GATEBOOK MODULES AND WORKFLOWS

At The Gatebook – all of our Applications have been developed to make it simple to use and understand by someone with little or no training at all. We have done this by creating very simple steps (Modules) that that must be completed before you can move on to the next step.

The effect of these small Modules has:

  1. Has made it easy for any user whom may not understand a Computer, to operate the device

  2. Add a series of these Modules into any order that we call a workflow

  3. Any single device can be as simple or as comprehensive as you like – A single workflow with a single module – all the way up to multiple workflows with many modules. All the while keeping each step simple and easy to understand for the operator

The workflow modules and the order of the modules can be changed at anytime remotely.

SIMPLE VISITOR MANAGEMENT WORKFLOW

Simple Visitor Management Workflow
 

SECURE ESTATE WORKFLOW

 

CUSTOM WORKFLOWS

 

DIFFERENT MODULE TYPES FOR CUSTOMISING WORKFLOWS

DRIVER'S LICENCE MODULE

The Handheld device uses it high speed 2D Laser Barcode Scanner to scan the barcode on the rear of the driver’s license to get accurate details of the driver including the:

  1. Name

  2. ID Number

  3. and photo on the front of the driver’s license.  

The Scanner is extremely fast and work in all lighting conditions

VEHICLE LICENCE MODULE

Again the Handheld device uses it high speed 2D Laser Barcode Scanner to scan the barcode of the vehicle registration disc to get accurate details of the vehicle, including the

  1. Registration number

  2. Make and Model

  3. Colour

  4. Licence Expiry Date

An onscreen notification will pop up if there is an expired License Disc for the Operator to action and advise

PHOTO MODULE

This is as straight forward as it seems we can take a photo of anything – once a photo has been taken, there is an option to re-take the photo as the operator may have moved the camera and captured an unclear picture. Multi-photos can also be done – by using this module more than once in a workflow. We can also adjust the image quality and size in the backend. Each photo can be individually named – to prompt the operator what to take the photo of.

 

TRUCK AND TRAILER MODULE

Once the License Disc of the vehicle has been scanned – the operator will be prompted to capture additional scans of any Trailers and report onscreen and via email any expired license discs. 

DYNAMIC FORMS

At The Gatebook we understand that every site and every business is different – so we created a customisable form that can be tailored to your specific requirements without changing the software installed on the handheld device. These forms and include:

  1. Standard Text Fields

  2. Yes/No Questions

  3.  Dropdown Selections

So it covered the simple form where you may want to capture you fleets mileage on entry and exit to your site. Or a Waybill Number from your Delivery Numbers. To a full Vehicle Check List on a Hazardous Truck entering your premises.

CONTRACTOR MANAGEMENT

Selecting a Contractor from a Drop-Down List to confirm if they are on a list of Pre-Approved Contractors. This will Allow the Client to Search What Time Contractors are arriving and Leaving Site and can give accurate reports.

LICENCE EXPIRY NOTIFICATION

The System can not only display on Screen where a Drives or Vehicle Licence (Including a trailer Licence) has Expired – but it can also send out an email to the relevant department Head so that the Corrective action can be implemented.

VEHICLE PRE-AUTHORISATION

This allows the Guard to Verify a Pre-Authorised PIN Number if it is indeed valid for entry to the site on a particular day. So the Guard can confirm every single visitor to site – without having contact the relevant Home owner in order to get approval – which can cause significant delays. The PIN number can be generated by the Resident – either by Logging onto the GATEBOOK Website, or Downloading the GATEBOOK PA App and linking it to your Site. Once you APP is Authorised you can select the Number of Guest and the Date that they will be visiting you and then a PIN Number will be generated, for you to forward onto your Visitors

HOTLIST NOTIFICATIONS

Our Clients can create a simple hotlist on the cloud under their login to the system – so that the system can notify the Guard or an Email Address when that Vehicle Registration Number tries to enter the premises. So if a Vehicle has been banned from your site – you can now prevent it from entering your site – or notify you when it arrives back.

An Example of this is:

  1. If there is a break-in to your premises and upon reviewing your CCTV camera footage you see the Registration number of the Vehicle that they Left in – this Registration Number could be entered into the system to tell your security when it comes Back to Site

  2. Or if you have an import VIP coming to Site and you want to be Notified as soon as his Vehicle Registration Number Arrives – so you can make them feel very Special.

SUSPICIOUS VEHICLE REACTIONS

When a list of Vehicles have been Entered into the Hotlist – you may want to detail what/how you want the Security Guard to respond when that vehicle is processed. For Example:

  1. Please tell client to report straight to a department on entry

  2. Allow Entry – but observe from a distance and notify management

  3. Do Not Allow Entry – and contact management

  4. And so on

So the guard on shift knows what he needs to do for the particular visitor

DESTINATION MANAGEMENT

A pre-populated list of destinations must be selected – so that we can tie up the Visitor with whom they are coming to visit. This could be a list of individuals, companies (if it is a commercial park) or a business department.

COMPANY DOCUMENTATION EXPIRY

If you have important site procedures, compliance or safety regulations that have a set of document that must be up-to-date before allowing your contractors or delivery companies onto site – then you can create the list of contracts – and a List of forms that are valid for that contractor and then as soon as the contractor arrives on Site – he can Either be Denied access /or Notifies that their Company Documents have expired – Such as Letter of Good Standing – valid BEEE Certificate, and so on.

VALID / EXPIRED INDUCTION AND DOCUMENTS

This is similar to the above company Document Expiry, but is down to an Individual level. Where the ID number of the individual is used to check if the documents on file are valid – such as a valid Site Induction and so on.

SNIPR    MODULE (ADD-ON SUBSCRIPTION)

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This is the Module that is linked directly to the National SNIPR    database of Suspicious vehicles, this includes the link through SNIPR    directly into the Law Enforcement Database, all this happens in real-time, and gives your security access to thousands of suspicious nationally so you can prevent these vehicle from entering your premises. 
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