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VISITOR MANAGEMENT · GATE AND FRONT DESK
Every visitor known before they reach the gate.
Guests come in on a pass, walk-ins wait for their host's answer, contractors work on passes and permits, trucks leave on a checked gate pass, and you always know who is on site.
For offices, tech parks, factories, warehouses, schools and colleges.
WITHOUT IT
What stops happening at your gate.
×The visitor book shows who came, in handwriting nobody can read, and rarely who left.
×Reception calls upstairs for every guest, and the guest waits while the phone rings.
×Contractors and vendors walk in because the guard knows their face.
×A parcel is left at the front desk and nobody can say who took it.
×A truck leaves and nobody checked its load against a paper.
×In an emergency nobody can say who is still inside the building.
APPS · ANDROID AND IPHONE
Four apps: Guard, Host, Staff and Kiosk.
The guard works from a phone or a gate tablet, hosts and the office from their own apps, and visitors check themselves in at a kiosk. The guard and host sides also have a web portal that does the same.At reception · for youWaiting · Approve
Guest pass · 15:00Code 482 913
Parcel at the gatePickup code 4471
HOW IT RUNS
A visit in SmartMy VMS.
01
Expected or notGuests come on a pass with a QR code, contractors on a recurring pass, cabs and couriers on a pre-approval. Anyone else is a walk-in.02
Checked at the gateThe guard scans the code or registers the walk-in. A returning visitor is found by mobile, with the photo on file.03
Answered by the hostThe host approves or rejects from their phone or desk. No answer in time, and reception decides and the host is told.04
In with a badgeA badge, printed or on the phone. They check out by scanning it, or automatically at the end of the day.05
On recordWho came, who approved and when, with photos kept for the days you choose. Overstays and no-shows are flagged.WHAT IT DOES
See all features →Compare plans →Everything at the gate, in ten parts.
01
Visitor passes
Invite a guest and they get a pass with a QR code and six digits.✓One entry or several, within a time window
✓Shared by link, email or WhatsApp
✓Recurring passes for regular visitors
02
Walk-ins and host approval
The person being visited answers, from the app, the web or the notification.✓Approve, reject, wait or meet later
✓An alternate host when someone is away
✓No answer: reception decides
03
Badges and who is inside
Everyone on site in one live list.✓Badge with photo and QR, printed or on phone
✓Check-out by scanning the badge
✓Muster list to print in an emergency
04
Contractors and work permits
Crews come in only on the dates and hours agreed.✓Permit approved by the building office
✓Crew passes for the permit's dates and gates
✓Out-of-hours entries flagged
05
Parcels and deliveries
Logged at the gate for the person they are for.✓Pickup code sent to that person
✓Who collected it, on record
✓Uncollected parcels listed for the office
06
Goods vehicles and documents
Each truck with its driver, crew, load, papers and photos.✓Plate number read from a phone photo
✓Challan, invoice and e-way bill as you set
✓Vehicles inside, with overstays in red
07
Outward gate passes
Nothing leaves without a pass security has checked.✓Items with quantity and serial number
✓Checked at exit by QR or six-digit code
✓Returnables tracked until they are back
08
Alerts and emergencies
When something goes wrong, everyone knows at once.✓Panic alert: hold for two seconds
✓Emergency by building or gate
✓Kept on screen until the all clear
09
Patrol and incident register
Rounds that are checked, and incidents followed to closure.✓Checkpoints by QR code or NFC tag
✓Missed and late rounds flagged
✓Incidents with severity and an owner
10
Lost and found
Found items kept at the gate until their owner claims them.✓Logged with a photo at the gate
✓Hosts say "this is mine" on the app
✓Handed over against a signature
SECURITY AND DATA
ID numbers are masked. Corrections need a reason.
Each sees their partGuards see the gate, hosts their own visitors, reception and managers the approvals for everyone.
ID numbers are maskedOnly the gate sees a visitor's ID number in full, and hosts see it masked.
Corrections need a reasonA visit or a vehicle trip can be corrected only by an admin, with the reason on record.
Photos expire, records stayPhotos and ID images are removed after the days you choose, and records are archived, never deleted.
Good to know before a demo
What SmartMy VMS does not do today, so you hear it here first.
Plate cameras and boom barriersThe guard's phone reads the plate from a photo. No fixed cameras or barriers.
NOT YETWeighbridge and e-way bill lookupThe slip and the e-way bill number are recorded with a photo, not read or looked up.
NOT INCLUDEDApps in the storesBuilt for Android and iPhone. The guard and host web portals work today.
IN PROGRESSCalls inside the appA call opens the phone's own dialler.
NOT YETApartment societiesFlats and residents are SmartMy Society, a product of its own.
SEPARATEA quote for your siteThe figure depends on your gates and kiosks. We send it in writing.
ON REQUESTQuestions and answers
What does SmartMy VMS cover?
Guest passes, walk-ins with host approval, meetings, badges, parcels, contractors and work permits, goods vehicles, outward gate passes, exit passes for staff, lost and found, a self check-in kiosk, panic alerts, emergencies, patrol, incidents and reports.
Do hosts and visitors need an app?
No. Hosts can answer from the web or from the notification they get, and SmartMy VMS Host and Staff are there for those who want an app. Visitors need nothing: they get a pass with a QR code and a six-digit code.
What happens if the host does not answer?
After the waiting time you set, reception or the guard decides: let them in, leave a delivery at the gate with a pickup code for the host, or not allowed. The host is told who decided.
Does it handle trucks and goods going out?
Yes. Each goods vehicle is recorded with its driver and crew, load in and out, documents and the photos you ask for. Goods leave on a gate pass that security checks at the exit, and returnable items are tracked until they come back.
Can it work for a school or a factory, not only an office?
Yes. One setting changes the words on every screen: offices become departments, employees become staff, and the visitor types and purposes follow the kind of site.
How long does it take to start?
A site can be set up the same day: gates, departments, guards and the people who approve. We set it up with you.
What does it cost?
Sites pay per gate or kiosk, per month. Hosts, reception and guards are never counted. Tell us about your gates and we will send a quote.
See it on your own gate.
Tell us how many gates you have, who comes through them and how visitors are approved today. We will show you SmartMy VMS set up that way.