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Visitors

The Visitors module replaces the gate logbook. Pre-register guests, scan them in with QR codes, and keep a searchable record of every arrival.

What residents see

Residents have a My Visitors view:

  • Invite a visitor — enter the visitor's name, expected arrival date/time, and optional vehicle plate. The system creates a pre-registered pass with a QR code that the resident can WhatsApp/email to the visitor.
  • Today — anyone they've pre-registered who's expected today, plus who has already arrived (and at what time).
  • History — past visitors with check-in/out times.
  • Visitor cap status — if the facility has set occupancy limits per unit type, residents see how many more visitors they can host today.

What guards see

Guards have a focused Visitor Check-in screen:

  1. Scan QR — the visitor shows the QR they received. The screen confirms the host unit, the resident's name, and any vehicle linked to the pass.
  2. Type a name — for walk-up visitors who weren't pre-registered. Guard picks the unit they're visiting; the resident is notified (push + WhatsApp) and can approve or decline.
  3. Print pass — for facilities that issue physical badges. The printer prints a label with the visitor's name, host unit, and time of arrival.

Guards also see the day's expected arrivals at a glance — useful for planning around large gatherings (weddings, parties, conferences).

What facility admins do

Configure visitor caps

Go to Settings → Visitor occupancy caps per unit type:

  • Override the platform-default occupancy cap for each unit type (Studio: 2 visitors, 1 Bedroom: 4, etc.).
  • Leave a value blank to use the platform default.
  • Set unit type to "Commercial" on the unit itself to disable cap enforcement entirely (useful for offices in mixed-use buildings).

The cap counts residents + visitors + short-stay guests at any one time. When the cap is hit, the gate refuses additional visitors until someone checks out.

Review the gate log

The Activity tab shows every check-in and check-out, filterable by: - Date range - Unit - Visitor name - Guard who logged it - Vehicle plate

Useful for: - Investigating incidents ("who was here at 3 AM on the 14th?") - Resolving disputes ("did anyone visit unit 4B yesterday?") - Auditing high-traffic days

Pre-register a vendor crew

For scheduled deliveries, contractors, or service crews:

  1. Visitors → Pre-register tab.
  2. Enter the lead person's name, expected date range, and the units they'll be servicing.
  3. Generate one QR per crew member or one master QR for the lead.

When they arrive, the guard scans, the crew is in.

Permits vs visitors

  • Permits (in the Parking module) are for vehicles — long-lived, tied to a specific car.
  • Visitors (this module) are for people — short-lived, tied to a specific arrival event.
  • A visitor pass can include a vehicle plate so the guard sees both at once (single scan, both checks pass).

Tips

  • WhatsApp is the easiest delivery channel for visitor QRs. Set WhatsApp up in Settings → Notification Channels and the Send to WhatsApp button appears next to every pass.
  • Cap exceedances show up as a red banner on the resident's dashboard with the option to "Request override". Management can approve overrides per visit.
  • Recurring guests (a parent who visits every weekend) can be saved as a contact so the resident doesn't have to type the name each time.
  • Walk-up workflow needs a network connection so the resident can be pinged in real time. If the gate is offline, walk-ups have to wait for manual approval — the guard can still let them in and log the entry, it just doesn't auto-notify.