Several sites and companies in one account
Run each site or legal company as its own Entity in one account. Each keeps its own gates, visitors, passes and settings, and its staff see only its data. A head-office user allowed several Entities sees them together, with visits by Entity on the dashboard.
PLANSFrom Growth
The problem it solves
- Each plant or branch keeps its own visitor book, and head office learns about an incident a week later.
- One shared system shows every branch's visitors to every guard.
- Each site has different rules, such as approval timeouts or check-out times, and one setting cannot fit them all.
- Reports for the group are put together by hand from each site's spreadsheet.
How it works
- Our staff add an Entity for each site that keeps its visitor data apart. Users are given the Entities they may work in.
- Open the new Entity's Visitors tab and set its rules. They are the approval timeout, what happens when the host does not answer, check-out time, passes and the kiosk.
- With that Entity selected, create its gates. Guards and reception work only in the Entities they are allowed.
- A head-office user who is allowed several Entities ticks them in the switcher at the top right. Lists, reports and dashboards then show them together.
- The Management dashboard shows Visits by entity, so the security head compares sites at a glance.
Everything it does
What each Entity keeps apart
- Its gates, visits, passes, visitors' records, hosts and settings
- Its own Visitors tab: timeout, escalation, auto check-out time, invite validity, photo retention, kiosk theme, gate pass prefix, visitor terms
- Its own public visit request link
- Its own approval chains
- Staff see only the Entities they are allowed
What is shared
- A visitor type, a purpose or an ID proof type with no Entity on it is shared by every Entity
- One login per person, switching between allowed Entities
- A user allowed several Entities sees their lists, reports and dashboards together
When one Entity is enough
- Other companies of the group in the same building can be hosts: Hosts from Other Entities on the Visitors tab. The visit stays at the site
- Tenant companies are tenant offices with their own hosts, not Entities
- Shared gates: one Entity's gate can serve others; each visit is recorded in the Entity the visitor goes to
- Traffic through Our Gates: how many visitors of each Entity came through each gate, not who they were
Who uses it
Security head or head officeSees several sites together, compares visits by Entity, reads incidents across sites.
Site reception and guardsWork only in their own Entity's gates and visitors.
VMS administratorSets each Entity's rules on its Visitors tab and its gates.
Where you use it
- Web: the Entity switcher at the top right of the back office
- Web: Administration > Users & Entities > Entities, the Visitors tab of each Entity
- Web: the Management dashboard, Visits by entity
- The SmartMy VMS apps: each person works in the Entities they are allowed
- Not a separate head-office screen: head office uses the same lists, reports and dashboards with several Entities ticked
What you control
Settings
- Each Entity's Visitors tab, with its own defaults (for example Host Approval Timeout 10 minutes)
- Hosts from Other Entities: empty to start with
Approvals
- Each Entity has its own approval chains (Visitor at the gate, Visit request and the others)
Works with
SmartMy HRMSWith Hosts from Other Entities, the other company's employees are picked as hosts, and their manager stands in on days of leave.
Questions
Can a guard at one plant see another plant's visitors?
No. Guards and reception see only the Entities they are allowed. A gate that serves several Entities shows its guards only who is expected, waiting and inside at that gate.Can each site have its own rules?
Yes. Each Entity has its own Visitors tab, gates, approval chains and public link.Do tenant companies in our tech park need their own Entity?
No. Tenants are tenant offices with their own hosts at your site. Add an Entity only for a separate site that keeps its visitor data apart.Is there a group dashboard?
A user allowed several Entities sees the dashboards with all of them, and the Management dashboard has Visits by entity. There is no separate head-office screen.Can we add a site ourselves?
Our staff add each further Entity for you. Tell us the sites you run and we will tell you what your plan includes.Related features
SHARED SITEShared gates for several entitiesOne entity's gate can serve the other entities of your group in the same building. Each visit, pass, goods vehicle and work permit is recorded in the entity being visited, with the shared gate as its gate. Guards work by gate, every entity's blacklist is checked, and the gate's owner sees only the traffic counts.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.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.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.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.
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.