Visitor blacklist with manager override
Put 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.
PLANSFrom Growth
The problem it solves
- A former employee who was let go returns weeks later, and the new guard does not know them.
- A list of banned names taped inside the security cabin is out of date and easy to miss.
- A guard waves someone through under pressure, and nobody can say who allowed it.
- Nobody knows how often a barred person has tried to come back.
How it works
- A manager opens Visitors > Gate > Visitors > Visitors, opens the person and, on the Blacklist tab, ticks the blacklist box and writes why.
- When that person comes to any gate, by walk-in, pass or kiosk, the screen says Blacklisted: do not let in. The guard cannot let them in.
- The kiosk only says Please see the guard. The guard sees the reason on the gate screen.
- To let them in this once, reception or a VMS manager writes the Blacklist Override Reason on the visit. Nobody else can.
- Every refused attempt is kept under Reporting > Blacklist Attempts, with the visitor, the gate, the guard and the time.
Everything it does
What is checked
- Every entry: walk-ins, passes, recurring passes and kiosk check-ins
- Goods vehicles: a blacklisted driver or helper stops the vehicle at the gate
- Work permits (Scale): a blacklisted crew member gets no pass and is shown in red
- A gate shared by several entities checks the blacklist of every entity it serves, by mobile number
- The visitor is known by mobile number, so a new walk-in with the same number is caught
Override
- Only reception or a VMS manager can let a blacklisted person in
- They must write a Blacklist Override Reason on the visit or the vehicle trip
- The override, who wrote it and when are kept in the record's history
The log of attempts
- Reporting > Blacklist Attempts: visitor, gate, guard, time and the reason for the blacklist
- Logged even though the entry is refused; logging never blocks the gate
- Blacklist attempts tile on the Management dashboard
- From an incident (Scale): Blacklist Visitor puts the person involved on the list with the incident as the reason
Who uses it
Security manager or receptionPuts people on the blacklist, takes them off, and overrides with a reason when needed.
GuardSees Blacklisted on the card and calls the office; cannot let the person in.
VMS administratorReviews the log of attempts.
Where you use it
- Web: Visitors > Gate > Visitors > Visitors, the Blacklist tab of a visitor
- Web: Visitors > Reporting > Blacklist Attempts (managers)
- Web and app: the gate screen, the guard page and the SmartMy VMS Guard app show Blacklisted. The app is built and in testing, not in the app stores yet
- The kiosk: refuses quietly with Please see the guard
- Not a shared or government watchlist: the list is your own
What you control
Settings
- Blacklist and the reason: per visitor
- Who may override: users with reception or VMS manager access
Notifications
- No message is sent on an attempt; the guard calls the office, and the attempt is in the log
Questions
Can a guard let a blacklisted person in?
No. Only reception or a VMS manager can, and they must write the reason on the visit.What does the visitor see at the kiosk?
Only Please see the guard. The reason is never shown to the visitor; the guard sees it on the gate screen.Does the blacklist cover our other entities?
At a gate shared by several entities, a person blacklisted at any of them is refused at that gate, unless reception overrides it.Can a blacklisted person's data be removed on request?
While they are on the blacklist, removing their data is refused unless a manager overrides with a reason. The site may need the record.Which plan has the blacklist?
The blacklist and the log of attempts come with Growth.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.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.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.SECURITY OPERATIONSIncident register and reportsGuards and the office record anything unsafe or wrong with its type, severity, place, people, vehicle and photos or videos. Each incident has an owner, a follow-up date and a police reference, and ends with a printable report.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.RECORDS AND REPORTSChange history and photo retentionEvery change to a visit, visitor, pass, gate, parcel, alert or exit pass is recorded with who made it and when. Once a visitor has left, only an administrator can correct the visit, with a reason. Visitor photos and ID images are deleted by themselves after the number of days you set.
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.