Visitors

How to tell the gate which guests to expect, how gate staff look them up, and how long a guest’s details are kept.

Registering a guest

Open /visitors and choose Register a guest. Only the guest’s name and the first day are required. Add a last day for a stay of more than one day, and add the vehicle and license plate if they are driving in, so the gate can match the car. A note for the gate is optional, for anything the attendant should know.

Your upcoming passes are listed on the same page, and you can cancel any of them there. Cancelling tells the gate not to expect that guest.

Dates and limits

A visit starts today or later, and can be registered up to a year ahead. One pass covers at most 31 days; register a longer stay in parts. You can hold up to 50 open passes at a time. Dates follow your community’s time zone, not your device’s.

What each status means

Upcoming means the visit has not started yet. Expected means the guest is due today. Arrived means the gate checked them in today; a guest staying several days shows as expected again the next morning. Ended and Cancelled are what they sound like.

For gate staff

Staff whose role includes the Visitors permission see a Gate lookup link on /visitors. It lists today’s expected guests with the host and address, and you can search by guest name or plate. Plate search ignores spaces and dashes, so ABC 1234 finds abc-1234.

With edit access you can press Mark arrived for a guest expected today. Board members with full Visitors access also see /admin/visitors, which lists every upcoming visit, lets them cancel any pass, and links to its audit history.

How long details are kept

Your guests never signed up, so their details are kept only as long as the gate needs them. Every pass is deleted automatically 30 days after its last day. Other residents cannot see your guests, and the audit log records that a pass was made or cancelled without the guest’s name or plate. If you delete your account, your passes are deleted with it.