Entry and exit alerts and visitor history for the flat
The 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.
PLANSEvery plan
The problem it solves
- You approved the plumber at 11 and have no idea whether he is still in the building at 3.
- The society asks who visited your flat last week, and you cannot remember.
- A delivery was denied by someone at home and you only find out when the seller calls.
- The office needs the visits of one flat for a complaint and goes through the register page by page.
How it works
- When a visitor of the flat is checked in, the residents with gate alerts hear of it. They are told: "Alex came in for A-1204 at 18:05 (Main Gate)."
- They are checked out at the gate, by scanning their badge or by their vehicle number. Then the flat is told again: "Alex left at 18:40."
- A resident opens Visitor history on the portal, or History under Visitors in the app, and picks Today, 7 days or 30 days.
- They narrow it by kind and by outcome (Checked out, Left at gate, Denied), or search a name, company or vehicle number.
- Visits are grouped by day, each with the time in and out, the outcome and who answered. Download CSV saves the same list as a file for a spreadsheet.
Everything it does
Entry and exit alerts
- On entry: visitor name, flat, time and gate, plus a note where it applies (a pre-approved delivery to leave at the gate, for example)
- On exit: visitor name and time
- Also when the guard or the office decided for the flat: who let the visitor in or turned them away
- Sent to residents with Gets gate alerts on and Gate switched on; kept in the flat's alerts feed under Gate in any case
Visitor history for a resident
- Periods: Today, 7 days or 30 days (30 to start with)
- Kind: All, Guest, Cab, Delivery, Service, Daily help
- Outcome: All, Checked out, Left at gate, Denied
- Search by visitor name, company or vehicle number
- Grouped by day (Today, Yesterday, then the date), 25 visits to a page, up to 500 in one search
- Each line: visitor, kind, who answered or how they came (Invited, pre-approved, the name of who decided), time in and out, status
Whose visits a resident sees
- Visitors the resident invited, pre-approved, answered or decided
- The flat's daily help
- Visitors the gate or the office decided on when nobody in the flat answered
- Not the visitors another member of the flat handled: each member sees their own
Spreadsheet export
- Download CSV on the portal, with the period, kind, outcome and search applied
- Columns: Visitor, Kind, Company, Vehicle, Arrived, In, Out, Status, Answered by
- File named after the flat and the date
For the society office
- Visits on each flat's form opens all the flat's visits
- Visitors > Gate > Visitors > Visits lists every visit with a Visiting column (flat and resident), with search by flat
- Visitors > Reporting > Visit Analysis and Traffic through Our Gates for counts over time
- Guards search past visits by name, mobile, vehicle, company or flat in Visitor history on the gate screen and the Guard app
Who uses it
ResidentHears when visitors come and go, looks back at their visitors and downloads the list.
Society officeOpens a flat's visits for a complaint, and reads visit reports for the whole society.
GuardChecks visitors out at the gate and finds past visits for a resident who asks.
Where you use it
- Resident portal: Visitor history, with Download CSV
- The SmartMy Society Resident app: Visitors > History (built and in testing, not in the app stores yet)
- Web (office): Visits on the flat's form, Visitors > Gate > Visitors > Visits, Visitors > Reporting
- WhatsApp and SMS: entry and exit alerts, where the society uses them
What you control
Settings
- Notify me about > Gate: on for every resident to start with, per person
- Gets gate alerts on the Family members page: on to start with
- Auto Check-out Time: 21:00 to start with; anyone still inside is checked out and the flat is told they left
Notifications
- Flat: Visitor In / Out: to the residents with gate alerts and Gate on. By app notification and the first of WhatsApp, SMS or email that reaches them, and in-app. It goes out at once, also at night
Questions
Why do I not see the guest my husband let in?
Each member sees the visitors they handled themselves, the flat's daily help, and what the gate or office decided when nobody answered. Your husband sees his own guests. You both hear of every entry and exit if Gate alerts are on.Can I see visits older than 30 days?
Not on the resident's page. The society office keeps every visit and can look up older ones for your flat.Can I stop the entry and exit messages?
Yes. Switch off Gate under Alerts > Notify me about. The entries are still kept in your alerts feed and your visitor history.Is the visitor told that I am notified?
No. The alerts go to the flat's residents only.Can the app export the list?
The app's History links to the same CSV file for the period chosen. For a file with the kind, outcome and search applied, use Download CSV on the portal.Related features
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.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 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.FLATS AND RESIDENTSFamily page: who approves visitors and who gets alertsEach flat keeps its own Family members page. The owner or primary contact adds members and decides who may let visitors in and who hears about the gate, without calling the office.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.
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.