Gate & Security: visitor bookings and the gate console

Gate & Security lets you pre-book visitors, and gives the guard on the gate a simple tablet screen to check people in and out. It has three parts: Guest bookings (book a visitor on a calendar), the Gate console (the guard marks who arrives and leaves), and Visit areas (the bookable rooms or areas, like Meeting Room 1 or the Cafeteria).

You will find them under Gate & Security in the menu.

Booking a guest

1. Open Gate & Security > Guest bookings.
2. Click New booking (or click a slot on the calendar).
3. Enter the guest's name, and optionally their company, phone and vehicle registration.
4. Choose the host - the person they are visiting. The host is notified when the guest arrives.
5. Optionally choose a visit area (room) and the party size (how many people are coming).
6. Set the expected start and end time, then click Create booking.

The booking now appears on the calendar and, on the day of the visit, on the gate console.

How a guest booking flows

At the gate (for the guard)

Open Gate & Security > Gate console on the tablet. You will see two lists:

• On site - visitors who have arrived and not yet left.
• Expected today - visitors still due to arrive.

When a visitor arrives, find them (type their name or their GB- reference in the search box) and tap Mark arrived - their host is notified. When they leave, tap Depart.

Every arrival and departure is recorded against your name and the time, so there is always a record of who came in and who went out.

Visit areas (rooms)

Under Gate & Security > Visit areas an administrator sets up the bookable rooms or areas. Each area has:

• a capacity - the maximum number of people at once (leave it blank for unlimited);
• a shared switch - a shared area (like a cafeteria) lets several bookings overlap up to its capacity, while an exclusive area (like a meeting room) holds only one booking at a time; and
• an optional photo so the area is easy to recognise.

When you book a guest into an area, the system checks the area is not already full for that time and warns you if it is.

Good to know

• A booking can be rescheduled or cancelled from its page, and a guest who never turns up can be marked a no-show.
• The person who booked, the host, and the gate staff can all follow a booking's updates in its chat channel.