Staff vehicles register
Staff add their own cars and bikes from the host portal or the Host app. The building office allots the parking slot. At the gate, the guard types part of a number and sees at once whose vehicle it is, their department and floor.
PLANSFrom Growth
The problem it solves
- A car is parked across the gate and the guard walks floor to floor asking whose it is.
- The list of staff vehicles is a spreadsheet at the security cabin, months out of date.
- The guard cannot tell a staff car from a visitor's, so every car is stopped and questioned.
- Parking slots are allotted on paper, and two people claim the same slot.
How it works
- A host opens Vehicles on the host portal or in the Host app and adds the vehicle number, the make and model, and the colour.
- The building office sees every staff vehicle under Visitors > Hosts > Vehicles and allots the parking slot.
- At the gate, the guard opens Vehicles on the guard page or in the Guard app. They type at least 3 letters or digits of the number.
- The guard sees the registered vehicle: the owner, their department, company and floor and the owner's phone, with the last visits made with that number.
- When a host changes their car, they press Remove on the old one and add the new one.
Everything it does
A staff vehicle
- Vehicle number, kept in capitals; spaces and dashes are ignored when it is searched
- Type: Car, Motorbike / Scooter, Bicycle or Other; Car to start with
- Make / Model, Colour
- Parking slot, allotted by the office
- A host cannot add the same number twice; a number needs at least 4 letters or digits
- Remove archives the vehicle; nothing is deleted
Parking for offices
- Parking Levels (for example Basement 2, Stilt, Open parking) and Parking Zones (East wing, Visitor bay, EV corner) under Visitors > Configuration
- Parking Slots with the slot number, level, zone and type (Car, Bike / Scooter, EV (charging), Visitor, Other). Also covered or not and how many vehicles it holds
- Add many slots at once with the bulk form
- A slot is Free, Allotted to a host, or Visitor Parking; visitor parking is never allotted to a host
- A host can have several slots; a vehicle can only be placed in a slot of its own host, and not beyond the slot's capacity
- Release takes a slot back; its vehicles leave the slot
- Each level shows its number of slots and how many are free
At the gate
- The guard's vehicle lookup lists staff vehicles that match the number typed, up to 10
- For each: number, type, make, colour, owner, department, company and floor and the owner's phone
- The same lookup shows the last 10 visits with that number, so a visitor's car is recognised too
- In the Guard app, the number can also be read from a photo of the plate; the guard confirms it
For the office
- Visitors > Hosts > Vehicles: every staff vehicle, searchable by number, host and slot
- The host's form lists their vehicles and parking slots
Who uses it
HostAdds and removes their own vehicles.
Building office (VMS manager)Sets up levels, zones and slots, allots slots to hosts and keeps the vehicle list.
GuardLooks up a number at the gate to see whose vehicle it is and whom to call.
Where you use it
- Web: the host portal, Office > Vehicles
- The SmartMy VMS Host app: Gate > Vehicles (built and in testing, not in the app stores yet)
- Web: Visitors > Hosts > Vehicles, and Visitors > Configuration > Buildings and Parking > Parking Slots, Parking Levels, Parking Zones
- Web: the guard page, Vehicles; the SmartMy VMS Guard app (built and in testing, not in the app stores yet)
- Not with cameras or barriers: number plate cameras, RFID tags and boom barriers are not connected; the guard looks the number up
What you control
Settings
- Parking levels, zones and slots: none to start with; the office adds them
- Slot type: Car; covered: on; holds: 1 vehicle
Questions
Can the gate open the barrier for staff cars by itself?
No. Number plate cameras, RFID tags and boom barriers are not connected. The guard looks the number up or reads it from a photo in the Guard app.Can staff choose their own parking slot?
No. The building office allots slots to each host and places the vehicle in one, and tells the host which slot it is.Can the guard call the owner of a car that blocks the gate?
Yes. The lookup shows the owner's phone number with their department and floor.Do tenant companies' staff register their vehicles too?
Yes. Every host, employee or tenant staff, has the Vehicles page on the host portal and in the Host app.Which plan has the staff vehicles register?
Growth and above, with the host portal.Related features
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.VEHICLES AND GOODSVisitor vehicles and number platesNote each visitor's vehicle with its number and a photo. The Guard app reads the number from the photo of the plate, and the guard can close a visit by typing the vehicle number.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.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.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.
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.