Guard post and visitor management for a gated community

1. Set up. A kiosk for each gate. Homeowners register their vehicles from the portal — plate, make, colour — and the secretary approves; a sticker number can be recorded too. Residents (tenants) register theirs through the homeowner.
2. Residents. The guard types the plate or the sticker number; a match shows the lot and opens the log entry with one tap. Unmatched plates go through as visitors. Plate cameras are not required; the typed plate is enough for the log.
3. Visitors. Homeowners pre-approve from the portal: name, date, optionally plate and a note. The guard's screen shows today's expected arrivals; a match is one tap. Anyone not pre-approved: the guard taps Call homeowner, which dials through the platform so the guard never sees the number, and logs the call. The homeowner's answer — let in or not — is recorded as the guard heard it.
4. Deliveries and contractors. Kind, lot, rider or company, plate if any. A contractor on an open ticket is offered by name. Association contractors (the garbage truck, the water utility) are logged against the association, not a lot.
5. Out. One tap from the inside-now list. Open entries close at midnight with a flag. The inside-now list shows non-residents only; residents are logged but not listed.

For the board

Movements per day and per gate, visitors per lot per month, contractor visits, incidents the guard flagged. A homeowner who disputes a visitor can be shown the entry with the time and the call record. Retention is set by the board; a year is typical.

For homeowners

Their own lot's arrivals on the portal, pre-approvals, and their registered vehicles. Not other lots' movements — the Gate log is the association's, and only the lot's own entries are shown to the lot.