Tenant offices and staff directory
In 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.
PLANSEvery plan
The problem it solves
- The guard asks "which company?" and phones three offices to find one person.
- Tenants change staff every month and the list at the gate is always out of date.
- The building office cannot say how many visitors each tenant had, so it cannot recharge them.
- Visitors see a printed board with everyone's phone number on it.
How it works
- Go to Visitors > Site > Tenant Offices and add each tenant: name as visitors know it, floor, wing or unit, and a contact.
- Fill the directory: Add Our Staff under Visitors > Site > Staff Directory adds everyone with a login once. Add tenants' staff on the office's Staff Directory tab, or import a spreadsheet.
- On Growth, name an Office Admin on the tenant office's Host Accounts tab. That person keeps the office's people and host accounts on the host portal (Our office) or in the Host app.
- At the gate, the To see list searches the directory by name, office, department or floor: Sam Lee · Acme Labs · 4th floor.
- The person visited is told by email when their visitor is let in. With a host account, they approve their visitors themselves.
- Reporting > Visitors by Tenant Office counts visitors per office and month, for recharging tenants.
Everything it does
Tenant offices
- Office name (unique per entity), floor, wing or unit, contact name, phone and email, note
- People and Visitors buttons open the office's directory and visits
- Archived offices are not counted; nothing is deleted
- Counted by plan: 5 on Starter, 25 on Growth, 100 on Scale
Staff directory
- Name, entity, tenant office (empty for your own staff), floor, department, job title, email, mobile, login, note
- Free and not counted, on every plan
- Phone and email are never shown on the kiosk
- With SmartMy HRMS, Add Our Staff also adds employees without a login
Host accounts and office admins (Growth)
- A host account is a login that approves visitors and uses the host portal and the Host app
- 5 host accounts per tenant office; your own staff get 25 on Starter, 100 on Growth, 300 on Scale
- Extra host accounts from host packs are set under Host Accounts from Packs and given to an office in Extra Host Accounts
- At the limit, the office admin is told to ask the site office; archived accounts are not counted
- The office admin adds or removes people and imports a CSV sheet (name, floor, department, email, mobile; names already there are skipped). They make host accounts (login sent by email) and see Office visitors for today, 7 or 30 days
Who approves a visitor
- A person with their own login or host account approves their own visitors
- A tenant's person without one: any host account of their office
- Your own staff without one: reception
Hosts from other entities of the group
- Choose them under Hosts from Other Entities on your entity's Visitors tab
- Their staff directory (and, with SmartMy HRMS, their employees) can be picked at your gates
- The visit stays in your entity; such a host sees only their own visitors
Words of the site
- Where SmartMy Society runs next to the host part of SmartMy VMS (Growth), Site Type Office building / tech park uses office words. They are Building, Office, Employee, Support staff, Office Admin
- A site with SmartMy VMS only already uses office words and has no flats
Who uses it
Reception / ManagerKeeps tenant offices and the staff directory, assigns host accounts from packs.
Office admin (tenant)Keeps their office's people and host accounts, sees the office's visitors (Growth).
HostIs found in the directory and approves their visitors.
GuardPicks the person visited from the To see list.
Where you use it
- Web: Visitors > Site > Tenant Offices and Staff Directory
- Web: Visitors > Reporting > Visitors by Tenant Office
- Web: the host portal, Our office and Office visitors (Growth)
- The SmartMy Host app: Office > Our office, with Paste from a sheet (Growth; built and in testing, not in the app stores yet)
- The gate screen, the guard page, the Guard app and the kiosk: the To see list
What you control
Settings
- Kiosk Directory: Search only (the default) or Show the list
- Letters Before a Search: 3
- Host Accounts per Tenant Office: 5
- Host Accounts for Own Staff: 25 / 100 / 300 by plan
- Host Accounts from Packs: 0 until you buy a pack
- Hosts from Other Entities: empty
Approvals
- Visitor at the gate: the approval goes to the person's host account, else their office's host accounts, else reception
Notifications
- Visitor Arrived: to the person visited when the visitor is let in, by app push, WhatsApp, SMS, email and in-app, where they can be reached
- Visitor Waiting for Approval: to the host accounts that decide, by app push, WhatsApp, SMS, email and in-app
Works with
SmartMy HRMSEmployees join the directory with Add Our Staff, and their manager stands in when they are on leave.
SmartMy SocietyRun next to the VMS host part, the office words replace apartment words on every screen.
Questions
Do we pay for everyone in the staff directory?
No. The directory is free and has no limit. Tenant offices and host accounts are counted by plan.Can each tenant keep its own staff list?
Yes, on Growth. Tick Office Admin for a tenant's host. They add, remove and import their people on the host portal or in the Host app.Who approves a visitor for someone without a login?
Any host account of their tenant office. For your own staff without one, reception decides.Can we bill tenants for visitor traffic?
Visitors by Tenant Office counts visitors per office and month. SmartMy VMS does not raise the tenant's invoice itself.Can the office admin upload an Excel file?
On the portal, save the sheet as CSV with the columns name, floor, department, email and mobile. In the app, paste the rows from a sheet.Related features
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.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.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.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.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.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.