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Walk-in visitors approved by the flat

The 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.

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The problem it solves

The guard rings the intercom, nobody picks up, and the visitor waits at the gate for twenty minutes.
Two family members give the guard opposite answers on the phone.
A courier is turned away because the flat could only say yes or no, not leave it at the gate.
A visitor is let in when nobody at home answered, and the family hears about it in the evening.

How it works

The guard registers the walk-in on the gate screen, the guard page or the Guard app: photo, mobile, name, flat, visitor type and purpose. Typing a1204 finds A-1204.
The visitor goes to Waiting. Every resident of the flat who approves visitors and has a login is asked at once. The request reaches the Resident app, the portal, and WhatsApp or SMS where used.
Any of them answers in one tap: Let in, Leave at gate, I'm coming down, Send with security or Deny. The first answer decides; the others see that the visitor is no longer waiting.
The guard's card changes at once: Let In or a parcel with a pickup code. Or a wait for the resident who is coming down, or an escort to the flat.
If nobody answers, the guard calls the intercom and records the answer. Or the guard decides with No Answer: Let In, Leave at Gate or Not Allowed. After the Host Approval Timeout (10 minutes) the office is asked as well, or the guard, as your society sets.
When the guard or the office decided, the flat is told who let the visitor in or turned them away. Every resident who gets gate alerts also hears when the visitor comes in and leaves.

Everything it does

Who is asked

The flat's residents with Approves Visitors on and an active login
All of them at the same time; any one of them decides
Residents who do not approve see the visitor with the line that a resident who approves visitors will answer
A flat with nobody to ask (no approving resident with a login) goes to the office at once, without waiting
Visitor types that come in without asking start as Approved at Once: the daily help of the flat, for example

The five answers

Let in: the guard is told and lets the visitor in
Leave at gate: for a delivery; the guard keeps it, a parcel is logged for the flat and the flat gets a pickup code
I'm coming down: the visitor waits at the gate until the guard marks Resident Came
Send with security: a guard walks the visitor to the flat; the start and end of the walk are recorded
Deny: the visitor is not let in
A note can go with the answer; it is kept on the visit

When nobody answers

The guard records an answer given on the intercom or phone: Let In, Leave at Gate, Coming Down, Escort or Not Allowed
The guard decides for the flat: No Answer: Let In, No Answer: Leave at Gate or No Answer: Not Allowed
The office decides from the back office: Approve, Reject or Leave at Gate on the visit
Only the flat itself can say it is coming down
Host Approval Timeout (minutes): 10 to start with; waiting visitors are checked every 2 minutes
When the Host Does Not Answer: Escalate to Reception (the society office decides, the default) or Guard Decides (after calling the flat)
The flat is told who decided: "Alex at the gate for A-1204 was let in by Maya."

The record

Each visit keeps the flat's answer, who answered, when, and how: App, Web Page, Intercom (Guard), Society Office, or Guard (no answer from the flat)
Decision note, decided by and decided at, and whether the visit was escalated
The visit's history lists every step with the person's name
The Approvals tab of the visit shows the level, the approver and the decision

Who uses it

GuardRegisters the walk-in for the flat, follows the answer on the card, calls the intercom or decides when nobody answers.

Resident who approves visitorsGets the request on the phone and answers in one tap.

Society officeDecides for a flat that did not answer, and sets the timeout and the rule for no answer.

Other residents of the flatSee who is at the gate and hear when the visitor comes in and leaves.

Where you use it

Web: the gate screen at Visitors > Gate > Gate Screen and the guard page at /guard
The SmartMy Society Guard app (built and in testing, not in the app stores yet)
Resident portal: My flat, Someone is at the gate for your flat
The SmartMy Society Resident app: the top of Home (built and in testing, not in the app stores yet)
WhatsApp and SMS: the request to the flat, where the society uses them
The kiosk: a visitor who types the flat is sent to the flat the same way

What you control

Settings

Host Approval Timeout (minutes): 10
When the Host Does Not Answer: Escalate to Reception (or Guard Decides, after calling)
Approves Visitors on each resident: on to start with
Visitor types of a society: Guest (Flat), Cab, Delivery and Service / Repair; a photo is required for Service / Repair only, as shipped

Approvals

Visitor at the gate: one level to start with, the flat's residents who approve visitors; the society office decides in their place after an escalation. More levels, such as the office after the flat, are added under Visitors > Configuration > General > Approval Chains

Notifications

Flat: Visitor Waiting for Approval: to the residents who approve visitors. By app notification and the first of WhatsApp or SMS that reaches them, and in-app, with an email copy
Visitor Approval Escalated: to the society office (reception and VMS managers) when nobody answered in time. By app notification and the first of WhatsApp, SMS or email that reaches them, and in-app
Flat: Visitor In / Out: to the residents with gate alerts on. Sent when the guard or the office decided and when the visitor comes in and leaves
All go out at once, also at night

Questions

What if my wife and I answer differently?

The first answer decides. The second person is told the visitor is no longer waiting, and both see what was decided and by whom.

What happens if nobody at home answers?

The guard calls your intercom or phone and records your answer. If nobody answers at all, the guard or the office decides, as your society sets. You are told who let the visitor in or turned them away.

Can I let a courier leave the parcel at the gate?

Yes. Press Leave at gate. The guard keeps the parcel, it is logged for your flat and you get a pickup code to collect it.

Does the gate ask me about my maid every morning?

No. Daily help with a verified pass comes in without asking, and you are told when they come and go. Pre-approved cabs, deliveries and guests with a pass also go straight in.

Can the guard let someone in without asking us?

The guard can decide only for a visitor waiting for your flat. Every such decision is recorded with the guard's name and told to your flat. Your society can send unanswered visitors to the office instead.

Related features

VISITORS AT THE GATEIntercom answers and a timed walk to the flatMany residents still answer the gate on the intercom. The guard records what the flat said on the same visit, with their own name, so the record is complete. When the flat asks for security to bring the visitor up, the guard starts and ends the escort on the card. Both times are kept.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.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.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.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.

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.

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