Visitors

Operations → Visitors → /visitors

The visitor register is the record of who came onto the property, who they came to see, and when they arrived and left. For gated estates and managed buildings it is both a security control and, after an incident, the first thing anyone asks for.

The visitor record

Gate workflow

1. Pre-registration (optional)

   A resident or staff member registers an expected visitor with the expected arrival and departure. Pre-registered visitors clear the gate faster and leave a cleaner record.

2. Check in

   On arrival, record the actual arrival with any check-in notes. Verify the host — the Call Host action is there so the gate does not have to guess.

3. On site

   The register shows who is currently on the property, with hours elapsed.

4. Check out

   Record actual departure and any check-out notes.

Blacklist

Individuals can be blacklisted. A blacklisted visitor is flagged when the gate attempts to register them, so the decision is not left to whichever guard is on duty that night.

Use it deliberately:

• record why the person was blacklisted;
• review the list periodically — an indefinite blacklist with no recorded reason is difficult to defend;
• make sure the gate team knows the escalation path when a flag appears.

Reporting

The register answers the questions that come up after the fact:

• Who was on the property between two times?
• How often does a particular person visit, and whom?
• Which units generate the most visitor traffic?
• Are visitors being checked out, or is the register only half-used?

Data protection

The register holds personal data about people who are not your customers. Handle it accordingly:

• collect only what the security policy requires;
• restrict access to the register by permission — it carries its own Visitors permission set;
• retain it for the period your policy states, and no longer.

Common problems