Visitor passes with a code and QR
Reception issues a pass for an expected visitor: a six-digit code and a QR, for one entry or several, valid between two times. The visitor gets it by email with the QR inside and an Open your pass page. They are let in at the gate by code, QR or mobile number without anyone phoning the host.
PLANSEvery plan
The problem it solves
- An expected visitor waits at the gate while the guard tries to reach the host.
- The guard cannot tell a real appointment from someone who says they are expected.
- A visitor given a paper slip last month uses it again today.
- A three-day auditor is registered from scratch every morning.
How it works
- Under Visitors > Gate > Visitors > Expected / Passes, reception clicks New. They fill in the visitor's name and mobile, the visitor type, whom they visit and the time window.
- Under Entries, reception sets how many times the pass may be used: 1 to start with, 0 for any number in the window. Allowed Gates limits it to some gates.
- Send to Visitor emails the pass: the six-digit code, the QR inside the message and an Open your pass button. WhatsApp and SMS go too where your account has them set up.
- On the day, the pass appears in the gate's Expected list. The guard scans the QR, types the code, or types the mobile number or name to find the card.
- The screen says Pass valid. The guard takes a photo or ID only if the visitor type asks and none is on file, and presses Let In. The host is told.
- At the kiosk, the visitor scans the QR or types the code and confirms; the kiosk shows the gate pass number.
Everything it does
The pass
- Visitor name, mobile, email, organisation; the visitor record is found or made from the mobile
- Visitor type, purpose and details, persons, vehicle number, host and alternate host
- Valid From and Valid To; without an end it lasts 4 hours
- Entries Allowed: 1 to start with; 0 means any number within the window
- Allowed Gates: empty means the gates of the visitor type
- States: Active, Used, Expired, Cancelled; Entries shows, for example, 1 of 3
The code and the QR
- Six digits, unique among the entity's active passes
- The QR carries a secret token; the pass page is at a link nobody can guess
- The pass page shows the site, whom they visit, when it is valid, the QR, the code and the persons
- An ended pass shows This pass is no longer valid
At the gate
- One box takes the QR, the six-digit code, a mobile number or a name
- Let Pass Holders In Early: 30 minutes before the start to begin with; earlier shows Too early with the time it opens
- Refused when expired, used up, cancelled, at a gate not allowed, or when the holder is already inside on it
- No host approval: the host is told the visitor arrived
- Each entry is a visit with its own times, gate and gate pass number
Buttons and lists
- Send to Visitor, Send Again, Cancel Pass, and Entries (the visits made on it)
- Filters: Expected Today, Active, Invites, My Passes; group by status, host, visitor type, start day
- Passes and No-shows report by month and status
Passes made by other products
- An interview, a room booking, a parent-teacher meeting or an admission visit issues its own pass
- A rescheduled interview keeps its code; a cancelled one withdraws the pass
Who uses it
Reception / ManagerIssues, sends, resends and cancels passes.
GuardLets pass holders in by QR, code or mobile number.
VisitorShows the QR or says the code at the gate or the kiosk.
HostIs told when the visitor arrives.
Where you use it
- Web: Visitors > Gate > Visitors > Expected / Passes
- Web: the gate screen's Expected tile and the guard page at /guard
- The SmartMy VMS Guard app: scan with the phone's camera (built and in testing, not in the app stores yet)
- The kiosk in a browser or the Kiosk app: Scan your QR pass, Or enter your passcode
- Email: the pass with the QR inside; the pass page opens in any phone browser, with nothing to install
- Not printed: the pass is the email and the page; a badge can be printed at entry on Growth
What you control
Settings
- Let Pass Holders In Early (minutes): 30
- Entries Allowed: 1 for a new pass
- Pass length without an end time: 4 hours
- Allowed Gates: empty (the visitor type's gates)
Notifications
- Visitor Pass: to the visitor, by WhatsApp and SMS where your account has them set up. The email with the QR goes when the pass has an email
- Visitor Arrived: to the host and the alternate host when the visitor is let in, by app push, WhatsApp, SMS, email and in-app
Works with
SmartMy HRMSInterview candidates get a pass from the interview, with its code kept when the time moves.
SmartMy CampusParent-teacher meetings and admission visits issue passes by themselves.
Questions
Does the visitor need an app?
No. The pass comes by email, and WhatsApp or SMS where set up. The pass page opens in any phone browser.Can one pass cover a three-day visit?
Yes. Set the window across the three days and Entries to 0, any number, or to the number of days.What if the visitor arrives early?
The gate may let them in up to 30 minutes before the start, to begin with. Earlier, the screen says Too early and shows when the pass opens.Can a visitor with a pass get in without the host?
Yes. A valid pass lets them in without a call; the host is told they arrived.Can hosts issue passes themselves?
On Growth, hosts invite their own guests from the host portal, the Host app or My Visitors. On Starter, reception issues passes.Related features
PASSESHosts pre-register their guestsStaff invite their own guests from the host portal, the Host app or My Visitors. The guest gets a pass with a QR and a six-digit code by email, and the host can share it by link or WhatsApp. Invitations nobody came for are marked as no-shows when they end.PASSESRecurring passes for regular visitorsA vendor or trainer who comes every week gets one pass for set weekdays, daily hours and gates. No new pass is needed for each visit. The gate checks the day and the hour every time they come.PASSESPublic link to ask for a visitPut one link on your website or in an email signature. A visitor asks for a visit without a login. The person they want to see approves it, and the QR pass goes out by itself.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.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 TOOLSVisitor badges with photo and QRPrint a badge for each visitor with their photo, name, whom they are seeing and a QR code. Staff can tell a visitor at a glance, and the visitor is checked out by scanning the badge at the gate or the kiosk.
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.