What is Gate Pass Management System?

Gate pass management systems are automated solutions designed for maintaining visitors' records, their entry & exit times, preparing digital badges and tracking the overall duration of the visit. Gate pass software with an easy interface helps organizations maintain the daily record of visitors to their premises.

Manufacturing units, corporate offices and industrial organizations can automatically record visitors' data with gate pass management software. The application standardizes these processes with powerful dashboard functionality to manage visitors and ensure compliance and detailed reporting.

Advantages of e Gate Pass System

• Easy integration: Gate pass management software can be easily integrated with vendor management software systems, vehicle tracking and visitor management software for seamless business operations.
• Customizable: Gate pass management system is a customizable solution where you can customize as per your business’s requirements.
• Enhanced security: Online gate pass management systems ensure complete security of entry and exit points by maintaining a complete record of visitor entries, company vehicles and material entry.
• Interactive interface: Gate pass management software provides an interactive interface as a result of which cross-checking the visitors' validity and maintaining the administrative database is super easy.
• Automated gate pass workflow: e Gate pass management systems send reminders and alerts for escalating requests for pending items, return issues from vendors, initiators and approvers.
• Quick check-in/check-out: Online gate pass management system ensures speedy check-in and check-out processes for visitors’ appointments and vehicles.

Most Common Features of Gate Pass Management Software

• Approver workflow: Gate pass management systems help control the visitors’ approval workflow and configure sequential/parallel approvals anytime a gate pass request gets raised.
• Reports and analytics: Gate pass systems convert the gate pass data generated so far into analytics and MIS reports for operational efficiency and better decision making.
• Tracking material movement: Online gate pass management systems make it easy to track the movement of materials at multiple branches or locations and generate reports in real-time.
• Smart scheduling: Gate pass management software makes it easy to manage the schedule for material movement and real-time visitors tracking and material movement.
• Image editing: Gate pass software has image editing capabilities that can be used for registering visitor's details and preparing provisional identity cards.
• Instant notifications: Gate pass systems provide instant alerts to the host about a visitor's arrival, entry and such details.
• Visitor management: Gate pass systems are time efficient tools that approve visitors’ entry to a company premises only after checking all records and that too within seconds.
• Accurate records: Material gate pass management system ensures accurate records over every visitor detail and eliminates the possibility of data redundancy in any way.
• Appointment management: Create appointments quickly through a gate pass management system and provide digital badges immediately on their visit.
• Material details tracking: Details like the quantity, serial number and vendor’s ID can be tracked and maintained with real time.

Online Gate Pass Management System Types

Material Gate Pass Management System: Material gate pass management systems help companies keep a track of the inward and outward movement of goods. The software generates non-returnable and returnable pass types for maintaining the record of materials, their quantity and serial numbers. It monitors their movement and maintains the vendor’s ID.

The material gate pass system can be returnable or non-returnable. With the RGP (returnable gate pass system) is issued for those materials which have to be sent back from your facility. NRGP (non returnable gate pass system) is issued for those materials which will enter your facility but not make an exit.

Material gate pass management systems generate auto-escalation emails for the concerned heads to report any anomalies. The software is therefore critical for not just avoiding material loss but also preventing unauthorized material access.

Visitor Gate Pass Management System: Visitor gate pass software maintains the record of every entry and exit by a visitor to a business premises for ensuring both visitor’s and the organization's security.

The software hosts other capabilities like screening visitor's details, creating approval workflows, logging in arrival timings, doing pre-registrations and performing digital check-ins. Visitor gate pass management system also generates reports on the number of visits, purpose of visit, etc.

Things to Consider While Buying Gate Pass Management Software

It is important that you procure a gate pass management system that fits as per your needs Hear are a few points that will help you to choose the best fit software.

• Simple Interface: The first thing you should consider before buying a gate pass management system is its interface. If the interface is complex, it will require technical knowledge to operate the software, increasing the overall cost. Take a gate pass management software demo first and choose a user-friendly option.
• Relevant Features: It would be best if you chose software according to your needs. Do not buy a gate pass system that does not cover up all your requirement and leaves manual processing on your part. Also, you should not purchase software that has more features than your needs, increasing your cost.
• Deployment Type: There are two types of gate pass management systems, on-premises and cloud-based. While on-premises would be more effective for large centralized operations, the cloud model is suitable for multi-branch organizations with decentralized operations.
• Integration with Third-Party Applications: Gate pass management systems are often considered separate from other business management systems. Make sure your gate pass offers integration with other business systems like logistics operations and visitor management system.