Book a demo
FEATURES
The full feature list.
All 65 features of SmartMy VMS, grouped by area, each with the first plan that has it. Features marked "With SmartMy …" work when you also use that product.
Compare the plans side by side →ON THIS PAGE
01Visitors and check-in02Passes03Host approval04Gate, kiosk and guard tools05Watchlist06Vehicles and goods07Contractors08Security operations09Lost and found10Records and reports11Several sites and schools12With SmartMy Desk (helpdesk)13Approval chains and chat01
Visitors and check-in
7 featuresWalk-in registration by the guard or reception, with check-in and check-out times and the gateThe guard or reception enters a visitor in under a minute; every visit keeps its gate and its in and out times, so the paper register goes.
Returning visitor found by mobile number (name, company, photo and ID already on file)Type the mobile number and a repeat visitor's name, company, photo and ID fill in by themselves, so regulars are not made to wait.
Visitor photo and ID proof, required per visitor type; ID number masked for everyone but the gateDecide which kinds of visitor must show a photo and an ID. Only the gate sees the full ID number; everyone else sees it masked.
Visitor types with their own rules (approval needed, maximum stay, allowed gates, badge colour)Set rules per kind of visitor, such as interview candidates, vendors or contractors: whether a host must approve, how long they may stay, which gates they may use and the badge colour.
Visit details: number of persons, vehicle number, items declared, badge number, purposeRecord how many came, the vehicle, what they carried in, the badge handed out and why they came, all on the visit itself.
"Inside now" list of everyone on the premisesOne screen shows everyone on the premises right now, for the guard, reception and security.
Automatic check-out at closing time; overstays flaggedVisits still open at closing time close themselves, and anyone who stayed longer than allowed is flagged for a look.
02
Passes
7 featuresVisitor pass with a six-digit code and QR, issued by reception; one or several entries, expiryReception issues a pass with a code and a QR, for one entry or several, valid until a date you set.
Pass sent by email with the QR inside and an "Open your pass" pageThe visitor gets the pass by email with the QR in the message and a page to open it on the phone at the gate.
Check-in at the gate by code, QR or mobile number without calling the hostVisitors with a pass are let in by code, QR or mobile number, without the guard phoning the host.
Hosts invite their own guests and share the pass by link or WhatsAppStaff invite their own visitors and send the pass by link or WhatsApp, so reception is not in the middle.
Recurring passes (weekdays, daily hours, gates) for regular visitors and vendorsA regular visitor or vendor gets one pass for set weekdays, hours and gates instead of a new one each time.
Public "ask for a visit" link: the visitor requests, the host approves, the pass is sentShare one link: a visitor asks for a visit, the host approves it and the pass goes out by itself.
Unused invitations marked as no-showsInvitations nobody came for are marked as no-shows, so the log shows who really visited.
03
Host approval
9 featuresThe host approves or rejects from an email / notification link on the phone, or in the back officeThe host says yes or no from the link in an email or phone notification, or from the back office, without calling the gate.
No answer in time: reception is alerted or the guard decides; alternate hostIf the host does not answer, reception is alerted or the guard decides, and an alternate host can answer instead.
Host told when the visitor arrivesThe host gets a message the moment the visitor is checked in at the gate.
Host app and host web page: approvals, invitations, pre-approved cabs and deliveries, parcels with pickup codeStaff handle approvals, invitations, pre-approved cabs and deliveries and their parcels (with a pickup code) from the app or a web page.
Hosts picked from the employee list; the manager stands in when the host is on leaveHosts come from your employee list in SmartMy HRMS, and a visitor for someone on leave goes to their manager.
Meetings: ask to meet someone at the desk; the host meets now, asks to wait, schedules, declines or hands overA walk-in can ask to meet someone at the desk; the person meets them now, asks them to wait, sets a time, declines or passes them to a colleague.
Host away dates with a note; an alternate host answers meanwhileHosts mark the days they are away with a note, and their alternate answers for them meanwhile.
Staff vehicles register: hosts register their vehicles, the guard sees whose vehicle it isStaff register their own vehicles, so the guard can see at once whose car is at the gate.
Host complaints to the building office, with repliesHosts raise a complaint with the building office and see its replies in one place.
04
Gate, kiosk and guard tools
8 featuresGuard screen on web, tablet or phone: expected, waiting, inside; one box for code, QR, mobileOne screen for the guard with who is expected, who is waiting and who is inside, and one box that takes a code, a QR or a mobile number.
Guard app (phone) and guard web page, with notificationsGuards work from a phone app or a web page and get notifications as things happen at their gate.
Self check-in kiosk (web or kiosk app): code / QR, walk-in with photo, terms accepted, check-outVisitors check themselves in on a tablet: scan a code or QR, or register as a walk-in with a photo, accept your terms, and check out on the way back.
Visitor badge with photo and QR, printed from the back office, guard page or the Guard appPrint a badge with the visitor's photo and a QR from the back office, the guard page or the Guard app.
Parcels received at the gate, recipient told, handed over or returnedThe gate logs each parcel, the recipient is told, and the parcel is handed over or sent back with a record.
Guard panic alert (panic, medical, fire, intruder) to the other guards and reception, with "I am responding"A guard presses one button for panic, medical, fire or intruder; the other guards and reception are alerted and can say "I am responding".
Guards on duty list and call by phone dialer; shift handoverSee who is on duty, call a guard from the phone dialler and hand the shift over with notes.
Exit passes: a person going out with a one-time code and an expected return; late returns flaggedSomeone stepping out gets a one-time code and an expected return time, and late returns are flagged.
05
Watchlist
2 featuresBlacklist: refused at the gate and the kiosk; only a manager can override, with a reasonPeople on the blacklist are stopped at the gate and the kiosk; only a manager can let them in, and must give a reason.
Log of every blacklisted attempt (who, which gate, which guard, when)Every try by a blacklisted person is recorded with the gate, the guard and the time.
06
Vehicles and goods
6 featuresVisitor's vehicle number and photo; number plate read from the phone's photo; check-out by vehicle numberNote the visitor's vehicle with a photo; the number plate is read from the phone's photo, and the visit can be closed by vehicle number.
Goods vehicle trips: driver and crew, load in / out, loading bay, seal numbers, photo slots the customer definesLog every goods vehicle with driver and crew, load in or out, loading bay, seal numbers and the photos you ask for.
Goods documents per trip (challan, invoice, e-way bill number and photo, LR, PO), required by purpose and loadAsk for the right papers per trip (challan, invoice, e-way bill number and photo, LR, PO), depending on the purpose and the load.
Vehicles register: expected, inside, overstays, documents missing, turnaround by transporterSee vehicles expected and inside, overstays, missing documents and how long each transporter takes to turn around.
Material gate pass: raised by staff, approved, QR and code, checked or held by the guard; a loaded vehicle cannot leave without itStaff raise a gate pass for material going out; once approved it carries a QR and a code, and the guard checks or holds it. A loaded vehicle cannot leave without one.
Returnable items logged back, with overdue remindersItems that went out to come back are logged in on return, with reminders when they are overdue.
07
Contractors
3 featuresContractor / vendor passes limited to days, hours and gatesContractors and vendors get passes that work only on set days, hours and gates.
Work permits: requested by a host, approved with conditions, crew passes limited to the permit, photo and ID at first entry, "work today" at the gate, extend / closeA host asks for a work permit, it is approved with conditions, the crew get passes tied to the permit with photo and ID at first entry, and the guard sees who works today. Permits can be extended or closed.
Materials and debris of a work permit leave on a gate passMaterial and debris from permitted work leave on a gate pass, so nothing goes out unchecked.
08
Security operations
5 featuresPatrol rounds: QR or NFC checkpoints, routes with schedules, scans without signal, GPS, missed and incomplete rounds flaggedGuards scan QR or NFC checkpoints on scheduled routes, even without signal, with GPS; missed or half-done rounds are flagged.
Patrol duty rota: rounds go to the guard on duty, reassigned by reception, late rounds flaggedRounds go to the guard on duty, reception can reassign them, and late rounds are flagged.
Incident register: severity, owner, police reference, follow-up dates, photos / videos, printable report, analysis by monthRecord incidents with severity, owner, police reference, follow-up dates and photos or videos; print a report and see incidents by month.
Emergency broadcast by area to staff, guards, hosts and visitors inside, with "all clear"; shown on apps and kioskSend an emergency to staff, guards, hosts and visitors inside a chosen area, on the apps and the kiosk, and send the all clear when it is over.
Printable muster list (roll call) of everyone insidePrint a roll call of everyone inside, for an evacuation or a drill.
09
Lost and found
2 featuresFound items logged at the gate with a photo and kept until claimed; lost items reported; the two matched and the owner told; handed over against a signatureFound items are logged with a photo and kept until claimed; lost reports are matched to them, the owner is told, and the item is handed over against a signature.
Hosts report a lost item, see what the gates hold and say "this is mine" on the host portal and appStaff report what they lost, see what the gates are holding and claim an item from the host portal or app.
10
Records and reports
4 featuresVisitor log with search and filters; export to spreadsheetSearch and filter every visit and export the log to a spreadsheet.
Visit and pass analysis by day, type, purpose, host, gate, departmentSee visits and passes by day, type, purpose, host, gate and department.
Change history on every record; after check-out only an administrator corrects, with a reasonEvery change is recorded; once a visitor has left, only an administrator can correct the visit, with a reason.
Photos and ID scans deleted automatically after the retention days the customer setsVisitor photos and ID scans are deleted by themselves after the number of days you choose.
11
Several sites and schools
6 featuresWords of the site (office building) on screens and messages, where SmartMy Society runs next to the VMS host partWhen SmartMy Society runs in the same account, screens and messages use office-building words for the office part, not apartment words.
Several sites or companies in one account, each seeing its own data; a head-office user sees all of them togetherRun several sites or entities in one account; each sees only its own visitors, and head office sees them all together.
Schools: parents recognised; passes for admission visitsA school's gate recognises parents from SmartMy Campus and issues passes for admission visits.
Schools: parents ask for a parent-teacher meeting and get a passParents ask for a parent-teacher meeting and get a gate pass for it.
Parents pre-register a visit to their child and see the visit history, on the parent portal and the Campus appParents tell the school they are coming to see their child and see their past visits, on the parent portal and the Campus app.
Own WhatsApp number, group terms, agreed limitsMessages go out from your own WhatsApp number, with terms and limits agreed for your group.
12
With SmartMy Desk (helpdesk)
3 featuresGuards report broken gate equipment (kiosk, scanner, barrier, lights) as a helpdesk ticket for the gate, from the back office, the guard portal and the Guard appA broken kiosk, scanner, barrier or light becomes a helpdesk ticket for that gate, raised from the back office, the guard page or the Guard app.
A helpdesk ticket about a lost item becomes a lost report; the requester hears on the ticket when it is foundA lost item reported to the helpdesk becomes a lost report at the gate, and the person hears on the ticket when it is found.
Host complaints handled as helpdesk tickets; the host follows the status and repliesHost complaints run as helpdesk tickets, so hosts follow the status and reply in one place.
13
Approval chains and chat
3 featuresVisits, visit requests and exit passes approved through approval chains (several levels, named approvers)Visits, visit requests and exit passes can need approval from several people in turn, each one named.
Gate passes and work permits approved through approval chains (several levels)Gate passes and work permits can need approval in several steps before the gate accepts them.
Staff chatStaff chat with each other inside SmartMy, one to one or in groups.
See which plan has what.
Compare plans