Host app and host web page
Everyone who receives visitors gets a page in the browser and the SmartMy VMS Host app. They approve visitors, invite guests, pre-approve cabs and deliveries, and collect parcels with a pickup code. They also name an alternate while away and raise complaints to the building office. Office staff also chat with each other inside SmartMy.
PLANSFrom Growth
The problem it solves
- Every visitor, cab and parcel goes through a phone call between the gate and the host's desk.
- Staff of tenant companies in a tech park have no way to tell the gate who is coming.
- Parcels pile up at reception and are handed to whoever asks for them.
- Complaints to the building office are made in the corridor and forgotten.
How it works
- A staff member opens the host portal at /my/host, or installs the SmartMy VMS Host app, and signs in with their usual login. Their host profile is made the first time.
- For tenant companies, the building office links each person's login as a host. A tenant's office admin can also make host accounts for their people.
- Home shows what needs the host now: someone at the gate to approve, guests expected today, visitors inside, requests and parcels waiting.
- The host invites a guest and shares the QR pass by link or WhatsApp. They can also pre-approve a cab, a delivery or a service visit for the next hours.
- When a parcel arrives, the host is told and collects it at the gate with the pickup code.
- Before leave, the host sets Away with an alternate host, who answers for them until the last day.
Everything it does
Visitors
- Someone is at the gate: photo, name, company, persons, waiting time and gate; Approve, Reject, with a note for the gate
- Invite a guest: one day or every week, with persons and entries (once, twice or any number in the window). Copy link and Send on WhatsApp
- Requests: visits asked for on the public link; Approve, or Reject with a reason
- My visitors: today, 7 days or 30 days, by status (inside, left, rejected), with search and Invite again
- Frequent visitors: who came most in the last 90 days, with Always allow and Invite
Gate
- Pre-approvals: cab, delivery or service; a company or any; the last 4 digits of the vehicle. Valid for the next 1, 2 or 4 hours or the rest of today; Only once; Leave it at the gate
- Always allowed rules: a delivery company or the office cab, at any time or between set hours, with an on / off switch
- Parcels: where each one is kept, the courier and the pickup code; parcels collected in the last 30 days and by whom
- Vehicles: the host's own vehicles
Office
- Away: from, until (the last day), the alternate host and a note; I'm back ends it early
- Complaints to the building office: kind (Repair, Electrical / AC, Cleaning, Network / IT, Parking, Security, Other). Then what is wrong, where, details, photos and videos; replies both ways
- With SmartMy Desk, a complaint is a helpdesk ticket: the host follows its stage and the team's replies
- Lost and found, gate passes for goods and vehicles expected, where the site uses them
- Our office for a tenant's office admin: the staff directory, import from a sheet and host accounts
Alerts
- Alerts lists arrivals, parcels, requests and site notices, with Mark all read
- A host can switch off three kinds: Visitors leaving, Parcels collected, Office notices; arrivals, waiting visitors, new parcels and requests always arrive
- Call security and the emergency banner, where the site uses them (Scale)
Staff chat
- Office staff with a back-office login chat under Chat, in place of Discuss
- One-to-one chats with colleagues of their Entities, and groups they make
- Photos and files, search in a conversation, mute and leave
- Unread counts and the time of the last message on each conversation
- No voice or video calls and no voice notes
Who uses it
Host (employee)Approves visitors, invites guests, pre-approves cabs and deliveries, collects parcels, sets Away and raises complaints.
Host (tenant staff)Does the same for their own visitors once the building office or their office admin made them a host.
Office admin of a tenantKeeps the office's staff directory and makes host accounts for its people.
Building office (VMS manager)Adds tenant hosts, allots parking slots, answers complaints, sees every host's pre-approvals and vehicles.
Where you use it
- Web: the host portal at /my/host (Home, Invite a guest, Requests, My visitors, Frequent visitors, Pre-approvals, Parcels, Away, Alerts, Vehicles, Complaints)
- The SmartMy VMS Host app for iOS and Android, tabs Home, Visitors, Gate, Office and Alerts. Built and in testing, not in the app stores yet
- The SmartMy VMS Staff app: a Visitors tab with the host pages, for staff who also work at reception
- Web: Visitors > Hosts (Hosts, Pre-approvals, Vehicles, Complaints) for the building office
- Web: Chat in the back office main menu, for staff with a back-office login
- Not chat for tenant staff: the host portal and the Host app have no chat
What you control
Settings
- Hosts Issue Recurring Passes: on
- Parcels Need the Pickup Code: per Entity
- Issue Type for Host Complaints: the helpdesk issue type, with SmartMy Desk
- Host Accounts per Tenant Office: 5
Approvals
- Visitor at the gate: the host and alternate host by default, reception can answer for them
- Visit request: the host and alternate host by default, reception when no host is named
Notifications
- Visitor Waiting for Approval and Visitor Arrived: to the host and the alternate host, by push, WhatsApp, SMS, email and in-app
- Host: Gate News (parcels, pre-approved arrivals and other gate events): to the host, by push, WhatsApp, SMS, email and in-app
- Host: Site News (a complaint done, office notices): to the host, by push, email and in-app
- Host: Named Alternate Host and Host: Parcel Collected: to the host, by push, email and in-app
- Push to the Host app works once your app is set up with the notification service. Each person can switch off a channel, such as email, for themselves. In-app notices always arrive
Works with
SmartMy DeskHost complaints become helpdesk tickets; the host follows the stage and replies from the same page (Growth).
SmartMy HRMSHosts picked from the employee list; the manager stands in on days of approved leave (Growth).
Questions
Do hosts need the app?
No. The host portal in a browser does the same things. The SmartMy VMS Host app is built and in testing; it is not in the app stores yet.Can tenant companies in our building use it?
Yes. The building office links each tenant person's login as a host, or a tenant's office admin makes host accounts for their people. Each sees only their own visitors, passes and parcels.Can a host see a colleague's visitors?
Only while that colleague is away and named them as alternate. The alternate sees the waiting visitors, requests, who is expected and parcels, not the visitor history or invitations.Can hosts chat with each other?
Office staff with a back-office login chat under Chat, one to one or in groups. Tenant staff on the host portal or the Host app have no chat.Which plan has the host portal?
Growth and above. On Starter, staff approve their visitors from the link in the notification or in the back office.Related features
HOST APPROVALHost approval from the phoneA visitor without a pass waits at the gate while the host is asked on the phone. The host approves or rejects from the link, the app or the back office. If nobody answers in time, reception or the guard decides, and an alternate host covers for anyone away.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.PASSESPublic link to ask for a visitPut one link on your website or in an email signature. A visitor asks for a visit without a login. The person they want to see approves it, and the QR pass goes out by itself.GATE, KIOSK AND GUARD TOOLSParcels and deliveries at the gateThe gate logs each parcel with the courier, a photo and the shelf. The person it is for is told at once. It is handed over against a pickup code, or sent back to the courier, and every step is on record.SHARED SITETenant offices and staff directoryIn a shared building or tech park, list the tenant offices and everyone visitors come to see: name, office and floor. The staff directory is free and has no limit. The guard, reception and the kiosk pick the person visited from it, and each tenant's office admin can keep their own list.HOST APPROVALStaff vehicles registerStaff add their own cars and bikes from the host portal or the Host app. The building office allots the parking slot. At the gate, the guard types part of a number and sees at once whose vehicle it is, their department and floor.
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.