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Hosts pre-register their guests

Staff invite their own guests from the host portal, the Host app or My Visitors. The guest gets a pass with a QR and a six-digit code by email, and the host can share it by link or WhatsApp. Invitations nobody came for are marked as no-shows when they end.
PLANSFrom Growth
Compare plansHow it works

The problem it solves

  • Every guest goes through reception, which types details the host already had.
  • The guard phones the host for a guest the host invited yesterday.
  • Guests are booked and never come, and the visitor log cannot tell them apart from real visits.
  • The host has the guest's WhatsApp, not their email, and the pass never reaches them.

How it works

  1. The host opens Invite a guest on the host portal or in the SmartMy Host app, or My Visitors > Invites in the back office.
  2. They type the guest's mobile and name, or pick A guest who came before, add the company and choose the kind of visit.
  3. They choose the date and the hours From and Until (10:00 to 13:00 on the form to start with) and the people. Entries: Once, Twice or Any number in the window.
  4. Send the pass makes the pass and emails it when an email is given. The page then offers Copy link and Send on WhatsApp, which opens the host's WhatsApp with the pass link and code.
  5. At the gate the guest shows the QR or says the code, and comes in without a call. The host is told they arrived.
  6. If the pass ends with no entry, it is marked No-show. Your guest passes shows Active or Came, with QR, Share, Cancel and Invite again.

Everything it does

What the host fills in

  • Mobile (6 to 15 digits) and guest name, required
  • Company, kind of visit and email, optional
  • Date, From and Until; an invite without an end lasts the Default Invite Validity (4 hours to start with)
  • People, and Entries: Once, Twice or Any number in the window
  • Every week: Starts, the days (Monday to Friday ticked to start with) and the Last day, where the site lets hosts issue recurring passes

Which guests a host may invite

  • Only visitor types with Hosts Can Invite (on for a new type)
  • Cabs and deliveries are pre-approved, not invited
  • Reception and managers may issue any type
  • A type hosts may not invite shows: ask reception

Sharing the pass

  • Email with the QR inside and an Open your pass button, when the guest has an email
  • Visitor Pass by WhatsApp and SMS, where your account has them set up
  • Copy link and Send on WhatsApp from the host's own phone, with the code and the pass link
  • Numbers typed without a country code get the entity's dialling code

Your guest passes

  • The last 7 days and every active pass
  • QR and Share to send it again, Cancel to stop it, Invite again to fill the form
  • Frequent visitors: people who came often in the last 90 days, with Use to fill the form

No-shows

  • A pass that ends with no entry is Expired and flagged No-show; one used at least once is Used
  • Checked by a scheduled job
  • Filter No-show under Expected / Passes, and Reporting > Passes and No-shows by month

Who uses it

HostInvites guests, shares and cancels their passes, is told when the guest arrives.
Reception / ManagerSees every pass, issues types hosts may not, reads no-shows.
GuardLets the guest in by QR, code or mobile number.
AdministratorSets which types hosts may invite, the default validity and whether hosts issue weekly passes.

Where you use it

  • Web: the host portal, Invite a guest (/my/host/invite)
  • The SmartMy Host app: invite and share (built and in testing, not in the app stores yet)
  • Web: Visitors > My Visitors > Invites for staff with a back-office login
  • WhatsApp: the host sends the link from their own WhatsApp; WhatsApp from your account goes where it is set up
  • Not on Starter: on Starter, reception issues passes

What you control

Settings

  • Default Invite Validity (hours): 4
  • Hosts Can Invite: on for new visitor types; off for cabs
  • Hosts Issue Recurring Passes: off until you allow it
  • Let Pass Holders In Early (minutes): 30

Notifications

  • Visitor Pass: to the guest, by WhatsApp and SMS where set up; the email with the QR goes when an email is given
  • Visitor Arrived: to the host and the alternate host when the guest is let in, by app push, WhatsApp, SMS, email and in-app

Questions

Does the guest need to install anything?

No. The pass is an email and a web page with the QR and the code. The guest shows the QR or says the code at the gate.

Can the host send the pass on WhatsApp?

Yes. After sending, Send on WhatsApp opens the host's WhatsApp with the link and code for the guest. Where your account has WhatsApp set up, the pass also goes from your number.

What is a no-show?

An invitation whose time ended without the guest coming in. It is flagged No-show, so the log and the Passes and No-shows report show who really visited.

Can a host invite a weekly visitor?

Yes, with Every week, where the site has switched on Hosts Issue Recurring Passes. Otherwise reception issues recurring passes.

Is this in the Starter plan?

No. Invitations by hosts and no-shows come with Growth. On Starter, reception issues passes for expected visitors.

Related features

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.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.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.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.

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.
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