How to use Visitor and Gate Verification

1. Set up a property, its gates and your team

Do this once for each building you run. Only the account owner and co-admins can add properties.

1. 1

   Open the module

   Sign in to your business account and open Visitor and Gate Verification > Properties in the dashboard menu or the Android app.

2. 2

   Add the property

   Press Add property, choose its type (residence for a PG, hostel or co-living; hotel; or workplace for an office, factory or warehouse), and enter its name and address. For a workplace, enter the number of gates.

3. 3

   Activate the plan if it needs one

   Hotels run on a property plan and workplaces on a gate plan (per gate), paid from your wallet as the property is created. The form shows the amount first. If the wallet is short, top it up and the property is created after the payment. Residences pay per check and need no plan.

4. 4

   Choose the settings

   Set how many days personal details are kept after a move-out, check-out or visit, which checks each visitor category needs, and whether visitors need host approval. You can change these later in Property settings.

5. 5

   Add your team

   On the property page, press Add team member and choose a role: property manager, front desk or guard (and hosts for a workplace). If no one is in your account yet, use Invite a team member first.

2. Verify a resident (PG, hostel, co-living)

The resident fills in their own details on their phone, so your staff type very little.

1. 1

   Add the resident

   Under Residents, press Invite resident and enter the name, mobile, room and move-in date. Choose Basic or Standard (Standard adds a court-record search).

2. 2

   Send the link

   Share the link from the screen (copy it, show the QR code, or share it to the resident’s phone), or email it if they give an address.

3. 3

   The resident fills in the form

   They give consent, photograph one ID and fill in their address, work or college, references and anyone living with them. You can also fill it in with them at the desk.

4. 4

   See the result

   The ID and mobile are checked against live records and the result appears on the resident’s page. You get a notification when it is ready.

5. 5

   Download and file the police form

   Download the tenant information form, filled in for your city, and file it on the police portal or at the station yourself, then press Mark as filed. VerifyAll never files it for you.

6. 6

   Move-out

   Mark the resident as moved out when they leave. Their personal details are deleted after the period you set.

More about resident verification

3. Check in a hotel guest

For the front desk of a hotel, serviced apartment or guest house.

1. 1

   Add the guest

   Under Hotel guests, press Check in guest, enter the name, mobile and room, and photograph or type the guest’s ID.

2. 2

   The ID is checked

   The ID is checked against live records in seconds. The photo is read and not kept.

3. 3

   If the ID cannot be verified

   A manager can still use Check in anyway with a written reason, which stays on the record.

4. 4

   Check out

   Check the guest out when they leave. The guest register and reports update at once and can be downloaded as PDF or CSV.

More about hotel guest register

4. Let a visitor in with a pass

For offices, factories, warehouses and campuses. Guards use the Gate screen.

1. 1

   Register the visitor

   On the Gate screen press Walk-in, or use Visitors & vehicles, and choose the category (guest, contractor, vendor, driver, delivery, interview) and enter the name, mobile and host. Hosts can also send Invite a visitor ahead, which puts them on the Expected list, and visitors can register themselves by scanning the property’s QR code.

2. 2

   Photograph the ID and plate

   The ID number and number plate are read from the photos and the photos are discarded. The category decides what is checked.

3. 3

   The host approves

   The host gets a link and approves or rejects. Drivers and deliveries skip approval unless you change it.

4. 4

   Scan the pass

   The visitor opens the pass on their phone. Its QR code changes every 30 seconds. Use Scan pass on the Gate screen, or Type code to enter the pass code and the six-digit number.

5. 5

   Check out

   Scan the pass again at exit. A visitor still inside after the pass ends raises one alert to the host and managers. The on-premises list shows everyone inside now.

More about visitor management

5. Let a truck or vehicle in

For goods vehicles at a factory, warehouse or yard.

1. 1

   Photograph or type the plate

   On the Gate screen, press Vehicle in / out and photograph the plate. If the vehicle already has a pass, it is checked in or out at once.

2. 2

   Register a new vehicle

   Choose the Vehicle only category (no driver name or mobile needed) or a category that also checks the driver’s ID.

3. 3

   Read the invoice or e-way bill

   Press Read from invoice or e-way bill and take a photo or upload a PDF of the invoice, e-way bill, delivery challan or lorry receipt. Material, numbers, transporter, seal and trip fill in. Read a second document to fill the rest.

4. 4

   Check and register

   Correct anything wrong and press Register. Only now is anything saved or checked. The vehicle’s registration, insurance, PUC and fitness are checked; the owner’s details are never shown.

5. 5

   Out by plate

   At exit, photograph the plate again and add the exit seal number or a note. The vehicle register keeps in and out times and time inside.

More about vehicle gate management

6. Registers, reports and the API

Owners and managers find these on each property page.

1. 1

   Download a register

   Resident, guest, visitor and vehicle registers for any date range, plus the on-premises list and monthly usage, as PDF or CSV.

2. 2

   Block someone

   A property manager can block an ID, mobile or vehicle for one property or all properties. The guard is told to ask a supervisor and never sees the reason.

3. 3

   Connect your software

   Approved business accounts can use the Developer API and webhooks: invite residents, register visitors, read passes, and connect boom barriers and number-plate cameras. See Developers in the dashboard.