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Visitor vehicles and number plates

Note 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.

PLANSFrom Growth

Compare plans How it works

The problem it solves

The guard copies number plates into a book by hand and gets letters wrong.
A car stands in the lot and nobody can say whose it is or whom they came to see.
A visitor drives out and the guard has to find the visit by name to close it.
Goods vehicles stay inside for hours and nobody notices until someone complains.

How it works

On the walk-in form, the guard types the vehicle number or taps Scan plate in the Guard app. The phone reads the number from the photo, and the guard confirms or corrects it.
The photo is kept on the visit as the vehicle photo. For a returning visitor, their last vehicle number fills in when the guard types their mobile.
A host's invitation can carry the guest's vehicle number, so it is on the visit when the guest arrives.
When the vehicle leaves, the guard types its number in the code box of the gate screen. The visit inside with that vehicle opens, ready to check out.
On the Vehicles page the guard types a number, or only its last digits, and sees whose vehicle it is and its last visits.

Everything it does

On the visit

Vehicle number on every visit, stored in one form: capital letters and digits, without spaces or dashes
Vehicle photo (Growth): the vehicle or its plate, kept at up to 1024 pixels
The guard can add the vehicle after the visitor is in, for example after letting an invited guest in
Check-out by vehicle number: a code with letters and digits finds the visit inside with that vehicle

Reading the plate

Scan plate in the Guard app: the back camera, then text recognition on the phone itself
It picks the most plate-like text: Indian state series, BH series, or any 6 to 11 letters and digits
The guard always confirms or corrects the number; the record keeps whether it was read or typed
Scan plate is also on the goods vehicle and incident screens of the Guard app
Uses no AI credits, and no fixed number-plate camera is needed

Whose vehicle is this

Vehicles page on the guard web page and in the Guard app: type at least 3 letters or digits
Shows registered staff vehicles (owner, department, mobile) and the last 10 visits with that number
Lists the visitor vehicles inside now, newest first, up to 200

Vehicles register (goods vehicles)

Visitors > Goods Vehicles > Vehicles: one register of goods vehicle trips
Filters: Expected, Inside Now, Gone Out, Overstays, Documents Missing, Loaded In, Loaded Out, Entry Not Recorded, Today
Group by Transporter, Purpose, Department, Vehicle Kind, In / Out, Gate In or Day
Overstay after 8 hours to start with; the department and the managers are told once
Reporting > Vehicle Turnaround: time on site by transporter and purpose, as a pivot or a graph
Hosts tell the gate a goods vehicle is expected from the host portal or app (Vehicles expected)

Photos and privacy

Vehicle photos of finished visits are deleted with the visitor photos after the retention days you set (0, never, to start with)
Every change to a visit is recorded

Who uses it

GuardScans or types the plate at entry, checks vehicles out by number and looks up whose vehicle it is.

ReceptionSees vehicle numbers and photos on visits, and follows the goods vehicles register.

HostAdds the guest's vehicle number to an invitation, and tells the gate a goods vehicle is coming.

Security managerReads overstays, missing documents and turnaround by transporter.

Where you use it

Web: the visit form, Visitors > Goods Vehicles > Vehicles, and Reporting > Vehicle Turnaround
Guard web page: Walk-in (vehicle photo) and Vehicles
The Guard app: Scan plate on the walk-in form, Vehicles and Goods vehicles (built and in testing, not in the app stores yet)
Host portal and Host app: the vehicle number on an invitation; Vehicles expected for goods vehicles
Not connected: fixed number-plate cameras, boom barriers, vehicle tags and weighbridges

What you control

Settings

Delete photos / ID images after (days): 0, never, to start with; vehicle photos follow it
Vehicle overstay after (hours), for goods vehicles: 8 (0 is off)
Maximum stay per visitor type: Guest 4 hours, Contractor / Maintenance 10 hours, Delivery 30 minutes to start with

Notifications

Goods Vehicle Arrived: to the users of the vehicle's department; app notification and in the app, and email
Goods Vehicle Overstay: once per trip, to the department and the managers; app notification and in the app, and email

Questions

Do we need a number plate camera?

No. The guard photographs the plate with the Guard app and the number is read on the phone. The guard confirms it or types it. Fixed cameras are not connected.

Does it read plates from other countries?

It knows Indian state and BH series best. Elsewhere it picks any plate-like run of 6 to 11 letters and digits, and the guard corrects it if needed.

Can a guard check a visitor out by vehicle number?

Yes. Type the number in the code box of the gate screen. The visit inside with that vehicle opens for check-out.

Is the vehicle number in the Starter plan?

The number on the visit is. The vehicle photo, Scan plate, check-out by number and the Vehicles page start in Growth.

How long are vehicle photos kept?

Until you set a retention period. Then photos of finished visits are deleted after that many days, together with the visitor photos.

Related features

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.HOST APPROVALStaff vehicles registerStaff 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.VISITORS AND CHECK-INWalk-in registration with check-in and check-outThe guard or reception registers a visitor without a pass on one form. It has mobile, name, photo, whom they see, the kind of visit and what they brought. Every visit keeps its gate, its arrival, check-in and check-out times, and a four-digit gate pass number the visitor uses to leave.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.VISITORS AND CHECK-INWho is inside now, with automatic check-outOne list shows everyone on the premises at this moment, with whom they came to see, the gate and how long they have been inside. Visits still open at your closing time are checked out by themselves and flagged, and anyone past their visitor type's maximum stay is marked Overstay.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.

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.

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