For apartment societies
Visitor management system for apartments and housing societies
Most societies still run the gate on a paper register. It is slow at peak hours, the handwriting is unreadable when it matters, and there is no way to check afterwards who actually came in. EntrySphere replaces that register with a log the committee can search, and moves the approval to where residents already are: WhatsApp.
No app for residents to install. No training for the security team beyond one shift.
How a visit works, start to finish
Four steps, and the longest one takes about twenty seconds at the gate.
The guard logs the visitor
Photo, flat number, purpose of visit, how many people, and the vehicle number if there is one. Taken on a phone or tablet at the gate.
The resident gets a WhatsApp message
The visitor's photo and details arrive as a WhatsApp message with approve and reject buttons. Nothing to install, nothing to log in to.
The resident decides
One tap. The guard sees the answer on the same screen. If there is no reply, the visit stays pending and nobody is waved through on an assumption.
The visit is recorded
Photo, time, flat, purpose and outcome are stored and searchable, so the committee can answer questions weeks later with evidence rather than memory.
What societies get
Residents approve or reject from the app they already use every day, so adoption does not depend on anyone learning new software.
A face against every visit. This is the part committees value most when a dispute or a missing delivery has to be settled.
Regular visitors and pre-approved guests can check in by scanning, which keeps the queue moving at peak hours.
Every flat has its own visitor history, and residents are mapped to their units so notifications reach the right phone.
Separate views for the committee, the security team and residents, each seeing only what their role needs.
Visit volumes and usage per property, so the managing committee can see what the gate is actually handling.
Questions societies ask
- Do residents have to install an app?
- No. The resident receives a WhatsApp message with the visitor's photo and details, and approves or rejects with a single tap on a button inside that message. There is no app to download, no account to create and no password, which is the main reason adoption does not stall in a society where residents range from students to senior citizens.
- What does the guard actually do at the gate?
- The guard opens EntrySphere on a phone or tablet, takes the visitor's photo, and records the flat being visited, the purpose, the number of people and any vehicle number. The resident is notified immediately. The guard sees the approval or rejection on the same screen.
- What if the resident does not reply?
- The visit stays pending and shows as pending to the guard, so nobody is admitted on an unanswered request. The decision always rests with a person at the gate, and the pending state is recorded like any other outcome.
- Can trusted visitors skip approval?
- Yes. A flat can be set so that visits are auto-approved rather than held for a decision, which suits residents who receive frequent deliveries or daily help. Those residents are still notified of every visit, so auto-approval never means unrecorded entry.
- Is there a record we can check later?
- Every visit is stored with the photo, time, flat, purpose and outcome, and can be searched afterwards. Committees use it when a resident queries an entry, when a delivery goes missing, or when the society needs to show who was on the premises on a given day.
- How is it priced for a society?
- Plans are priced by the number of units in the society and are GST inclusive. See the pricing page for the current rates for buildings up to 50, 200 and 500 units.
Ready to retire the gate register?
Register your society and start logging visitors this week. Running an office instead? See visitor management for offices.
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