Who is inside now, with automatic check-out
One 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.
PLANSEvery plan
The problem it solves
- During a fire drill nobody can say which visitors are still in the building.
- Visitors leave by the back gate and the register shows them inside for weeks.
- A contractor stays far longer than the job needed, and nobody notices.
- Each morning someone closes yesterday's open entries by hand.
How it works
- When a visitor is checked in, they appear under Inside on the gate screen, the guard page and the Guard app. They also appear under Visitors > Gate > Visitors > Inside Now.
- Each line shows the visitor, the visitor type, whom they see, the gate, the time in and the time inside.
- Every 15 minutes the system marks visits past their type's Maximum Stay as Overstay, with a note on the visit.
- At the Auto Check-out Time (21:00 to start with), visits still open are checked out at that time and flagged Auto Checked Out. A note asks the gate to confirm.
- When the visitor leaves, the guard presses Check Out, scans the badge or types the gate pass number; the visitor moves to Gone Out.
Everything it does
The list
- Visitors > Gate > Visitors > Inside Now: list and card views, with no New button
- Search by visitor name, mobile or visit number, host, gate, type or vehicle
- Group by status, visitor type, purpose, host, gate or day
- The gate screen's Inside tab shows up to 200 people, newest first; Gone Out shows today's check-outs
- A guard sees everyone inside, not only at their own gates
Overstay
- Set per visitor type as Maximum Stay (hours); 0 means no limit
- Checked every 15 minutes, and again at check-out
- Shows as an Overstay badge on the card and a ribbon on the visit
- Filter Overstay on the visit list and in Visit Analysis
- No message is sent for an overstay
Automatic check-out
- Auto Check-out Time on the entity's Visitors tab: 21:00 to start with; 0 switches it off
- Uses the entity's own time zone
- The check-out time written is the closing time, not the time the job ran
- Flag Auto Checked Out, and a filter for it, so the gate can confirm who really left
Counting people
- Each visit carries Persons: the visitor and those with them
- Who Is Inside (Muster List): a printable roll call of everyone inside, with a tick column (Scale). It has mobile, persons, host, gate, time in and badge
Who uses it
GuardSees who is inside on the gate screen or the Guard app, checks visitors out.
Reception / ManagerWatches Inside Now and overstays, prints the muster list where the plan has it.
AdministratorSets the closing time and each type's maximum stay.
HostSees their own visitors and whether they are inside, under My Visitors.
Where you use it
- Web: Visitors > Gate > Visitors > Inside Now, and the Inside and Gone Out tiles of the gate screen
- Web: the guard page at /guard, Gate
- The SmartMy VMS Guard app: Gate tab, Inside (built and in testing, not in the app stores yet)
- Not a head count from turnstiles: the list is the visits checked in and not yet out
What you control
Settings
- Auto Check-out Time: 21:00 (0 switches it off)
- Maximum Stay (hours) per visitor type: from 0.5 for Delivery to 10 for Contractor / Maintenance as they come
Notifications
- No notification for an overstay or an automatic check-out; both show on the visit and in the filters
Questions
Can we print the list of people inside during an evacuation?
Yes, on Scale. Tick the visits under Inside Now and choose Who Is Inside (Muster List) from the print menu. It has a column to tick each person at the assembly point.What if visitors forget to check out?
At the Auto Check-out Time, 21:00 to start with, open visits are checked out at that time. They are flagged Auto Checked Out, so the gate can confirm.Can we switch off automatic check-out for a site that runs at night?
Yes. Set Auto Check-out Time to 0 on the entity's Visitors tab.Does anyone get a message when a visitor overstays?
No. The visit is marked Overstay on the gate screen and in the visit list. Use the Overstay filter to see them.Related features
VISITORS AND CHECK-INWalk-in registration with check-in and check-outThe guard or reception registers a visitor without a pass on one form. It has mobile, name, photo, whom they see, the kind of visit and what they brought. Every visit keeps its gate, its arrival, check-in and check-out times, and a four-digit gate pass number the visitor uses to leave.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.SECURITY OPERATIONSEmergency broadcast and muster listSend one emergency message to staff, guards, hosts and the visitors inside, on every channel at once. It shows on the apps, the gate screen and the kiosk until the all clear. Print a muster list of everyone inside for the roll call.GATE, KIOSK AND GUARD TOOLSGuard screen and Guard appOne screen shows the guard who is expected, who is waiting and who is inside. One box takes a pass code, a QR, a mobile number or a name. It runs in a browser on any computer, tablet or phone, and as the Guard app.RECORDS AND REPORTSVisitor log and visit reportsEvery visit is kept in one log. Search it by name, mobile, visit number, host, gate or vehicle, and export it to a spreadsheet. Ready analyses show visits and passes by day, type, purpose, host, gate and, with SmartMy HRMS, department.GATE, KIOSK AND GUARD TOOLSVisitor badges with photo and QRPrint a badge for each visitor with their photo, name, whom they are seeing and a QR code. Staff can tell a visitor at a glance, and the visitor is checked out by scanning the badge at the gate or the kiosk.
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.