Recurring passes for regular visitors
A 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.
PLANSFrom Growth
The problem it solves
- The same vendor is registered as a new walk-in every Tuesday, and the host is called every time.
- A long pass lets a regular visitor in at any hour and on any day, not only when they are expected.
- Reception keeps a paper list of regular visitors, and nobody knows whether it is current.
- A trainer who comes three mornings a week waits at the gate while the guard looks for someone to approve.
How it works
- Reception opens Visitors > Gate > Visitors > Expected / Passes, clicks New and chooses the kind Recurring Pass.
- Fill in the visitor's name and mobile, the visitor type, whom they visit and the dates the pass runs from and until.
- Tick the days of the week and set Daily From and Daily To. Choose the Allowed Gates if only some gates may let them in.
- Click Send to Visitor. The visitor receives the pass with a QR code and a 6-digit code.
- Where the site allows it, a host makes the same pass from the host portal or the Host app. Use Invite a guest, Every week, the days, the hours and the last day.
- At the gate, the guard scans the QR or types the code. The pass works only on its days, between its hours and at its gates. On any other day or hour the guard sees why it is refused.
Everything it does
What a recurring pass holds
- Days of the week: Monday to Sunday, each a switch; all seven are on when reception starts a new pass
- Daily From and Daily To: the hours of the day the pass lets the holder in; 00:00 to 00:00 means all day
- Valid from and until: the dates the pass runs
- Allowed Gates: empty means the gates of the visitor type
- Entries Allowed: 0 means any number of entries within the dates; set it to 0 on a pass that is meant to repeat
- One 6-digit code, unique among the Entity's active passes, and a QR code
Passes made by hosts
- Invite a guest, Every week: the start day and the days of the week (Monday to Friday when none are ticked). Then the last day and the hours
- A host's weekly pass allows any number of entries within its days and hours
- Always allow on Frequent visitors: a frequent visitor gets a pass for every day, all day, for one year; switching it off cancels the pass
- Frequent visitors are those who came to the host most in the last 90 days
- The host's list shows Every week, the days, the hours and the last day of each recurring pass
At the gate and the kiosk
- The day of the week and the time of day are checked in the site's time zone
- Refused with a reason: not valid on this day of the week, not valid at this time of day, or not valid at this gate. Or expired, or already inside on this pass
- The gate screen marks the pass Recurring and shows its daily hours instead of a single day
- At the kiosk the visitor types the code; the kiosk shows Recurring and the hours
- Each entry makes a visit with the origin Recurring Pass, so the visit log shows how they came in
Finding and stopping passes
- Expected / Passes has the filter Recurring and a grouping by kind
- Cancel Pass stops a pass at once; Send Again sends it once more
- Entries lists every visit made on the pass
- A pass ends by itself after its last date
Who uses it
Reception (VMS manager)Issues, sends and cancels recurring passes for vendors and regular visitors.
HostGives a weekly pass or an always-allow pass to their own regular visitors, where the site allows it.
GuardScans the QR or types the code; the gate checks the day, the hours and the gate.
VMS administratorDecides whether hosts may issue recurring passes.
Where you use it
- Web: Visitors > Gate > Visitors > Expected / Passes (kind Recurring Pass, filter Recurring)
- Web: the host portal, Invite a guest (Every week) and Frequent visitors (Always allow)
- The SmartMy VMS Host app: Visitors > Invite and Frequent (built and in testing, not in the app stores yet)
- The gate screen, the guard page, the Guard app and the kiosk: entry by QR or code
- Not on the public visit request page: a visitor asks for one visit there, not a repeating pass
What you control
Settings
- Hosts Issue Recurring Passes (Entity form, Visitors tab): on to start with; off means only reception issues recurring passes
- Let Pass Holders In Early (minutes): 30 to start with; how long before the pass's first date the gate may let them in
- Allowed gates of each visitor type: the gates a pass uses when it names none
Approvals
- No approval: a recurring pass is issued by reception or by the host, and its holder comes in without a call to the host
Notifications
- The pass goes to the visitor by email with the QR code and a link to open the pass on the phone
- Visitor Pass: to the visitor by WhatsApp and SMS, where your account has them set up
- Visitor Arrived: to the host and the alternate host each time the holder comes in, by push, WhatsApp, SMS, email and in-app
- Each person can switch off a channel, such as email, for themselves; in-app notices always arrive
Works with
Work permitsEach approved crew member of a work permit gets a recurring pass limited to the permit's days, hours and gates (VMS Scale).
Questions
Can a host give a weekly pass without asking reception?
Yes, when the setting Hosts Issue Recurring Passes is on, which it is to start with. When it is off, the Every week choice is refused and only reception issues recurring passes.What happens if the vendor comes on the wrong day?
The gate refuses the pass and says it is not valid on this day of the week. The guard can still register them as a walk-in, and the host is asked as for any visitor.Can a recurring pass be limited to the goods gate?
Yes. Choose the gates under Allowed Gates. Left empty, the pass works at the gates of its visitor type.How do we stop a pass when a vendor's contract ends?
Open the pass and click Cancel Pass. It stops at once. A pass also ends by itself after its last date.Is the recurring pass in the Starter plan?
No. Recurring passes start in Growth. Starter has passes issued by reception for one or several entries within a time window.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.PASSESHosts pre-register their guestsStaff 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.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.CONTRACTORSContractor and vendor passesGive 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.GATE, KIOSK AND GUARD TOOLSSelf check-in kioskA tablet at the gate or at reception where visitors check themselves in and out. They scan a pass or type its code. Without a pass, they register with a photo and accept your terms, while the guard deals with the next person.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.
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.