Contractor and vendor passes
Give a regular vendor or contractor a pass that works only on the days, hours and gates you choose. The guard scans it; outside those days, hours or gates it is refused with the reason.
PLANSFrom Growth
The problem it solves
- The housekeeping vendor comes every weekday, and the guard writes them in by hand each morning.
- A contractor's man turns up on a Sunday night and the guard cannot tell whether he is allowed.
- Vendors use the main gate when they should use the service gate.
- Nobody knows which contractors are inside, or that one stayed past closing.
How it works
- Reception opens Visitors > Gate > Visitors > Expected / Passes and clicks New. It fills in the name, mobile, visitor type (Contractor / Maintenance or Vendor / Supplier) and whom they work for.
- For a recurring pass, reception ticks the days and sets the daily hours and the dates. Under Gates and Days it chooses the gates allowed.
- Send to Visitor sends the QR code and the six-digit code by email, and by WhatsApp or SMS where they are set up.
- At the gate the guard scans the QR or types the code. On a right day, hour and gate the person is let in without calling anyone.
- On a wrong day, hour or gate, the gate says why, for example 'not valid at this time of day'. Overstays past the type's maximum stay are flagged.
Everything it does
The pass
- Visitor name, mobile, email, organisation, visitor type, purpose, persons, vehicle number
- Validity from and to; Entries Allowed (0 is any number within the dates)
- Recurring Pass: the days of the week (all ticked to start with) and Daily From and Daily To (00:00 to 00:00 is all day)
- Allowed Gates: empty uses the gates of the visitor type
- Buttons: Send to Visitor, Send Again, Cancel Pass, Entries (who came in on it)
Visitor types for contractors
- Contractor / Maintenance: ID proof required, maximum stay 10 hours, to start with
- Vendor / Supplier: maximum stay 4 hours, to start with
- Per type: photo required, ID proof required, maximum stay, allowed gates, self-service, hosts can invite
- A type that needs an ID proof is never offered on the kiosk; those people see the guard
At the gate
- The gate refuses a pass on a day not ticked, outside its hours or at a gate not allowed. It also refuses after its last date, or when its entries are used
- A holder may come in early by Let Pass Holders In Early (30 minutes to start with)
- The kiosk and the gate show Recurring and the pass's hours
- The person is a visitor profile found by mobile, so the blacklist applies
- Visits longer than the type's maximum stay are flagged as overstays
Who issues them
- Reception and VMS managers issue recurring passes in the back office
- Hosts may give a visitor a weekly pass from the host portal and app (Every week), while Hosts Issue Recurring Passes is on
- Contractors working under a work permit get their passes from the permit instead (Scale)
Who uses it
ReceptionIssues and cancels recurring passes for vendors and contractors.
HostGives a regular visitor a weekly pass from the host portal or Host app, where allowed.
GuardScans the pass and lets the person in, or reads why it is refused.
Contractor or vendorShows the QR or the six-digit code at the gate or the kiosk.
Where you use it
- Web: Visitors > Gate > Visitors > Expected / Passes (filter Recurring) and Visitors > Configuration > Gates and Visitors > Visitor Types
- Host portal and Host app: Invite a guest, Every week (built and in testing, not in the app stores yet for the app)
- Gate screen, guard web page, the Guard app and the kiosk: scan or type the code
- Not built: a register of contractor companies, safety induction records or insurance expiry dates on the pass
What you control
Settings
- Days of the week: all ticked on a new recurring pass; a host's weekly pass starts on Monday to Friday
- Daily hours: all day (00:00 to 00:00) unless you set them
- Let pass holders in early: 30 minutes
- Hosts Issue Recurring Passes: on
- Allowed gates per visitor type and per pass: every gate when empty
Notifications
- Visitor Pass: the code and validity to the person by WhatsApp or SMS, the first that works; the pass is also emailed with its QR
- Visitor Arrived: to the host when the person comes in; app notification and in the app, and the first of WhatsApp, SMS or email
Questions
Can a vendor's pass work only on weekdays from 8 to 11?
Yes. Tick Monday to Friday and set Daily From 08:00 and Daily To 11:00. On other days or hours the gate refuses it with the reason.Can we keep contractors to the service gate?
Yes. Choose the gates on the pass, or on the Contractor / Maintenance visitor type for every pass of that type.Does a contractor need an ID?
The Contractor / Maintenance type asks for an ID proof to start with. You can change that on the type.What about a fit-out crew of ten people?
Use a work permit (Scale). Each crew member then gets a pass for the permit's dates, hours and gates.Which plan has recurring passes?
Growth and Scale. Starter has passes that reception issues for set dates.Related features
CONTRACTORSWork permits with crew passesA host asks for a work permit for a fit-out, repair or move. The building 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.PASSESRecurring passes for regular visitorsA vendor or trainer who comes every week gets one pass for set weekdays, daily hours and gates. No new pass is needed for each visit. The gate checks the day and the hour every time they come.VISITORS AND CHECK-INVisitor types with their own rulesEach kind of visitor, such as a guest, a vendor, a contractor or an interview candidate, has its own rules. They cover photo and ID, how long they may stay, which gates they may use and whether they may register at the kiosk. Whether a walk-in of that type waits for the host is set in the approval chain.PASSESVisitor passes with a code and QRReception issues a pass for an expected visitor: a six-digit code and a QR, for one entry or several, valid between two times. The visitor gets it by email with the QR inside and an Open your pass page. They are let in at the gate by code, QR or mobile number without anyone phoning the host.WATCHLISTVisitor blacklist with manager overridePut a person on the blacklist with the reason, and they are stopped at every gate and at the kiosk. Only reception or a manager can let them in, and only with a written reason. Every attempt is logged with the gate, the guard and the time.VISITORS AND CHECK-INWho is inside now, with automatic check-outOne list shows everyone on the premises at this moment, with whom they came to see, the gate and how long they have been inside. Visits still open at your closing time are checked out by themselves and flagged, and anyone past their visitor type's maximum stay is marked Overstay.
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.