Material gate pass with returnable items
Staff raise a gate pass for anything leaving the site. Once approved it carries a QR code and a six-digit code; the guard checks the items, lets them out or holds them. Returnable items stay open until they come back.
PLANSFrom Growth
Why it matters
Material walks out of a factory or office on a chit nobody can check. Returnable items sent for repair or job work quietly never come back. SmartMy VMS ties the gate to an approved pass. The guard scans a QR or types a six-digit code, sees the approved items, and lets them out or holds them with a reason. A loaded vehicle that needs a pass cannot leave without one verified. Returnable items stay open, item by item, until the gate logs them back. Once they are overdue, the person who raised the pass is reminded every three days.
The problem it solves
- Laptops, tools and stock leave on a handwritten chit that anyone could have signed.
- A truck goes out loaded and the guard has no way to know what it was allowed to carry.
- Moulds and machines sent for job work or repair never come back, and nobody follows up.
- When the count is short at the gate, the guard can only phone around while the driver waits.
How it works
- A staff member raises the pass from the back office, the host portal or the Host app. They write why the goods go out and list each item, with quantity, unit, serial or asset number, and whether it comes back.
- They say how the goods leave: in a vehicle (with its number, or any vehicle) or carried by a person. Returnable items need a date they come back by.
- The pass goes to its approval chain: with no set-up, the approver named on the pass, or reception and the VMS managers. The one who raised it never approves it.
- Approved, the pass shows a QR code and a six-digit code, and can be printed. The person who raised it is told, with the code.
- At the gate the guard scans the QR or types the code and compares the items. Verify, Goes Out lets them out; a mismatch holds the pass and the office is told at once.
- A loaded vehicle that needs a pass cannot be let out until one is verified. Returnable items are logged back at the gate, in part or in full.
Everything it does
The pass
- Gate pass number, reason, department, raised by, approver
- Goes out: in a vehicle (expected vehicle number, or any vehicle) or carried by a person (name and mobile, or an employee)
- Items: description, quantity, unit (Nos to start with), serial / asset number, returnable or not
- Expected back on: required when an item is returnable
- Documents on the pass, such as an invoice or a delivery challan
- Once sent, the items and the carrier cannot change: cancel it and raise a new one
- Statuses: Draft, To Approve, Approved, Held at Gate, Verified / Out, Returned, Rejected, Cancelled
At the gate
- Found by its QR code or its six-digit code on the gate screen, the guard web page and the Guard app
- The guard sees every item and compares it with what leaves
- Checks: not approved, already used, wrong vehicle, for a person and not a vehicle, another trip, another Entity
- Hold with a reason (short or extra items, wrong vehicle): the office is told and the goods stay
- With the incident register, a hold can be written up as an incident in the same step
- Release Hold: by who raised it, its approver or a manager; the gate can then verify it again
Which vehicles need a pass
- Gate Pass Needed, by how the vehicle came in and goes out. Options: none, any vehicle going out loaded (the default), or came in empty and goes out loaded. Or loaded in and loaded out, loaded in and empty out, any vehicle that came in loaded, or every vehicle
- Whatever the setting, a vehicle with an approved pass waiting goes out only with that pass verified
- People Carrying Goods Need a Gate Pass: shown to the guard for goods carried by hand
Returnable items
- Each returnable item keeps how many are back and how many are pending
- The guard logs returns at the gate, with the gate and the vehicle trip, in part or in full
- Overdue after the expected date: a to-do for who raised it, and a reminder every three days to them and their department
- Filters: To Approve, Approved (not out), Held at Gate, Gone Out, Returnables Pending, Overdue
Record
- Every step is written on the pass: approved by, verified by and when, held by and why, each return
- Print gives the pass with its QR and code
- Gate passes raised from a work permit list the permit as their source
Who uses it
Staff member or hostRaises the pass, gives the code to the driver or carrier, and follows returnable items.
ApproverApproves or rejects the pass, with a reason to reject, on the portal, the Host app or the back office.
GuardChecks the items against the pass, lets them out or holds them, and logs returns.
Reception and VMS managersDecide passes for any approver, release holds and follow overdue returnables.
Where you use it
- Web: Visitors > Goods Vehicles > Gate Passes; staff use Visitors > My Visitors > Gate Passes (Material Out)
- Host portal and Host app: Gate passes, with Waiting for your approval (built and in testing, not in the app stores yet for the app)
- Guard web page, gate screen and the Guard app: Gate pass, Vehicle out and returnable items coming back
- Not built: weighing the load or matching it against stock; the pass is checked by eye against its item list
What you control
Settings
- Gate Pass Needed: any vehicle going out loaded
- People Carrying Goods Need a Gate Pass: off
- The gate pass approval chain: one level, the approver named on the pass or reception and VMS managers. Approved at Once if you need no approval
- Delete gate pass photos / documents after: the goods setting, 0 days (never) to start with
Approvals
- Gate pass: one chain per Entity; the approver named on the pass (never who raised it), else reception and VMS managers. Add levels or set Approved at Once
Notifications
- Gate Pass to Approve: to the approvers of the level, who also get a to-do; app notification and in the app, and email
- Gate Pass Approved: to who raised it, with the six-digit code. App notification and in the app, and the first of WhatsApp, SMS or email that reaches them
- Gate Pass Rejected: to who raised it, with the reason; same channels
- Gate Pass Held at the Gate: to who raised it, the approver, the department and the managers; same channels
- Gate Pass Items Back: to who raised it; app notification and in the app, and email
- Gate Pass Returnables Overdue: every three days, to who raised it and the department; app notification and in the app, and email
Questions
Can the person who raised the pass approve it?
No. The approver named on the pass, or reception and the VMS managers, decide it. The person who raised it never does.What happens if the items do not match?
The guard holds the pass with the reason, and the goods stay. The person who raised it, the approver, the department and the managers are told. Release Hold lets the gate check it again.Can we skip approval for gate passes?
Yes. Set the gate pass chain to Approved at Once, and a pass is approved as soon as it is sent. The guard still checks it.Can only part of a returnable item come back?
Yes. The guard logs the quantity that came back. The rest stays pending and is reminded when overdue.Which plan has gate passes?
Growth and Scale. They come with goods vehicles.Related features
VEHICLES AND GOODSGoods vehicle trips and documentsEvery truck, tempo or tanker is logged with its driver and crew, load in and out, loading bay and seals. The guard takes the photos you ask for and records the papers it must carry. The papers required depend on the purpose and the load.ACROSS SMARTMY VMSApproval chainsVisitors at the gate, visit requests, exit passes, meeting requests, gate passes and work permits each go to the right people. You set the order, without code. Every decision is kept with who made it, when and why.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.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.HOST APPROVALHost app and host web pageEveryone 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.SECURITY OPERATIONSIncident register and reportsGuards and the office record anything unsafe or wrong with its type, severity, place, people, vehicle and photos or videos. Each incident has an owner, a follow-up date and a police reference, and ends with a printable report.
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.