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The Gate Pass: Material Movement Handled.

Access control and tracking visitor movement have always been important to Property managers and Operators.

 

The three pillars of managing this remain as –

 

  • Who entered or left the property
  • When did they enter or leave the property?
  • Where did they go in the property?

 

But our latest addition – The Gate pass module goes one step ahead and captures the What?. Our all-inclusive module will help Property managers and Operators track visitors and materials that are being brought in/out of the property all while keeping tenants in the loop.

The Problem Statement – Why do we need this module?

Lets see the need for this module with an example;

Example 1 – Tenant John wants the AC in Unit 101 to be changed. This will require the vendor to come in, dismantle the AC, take it out of the property bring the fixed/new AC back into the property and install it in the unit.

Example 2 – A Retailer in a Mall wants a banner installed in front of their store. In this case, the vendor will need to come in with the necessary materials to take measurements and then return with the banner when ready for installation.

 

In both of these examples;

  • The vendor is going to be moving in and out of the property with materials (ACs, canvas, polyester fabric, etc.)
  • The security at the gate is not going to allow them inside the property without authorisation.

 

This can lead to much commotion and unnecessary conflicts between property managers, vendors, tenants and security personnel. An all-inclusive solution helps track visitor movement, and streamlines material movement post-approval from operators and property managers while keeping the tenants in the loop.

The workflow – How to address the above challenge?

Most tenants are already aware of who is scheduled to enter the property and at what time. Based on this notion;

 

  • Request tenants to fill a Gate Pass form digitally where they can share more information on the visitor, and the materials that are going to be coming in/Moving-out of a property.
  • The Property Manager or Operator approves the request generated by the tenant.
  • Security personnel carries on the Visitor Verification + Material Verification at the Gate

 

Note: All the security personnel will use only one interface for all security personnel to ensure One Single Source of Truth amongst all Security personnel spread across all gates in a property

 

  • Vendor enters

How can someone configure and use a Gate Pass?

Form Creation:

  • Navigate to Settings > Ops > Gate Pass
  • Configure a Gate Pass form

Tenant Access to Forms:

  • Tenants can fill out the form on the customer portal and raise a request

Operator Approval:

  • Managers & Operators review and approve the Gate Pass request

Verification and Vendor entry

  • Approved Requests intimate Security personnel who can in turn check, confirm and allow the visitor along with the material to come in or move out using the dedicated Security App.

Draft:

Who?, When?, Where?

  • Who entered or left the property
  • When did they enter or leave the property?
  • Where did they go on the property?

 

Access control at a property is always thought of as the above 3 points. Something that always gets missed out is the WHAT?

 

  • What did the visitors carry with them?

 

Manual processes just cannot handle and track the WHAT associated with visitor management while maintaining a single source of information.

 

Property managers and Operators are in need of an all-inclusive Gate Pass Module that helps track visitors and materials that are being brought in/out of the property all while keeping tenants in the loop.

 

WHY?

Lets look at this with an example;

Number of visitors who enter a property in a day: 20

 

Visitor Name Entry Date and time Exit Date and time Entry and Exit gate
Martin 12-Feb 24, 10:38 AM 12-Feb 24, 06:30 PM S1, G5
Krish 12-Feb 24, 09:24 AM 12-Feb 24, 10:38 AM S5, G1
Rahul 12-Feb 24, 06:30 PM 13-Feb 24,

1:54 AM

H7, S1

色色色色色.. And so on,

(The above table needs to show as a manual log book)

Heres the challenge with this model of operation;

Material Movement is not tracked: The security allows all the visitors once verification has been done without any purview on whether the visitor is/should be carrying some material into the property.

 

A visitor can enter through Gate A carrying a button phone and exit from Gate B with an iPhone. Sounds unlikely? Statistics say otherwise. Thefts can boil down to a decision where an unauthorized item was carried by a visitor into the property without prior approval from either the tenant or the operator.

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