Shared gates for several entities
One 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.
PLANSEvery plan
Why it matters
In a building where two or three companies of a group share one security desk, the gate register mixes everyone's visitors. Either each company runs its own desk at the same door, or one company holds the visitor records of the others. SmartMy VMS lets one entity own and run the gate while each visit is recorded in the entity the visitor came to see. The guard sees everyone expected, waiting and inside at that gate, and each company sees only its own log. A person barred by any of them is stopped at the door.
The problem it solves
- Two companies of a group share one lobby, and their visitor records end up in one register nobody owns.
- A visitor barred by one company walks in through the gate run by the other.
- Goods leave for company B through company A's gate, and A's guards have no way to check B's gate pass.
- The company that runs the gate wants to know the load on its guards, but must not read the other company's visitor log.
How it works
- Open the gate under Visitors > Configuration > Gates and Visitors > Gates, and choose the other entities under Also Serves Entities. The gate stays with its own entity and is counted once.
- The guards in charge of the gate now see everyone expected, waiting and inside at that gate for every entity it serves. A card of another entity shows For and its name; the Guard app shows Serves A, B at the top.
- At a walk-in the guard picks the person from the To see list. The visit is recorded in that person's entity, with the shared gate as its gate.
- A pass, a goods vehicle, a gate pass or a work permit of entity B is let in or out at A's gate. It stays in B.
- Before anyone comes in, the blacklists of every entity the gate serves are checked. Reception or a VMS manager can override, with a reason.
- Entity B sees its own visits, including those through A's gate. Entity A sees Visitors > Reporting > Traffic through Our Gates: how many visitors of each entity came through each gate, not who they were.
Everything it does
What is recorded where
- Walk-ins: in the entity of the person picked from the staff directory
- Passes: in the entity that issued them
- Goods vehicle trips, material gate passes and work permits: in their own entity, with the shared gate (where those features are in your plan)
- A visitor known at another entity the gate serves keeps their photo and ID on file; they are copied to the entity visited
Guards work by gate
- The gate screen, the guard page and the Guard app show the gate's lists for every entity served
- Guards never see another entity's full log or its reports
- An action on a record of an entity the gate does not serve is refused
- Visitors found by mobile number at the gate include those of the entities served
Blacklists
- The same mobile number blacklisted at any entity the gate serves is refused, with the entity and the reason
- Only reception or a VMS manager can let them in, with an override reason
- Each refusal is logged in Blacklist Attempts, where the blacklist is in your plan
Gate passes held at the gate
- A material gate pass raised in entity B is checked and held at A's gate
- A loaded vehicle of B does not leave through A's gate without it
- Goods vehicles and gate passes come with Growth
Traffic through Our Gates
- For the gate's owner: gate, Visitors For (entity), tenant office, checked-in date, visits and persons
- Filter Other Entities; group by gate, entity, tenant office or month
- Counts only, never names or mobile numbers
Hosts from other entities, without sharing a gate
- When another entity's staff are visited at your gates but the visit should stay with you, use Hosts from Other Entities instead. It is on your entity's Visitors tab
- Then the visit stays in your entity and the host sees only their own visitors
Who uses it
AdministratorChooses the entities a gate also serves and the guards in charge of it.
GuardLets in and out the visitors, passes and goods of every entity the gate serves.
Reception / ManagerSees their own entity's visits, overrides a blacklist refusal with a reason.
Gate owner's managerReads Traffic through Our Gates to see the load on the gate.
Where you use it
- Web: Visitors > Configuration > Gates and Visitors > Gates, Also Serves Entities
- Web: the gate screen and the guard page at /guard, with For on each card of another entity
- The SmartMy VMS Guard app: Serves A, B at the top (built and in testing, not in the app stores yet)
- The kiosk at a shared gate: the staff directory of every entity it serves
- Web: Visitors > Reporting > Traffic through Our Gates
- Not across separate accounts: the entities must be in the same SmartMy account
What you control
Settings
- Also Serves Entities: empty on every gate to start with
- Guards in Charge: set per gate
- Hosts from Other Entities: empty to start with
Approvals
- Visitor at the gate: the chain of the entity being visited decides, with its own levels
Notifications
- Visitor Waiting for Approval: to the host in the entity visited, by app push, WhatsApp, SMS, email and in-app
- Visitor Arrived: to the host in the entity visited, by app push, WhatsApp, SMS, email and in-app
Works with
SmartMy HRMSEmployees of the entities the gate serves are picked as the person visited.
Questions
Can the company that runs the gate read the other company's visitor log?
No. It sees Traffic through Our Gates: how many visitors of each entity came through each gate. Names and numbers stay in the entity visited.Are guards counted twice when they serve two companies?
No. Guard logins are not counted on any plan, and the gate is counted once, by the entity that owns it.What if a visitor is blacklisted by only one of the companies?
They are refused at the shared gate, with the entity and the reason. Reception or a VMS manager can let them in with an override reason.Does a shared gate work at the kiosk?
Yes. The kiosk offers the staff directory and the visitor types of every entity the gate serves. The visit is recorded in the entity of the person picked, with that entity's terms.When should we use Hosts from Other Entities instead?
When the other company's staff are visited at your gate but the visit should stay in your books. A shared gate records the visit in the other company.Related features
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.SHARED SITEKiosk check-in by choosing who you visitAt a kiosk in the lobby, the visitor answers "Who are you visiting?" by typing a few letters. They tap the person from the staff directory: name, office and floor only. The visit is recorded with the right company, and the person, their office or reception is asked to approve.SEVERAL SITES AND SCHOOLSSeveral sites and companies in one accountRun 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.WATCHLISTVisitor blacklist with manager overridePut a person on the blacklist with the reason, and they are stopped at every gate and at the kiosk. Only reception or a manager can let them in, and only with a written reason. Every attempt is logged with the gate, the guard and the time.VEHICLES AND GOODSMaterial gate pass with returnable itemsStaff 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.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.
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.