Visitor Management Guide

Overview

GateFlux gives residents full control over who enters their flat, while security guards manage the physical gate. Every visitor is logged, tracked, and accountable.

Visitor Types

Pre-Approving a Visitor

Pre-approval lets your guest arrive and enter without a phone call at the gate. They receive a QR code by SMS that the security guard scans for instant check-in.

From the Mobile App

1. Open the GateFlux app and tap Visitors
2. Tap Add Visitor (the + button)
3. Enter visitor details:
   • Name — Visitor's full name
   • Phone — Visitor's mobile number (they receive the QR via SMS)
   • Type — Guest, Delivery, Service, Cab, etc.
   • Visit Date — Expected arrival date
   • Time Window — Allowed entry window (e.g., 3 PM – 6 PM)
4. Tap Create

Your visitor receives an SMS with the QR code. When they arrive, the guard scans it — no calls needed. You still get a notification when they check in.

Managing Recurring Visitors

For domestic helpers, drivers, or regular visitors, set up recurring access so they don't need a new QR code for every visit.

Setting Up Recurring Access

1. Go to Visitors → Add Visitor
2. Fill in the visitor's details
3. Enable the Recurring Access toggle
4. Set the schedule:
   • Days — Which days of the week (e.g., Mon–Sat)
   • Time Window — Allowed entry hours (e.g., 7 AM – 10 AM)
   • Valid Until — Optional end date for the access
5. Tap Save

The visitor receives a single QR code that works for every approved visit within the schedule. Revoke access anytime by opening their profile and tapping Cancel Access.

Gate Check-In Process

Pre-Approved Visitors — QR Code (Fastest)

1. Visitor shows their QR code at the gate (on phone or printed)
2. Security guard taps Scan QR and points the camera at it
3. The app shows visitor name, flat number, and valid time window
4. Guard verifies identity and taps Check In
5. Resident receives a push notification confirming entry

Pre-Approved Visitors — Search by Name or Phone

1. Guard taps the Search icon
2. Enters the visitor's name, phone, or flat number
3. Finds the matching entry and taps Check In

Walk-In Visitors (No Pre-Approval)

1. Guard enters visitor details manually (name, phone, flat, type)
2. Taps Request Approval
3. Resident receives a push notification with visitor details
4. Resident taps Allow or Deny
5. If allowed, guard checks them in and resident is notified

Checking Out Visitors

When a visitor leaves, the guard checks them out:

1. Guard opens the Currently Inside tab
2. Finds the visitor by name or flat
3. Taps Check Out
4. Resident receives a notification confirming the visitor has left

Vehicle Entry

When checking in a visitor with a vehicle, the guard can log the registration number. This creates an audit trail and helps in case of any incidents.

Registering Your Own Vehicle

1. Go to Profile → My Vehicles
2. Tap Add Vehicle
3. Enter the registration number and vehicle type (car, bike, etc.)
4. Save — your vehicle is recognized at the gate and logged automatically

Visitor History

View your complete visitor log from Visitors → History. The log shows:

• Visitor name, type, and purpose
• Check-in and check-out times with duration
• Which gate was used (for societies with multiple gates)
• Approval method — QR code, manual approval, or walk-in
• Vehicle number if logged

Filter the history by date range, visitor type, or flat number to find specific records.

Overstaying Alerts

GateFlux automatically flags visitors who stay beyond expected time:

• Delivery / Cab — Flagged after 1 hour inside
• Guest / Service — Flagged after 4 hours inside

You receive a notification when your visitor is flagged as overstaying. Confirm with the guard or contact your visitor directly.

Blocking a Visitor

1. Open Visitors → History
2. Find the visitor's past record
3. Tap the menu (⋮) → Block Visitor
4. Confirm — the visitor is now on your block list

Blocked visitors are flagged at the gate. The security guard is notified and will deny entry automatically.

For Admins — Visitor Analytics

Admins access visitor analytics from Visitors → Analytics:

• Daily visitor count — Total visitors per day over a selected period
• Currently inside — Live count of visitors present in the society
• Visitor type breakdown — Guest, delivery, service, cab percentages
• Peak hours — Busiest entry times across the day
• Top providers — Most frequent delivery/service companies
• Gate-wise stats — Entries per gate for multi-gate societies

Export data to Excel or PDF using the Export button on the Visitors page.