Work permits for flat interiors
A flat asks for a permit before interior work, repairs or a move. The society office approves it with conditions, and each crew member gets a pass that works only on the permit's dates, days, hours and gates. The guard sees who works today and takes a photo and ID at first entry.
PLANSScale only
Why it matters
Interior work in one flat brings a changing crew into the society for weeks. The guard has no list of who may work, on which days or until what time, and neighbours bear the noise. With SmartMy Society the flat asks for a permit from its own portal or app, and the office approves it with conditions. Every worker then gets a pass that works only on the permit's dates, days, hours and gates. The guard sees who works today and takes a photo and ID at first entry. The office hears once a day about anyone still inside after hours, and debris leaves on a gate pass from the same permit.
The problem it solves
- A flat's interior contractor brings twelve workers, and the guard has one name on a slip of paper.
- Drilling starts at 8 am on a Sunday, and the office hears about the renovation from angry neighbours.
- Workers keep coming for weeks after the job should have ended, and nobody knows who they are.
- Debris and leftover material go out with nobody checking what else leaves with them.
How it works
- A resident of A-1204 opens Work permits on the resident portal or the Resident app. They choose the work (Interior / Fit-out), the area (Kitchen) and write what is done: a modular kitchen.
- They add the contractor, the supervisor and their mobile, the dates and daily hours, and the work days. They list the crew (name, mobile, role) and press Send to the office.
- The office finds it under Visitors > Work Permits > To Approve. It fills in the conditions (hours, gate, escort, deposit) and clicks Approve, or Reject with a reason. The flat is told either way.
- Each crew member gets a pass for the permit's days, hours and gates only. A person on the society's blacklist gets no pass and shows as Not allowed.
- At the gate, Work today lists the crew expected and inside. At a worker's first entry the guard takes their photo and ID. Out of hours, Not now and Escort show on the card.
- While the work goes on, the flat adds or removes people, asks for more days, and asks for a gate pass for debris. Each comes back to the office.
- Close ends every crew pass at once. A permit past its last day expires by itself, and crew still inside after hours are reported to the office once a day.
Everything it does
The permit
- Work: Interior / Fit-out, Repair, AC / Electrical, IT Cabling, Move In / Out, Cleaning, Other
- Area: each society starts with Whole flat, Kitchen, Bathroom, Bedroom, Living / dining, Balcony and Common area. The office edits the list under Work Permits > Floors / Areas
- Dates, daily hours (9:00 to 18:00 to start with) and work days (Monday to Saturday to start with)
- Gates: the gates marked Service Gate when none is chosen
- Office conditions: escort required, a deposit note, and conditions text sent with the approval
- Statuses: Draft, Waiting for the Office, Approved, Work On, Closed, Expired, Rejected, Withdrawn
Who asks, and the rules
- Residents who approve visitors for the flat ask, add crew, ask for more days and withdraw; every resident of the flat can follow the permit
- The office can also write a permit for a flat in the back office, choosing the flat
- A supervisor with a valid mobile and at least one crew member are required
- Longest permit: 90 days to start with; longer requests and extensions are refused
Crew
- Each worker is a visitor found by mobile, so the society's blacklist applies
- Statuses: In the Request, Waiting for the Office, Approved, Not Allowed, Refused, Removed
- Photo and ID at first entry, as the crew's visitor type asks
- People added after approval wait for the office; a removed person's pass ends at once
- Changing the dates, days, hours or gates of an approved permit re-issues the crew's passes
At the gate: Work today
- Crew expected today and inside now, on the guard page and the Guard app
- Flags: Not allowed, Not now, Out of hours, Overstay, Photo / ID at entry, Escort
- Let In and Check Out from the card
- The flat sees on the permit who of the crew is inside now
Debris and materials going out
- Materials out on the permit: the flat lists what leaves and presses Ask for a gate pass
- The gate pass follows the society's gate pass chain and is checked or held at the gate
- Approval, rejection, a hold, going out and return are noted on the permit and told to the flat
Ending
- Close (with a note) ends every crew pass at once
- Expired: the day after the last day, passes end and the flat is told to ask again if the work goes on
- More days: the flat asks with a reason; the office uses Approve Extension or Refuse Extension
- Crew inside after hours, or after the permit closed or expired: the office is told once a day (checked every 30 minutes)
Who uses it
Resident (owner or tenant)Asks for the permit, lists the crew, adds people, asks for more days and for a gate pass for debris.
Society officeApproves with conditions or rejects, decides crew changes and extensions, reads the after-hours report and closes the permit.
GuardLets the crew in from Work today, takes photo and ID at first entry, and checks them out.
Where you use it
- Resident portal: Work permits, in the Work group
- The SmartMy Society Resident app: Household > Work permits (built and in testing, not in the app stores yet)
- Web (office): Visitors > Work Permits (To Approve, Work Today, All Work Permits, Floors / Areas)
- The guard page and the SmartMy Society Guard app: Work today (the app is built and in testing, not in the app stores yet)
- Not built: safety checklists for hot work or work at height, worker induction records, or collecting a deposit. The deposit is a note on the permit
What you control
Settings
- Work Hours From and To for new permits: 9:00 to 18:00, on the Visitors tab of the Entity
- Work days: Monday to Saturday on every new permit, changed on the permit itself (there is no society-wide setting for days)
- Longest Permit: 90 days (0 is no limit)
- Visitor Type of Work Crews: Contractor / Maintenance when empty
- Service Gate on each gate: where crews come in by default
- Floors / Areas: the society's starter list of seven, which you edit
Approvals
- Work permit: the permit and each request for more days. With no set-up, one level: reception and the VMS managers. Add levels if a committee member must also sign
- Crew change of a work permit: people added after approval; the same office, with no set-up
Notifications
- Work Permit to Approve, Extension Asked, Crew Change and Documents Added: to the office; app push, email and in-app
- Work Permit Approved and Rejected: to the flat's residents who keep society alerts on, and on the flat's alerts feed. App push and in-app, and the first of WhatsApp, SMS or email that reaches them
- Work Permit Extended, Extension Refused, Crew Approved, Crew Refused, Closed and Expired: to the flat, the same way
- Work Permit Gate Pass: to the flat when a gate pass of the permit is approved, rejected, held, goes out, comes back or is cancelled
- Work Permit Crew Inside After Hours: to the office, once a day; app push and in-app, and the first of WhatsApp, SMS or email
- Each person can switch off a channel, such as email, for themselves; in-app notices always arrive
Questions
Does every worker need to be named?
Yes. Each crew member is listed with a name and mobile. People added later wait for the office before their pass works.Can we stop work on Sundays or after 6 pm?
Yes. A new permit starts with 9:00 to 18:00, Monday to Saturday. The office can change the hours and days before approving. Crew coming out of hours show Out of hours to the guard.Who in the flat can ask for a permit?
Residents who approve visitors for the flat, usually the owner or the tenant. Every resident of the flat can follow the permit and is told of the office's decisions.What if a worker is on our blacklist?
They get no pass and show as Not allowed at the gate. If the blacklist entry is lifted later, the office can approve them through a crew change.Which plan has work permits?
Scale. Recurring passes for single workers, such as a regular plumber, come with Growth.Related features
CONTROLLED WORK AND GOODSGate passes for goods leaving a flatA flat raises a gate pass for anything leaving it: furniture when moving out, an appliance going for repair. The office approves it, and the pass gets a QR code and a six-digit code. The guard checks the items, lets them out or holds them. Items that must come back stay open until they do.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.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 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-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.FLATS AND RESIDENTSResident app and resident web portalResidents answer the gate, invite guests, follow daily help and parcels and read alerts in the SmartMy Society Resident app or in a browser. Both show the same flat and do the same things.
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.