was never told.
- The register says forty people are inside at midnight, because nobody wrote down when they left.
- A service technician stays in a flat all afternoon and nobody notices.
How it works
- The society office opens Visitors > Gate > Visitors > Visitors, opens the person and, on the Blacklist tab, ticks the blacklist box and writes why.
- When the person comes back, by walk-in, pass or kiosk, the guard's screen says Blacklisted: do not let in. The guard cannot let them in.
- The kiosk only says Please see the guard. The reason is shown to the guard, never to the visitor.
- To let them in this once, the office writes a Blacklist Override Reason on the visit. A guard cannot.
- Every refused attempt goes to Reporting > Blacklist Attempts, with the gate, the guard and the time.
- At the Auto Check-out Time anyone still inside is checked out and flagged; a visit longer than its type's Maximum Stay shows Overstay.
Everything it does
What the blacklist checks
- Every entry: walk-ins, guest passes, recurring passes and kiosk check-ins
- The visitor is known by mobile number, so a new walk-in with the same number is caught
- Goods vehicles and work permit crews, where your plan has them: a blacklisted driver or crew member is stopped
- From an incident report: Blacklist Visitor puts the person involved on the list, with the incident as the reason, where your plan has incidents
Override and the log
- Only users with the office's manager access can override, and they must write the reason
- The override, who wrote it and when stay in the visit's history
- Reporting > Blacklist Attempts: visitor, gate, guard, time and the blacklist reason
- Logged even though the entry is refused; logging never holds up the gate
Automatic check-out
- Checked every 15 minutes
- Anyone still inside at the Auto Check-out Time (21:00 to start with) is checked out at that time
- The visit is marked as checked out automatically, with a note asking the office to confirm with the gate
- Nobody is sent a message about it
Overstays
- Maximum Stay (hours) is set per visitor type; 0 means no limit
- The four society types (Guest (Flat), Cab, Delivery, Service / Repair) start with no limit, so set the hours you want
- A visit inside longer than that gets the Overstay badge on the guard's card and a note on the visit
- Overstay is only a flag: nobody is told and the visitor is not checked out
Who uses it
Society officeBlacklists a person with the reason, overrides it when needed, and reads the attempts and the overnight check-outs.
Committee memberDecides whom the society bans, and checks the attempts in the report.
GuardStops a blacklisted visitor and calls the office; tells the office about overstays.
Where you use it
- Web: Visitors > Gate > Visitors > Visitors, the Blacklist tab of a visitor
- Web: Visitors > Reporting > Blacklist Attempts
- The guard page and the SmartMy Society Guard app show Blacklisted and Overstay (the app is in testing, not in the app stores yet)
- The kiosk refuses quietly with Please see the guard
- Not a shared or police watchlist: the list is your society's own
- Not for daily help: a maid or driver is blocked from their own record, with a reason, and the flats are told
What you control
Settings
- Blacklist and the reason: per visitor
- Who may override: users with the office's manager access
- Auto Check-out Time: 21:00 to start with, on the Visitors tab of the Entity
- Maximum Stay (hours): per visitor type, 0 (no limit) for the society types to start with
Notifications
- No message is sent on a blacklist attempt, an overstay or an automatic check-out: the guard calls the office, and each is on record
Questions
Can a guard let a blacklisted person in?
No. Only the society office, with manager access, can override, and it must write the reason on the visit.What does the person see at the kiosk?
Only Please see the guard. The kiosk gives no reason. The guard sees the reason on the screen.Will the flat be told when its visitor overstays?
No. Overstay is a badge on the guard's card and a note on the visit. The guard tells the office, which decides what to do.Why does a visitor show as checked out at 9 pm when they left at 6?
Nobody checked them out at the gate, so the closing-time check-out closed the visit. It is flagged so the office can confirm with the gate.Which plan has the blacklist?
Every plan. The blacklist, the log of attempts, automatic check-out and overstay flags all come with Starter.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.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.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.VISITORS AT THE GATEReturning visitors found by mobile numberEach 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.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.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.