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Work permits with crew passes

A host asks for a work permit for a fit-out, repair or move. The building office approves it with conditions, and each crew member gets a pass that works only on the permit's dates, days, hours and gates. The guard sees who works today.

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Why it matters

In an office building or tech park, a tenant's fit-out brings a changing crew for weeks. The guard has no list of who may work, when, or through which gate. In SmartMy VMS the host asks for a permit from their own portal or app, and the building office approves it with conditions. Every crew member then gets a pass that only works on the permit's dates, days, hours and gates. The guard sees who works today, takes a photo and ID at first entry, and the office hears when crew stay after hours. Debris goes out on a gate pass from the same permit.

The problem it solves

A tenant's interior contractor brings fifteen workers and the guard has a single name on a sheet.
Workers keep coming after the job should have ended, or stay on after hours.
The building office hears about a fit-out when the drilling starts.
Debris and leftover material go out with no check on what else leaves with it.

How it works

A host opens Work permits on the host portal or Host app. They fill in the work, the floor or area, the contractor and the supervisor with a mobile. Then they add dates, daily hours, work days, the crew (name, mobile, role), materials coming in and documents.
The office finds it under Visitors > Work Permits > To Approve. It fills in the conditions (hours, gates, escort, deposit) and clicks Approve, or Reject with a reason. The host is told either way.
Each crew member gets a recurring pass of the contractor visitor type for the permit's days, hours and gates only. A blacklisted person gets no pass and shows as Not allowed.
At the gate, Work today lists the crew expected and inside. At a person's first entry the guard takes their photo and ID; Out of hours, Not now and Escort show on the card.
While the work goes on, the host can add or remove people and ask for more days. They also ask for a gate pass for materials and debris. Each comes back to the office.
Close ends every crew pass at once. A permit past its last day expires by itself, and crew still inside after hours are reported to the office once a day.

Everything it does

The permit

Work: Interior / Fit-out, Repair, AC / Electrical, IT Cabling, Move In / Out, Cleaning, Other
Floor / area picked from the site's list (Work Permits > Floors / Areas), work details, contractor, supervisor and mobile
Dates, daily hours (9:00 to 18:00 to start with) and work days (Monday to Saturday to start with)
Allowed gates: the gates marked Service Gate when none is chosen
Materials coming in and documents (an approval letter or insurance, for example)
Office conditions: escort required, deposit note, conditions text sent with the approval
Statuses: Draft, Waiting for the Office, Approved, Work On, Closed, Expired, Rejected, Withdrawn

Rules when asking

Supervisor name and a valid mobile are required, and at least one crew member
The work cannot start in the past, and at least one work day is needed
Longest permit: 90 days to start with; longer requests and extensions are refused
Only hosts with May Request Work Permits ask, a switch on each host (on to start with)

Crew

Each person is a visitor profile found by mobile, so the blacklist applies
Statuses: In the Request, Waiting for the Office, Approved, Not Allowed, Refused, Removed
Photo and ID at first entry, as the crew's visitor type asks
People added after approval wait for the office; a removed person's pass ends
Changing dates, days, hours or gates of an approved permit re-issues the crew's passes

At the gate: Work today

Crew expected today and inside now, on the gate screen, the guard web page and the Guard app
Card facts: permit, work, for whom, hours, days, gates, contractor, supervisor, role, escort, until
Flags: Not allowed, Not now, Out of hours, Overstay, Photo / ID at entry, Escort
Let In and Check Out from the card

Materials and debris

The host asks for a gate pass from the permit with the items; the office can raise one from the permit too
The pass follows the site's gate pass rule and approval chain, and is checked or held at the gate
The permit lists its gate passes; approval, rejection, hold, going out and return are noted on it and told to the host

Ending

Close (with a note) ends every crew pass at once
Expired: the day after the last day, passes end and the host is told to ask again if the work goes on
More days: the host asks with a reason; the office uses Approve Extension or Refuse Extension
Crew inside after hours, or after the permit closed or expired: the office is told once a day (checked every 30 minutes)

Who uses it

Host or tenant office adminAsks for the permit, lists the crew, adds people, asks for more days and for gate passes for debris.

Building office (reception, VMS managers)Approves with conditions or rejects, decides crew changes and extensions, and closes the permit.

GuardLets the crew in from Work today, takes photo and ID at first entry and checks them out.

Contractor's crewCome in only on the permit's days, hours and gates.

Where you use it

Web: Visitors > Work Permits (To Approve, Work Today, All Work Permits, Floors / Areas)
Host portal and Host app: Work permits (built and in testing, not in the app stores yet for the app)
Gate screen, guard web page and the Guard app: the Work today list
Not built: hot-work or height-work safety checklists, induction records, or deposit collection; the deposit is a note

What you control

Settings

Visitor Type of Work Crews: Contractor / Maintenance when empty
Work Hours From and To for new permits: 9:00 to 18:00
Longest Permit: 90 days (0 is no limit)
Service Gate on each gate: where crews come in by default
May Request Work Permits on each host: on
Work permit approval chain: one level, the office; add levels if a manager must also sign

Approvals

Work permit: the permit and each request for more days; one level, reception and VMS managers, with no set-up
Crew change of a work permit: people added after approval; the same office, with no set-up

Notifications

Work Permit to Approve, Extension Asked, Crew Change and Documents Added: to the office; app notification and in the app, and email
Work Permit Approved and Rejected: to the host who asked; app notification and in the app, and the first of WhatsApp, SMS or email
Work Permit Extended, Extension Refused, Crew Approved, Crew Refused, Closed and Expired: to the host; same channels
Work Permit Gate Pass: to the host when a gate pass of the permit is approved, rejected, held, goes out, comes back or is cancelled
Work Permit Crew Inside After Hours: to the office, once a day; same channels

Questions

Does every worker need to be named?

Yes. Each crew member is listed with a name and mobile. People added later wait for the office before their pass works.

What if a worker is on our blacklist?

They get no pass and show as Not allowed at the gate. The office can let them work later if the blacklist entry is lifted, through the crew change approval.

Can the permit be extended?

Yes. The host asks for more days with a reason, and the office approves or refuses. The passes follow the new last day.

How does debris leave?

On a gate pass asked for from the permit. The guard checks it like any gate pass, and the host is told when it goes out.

Which plan has work permits?

Scale. Recurring passes for single contractors and vendors are in Growth.

Related features

CONTRACTORSContractor and vendor passesGive a regular vendor or contractor a pass that works only on the days, hours and gates you choose. The guard scans it; outside those days, hours or gates it is refused with the reason.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.ACROSS SMARTMY VMSApproval chainsVisitors at the gate, visit requests, exit passes, meeting requests, gate passes and work permits each go to the right people. You set the order, without code. Every decision is kept with who made it, when and why.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.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.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.

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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