GateIQ Step-by-Step User Manual

How to Use GateIQ

Simple, easy-to-follow guide designed for Visitors, Security Guards, Host Employees, and Office Administrators. Click any tab below to learn how it works!

1) Welcome to GateIQ

GateIQ makes workplace entry fast, safe, and paperless. Here is how simple the visitor process is for everyone:

Register or Get Invited

Your host invites you ahead of time, or you scan a QR code at the entrance kiosk upon arrival.

Get Your Digital Pass

You receive a digital QR pass on your phone via email, SMS, or screen confirmation.

Scan & Walk In

Show your QR pass to the security guard at the gate to get verified and enter instantly.

2) How Visitors Register & Check-In

Two easy options depending on whether you were invited in advance or are a walk-in guest.

Option A

Pre-Invited Guests

1 Check pass photo send by your host.
2 Open Visitor Pass on your phone screen.
3 Hold up your phone to the security guard at the entrance to enter.

Option B

Walk-In Visitors (At the Gate)

1 Scan the QR poster on the gate kiosk using your phone camera (or use the touchscreen kiosk).
2 Enter your name, mobile number, visit purpose, and select the host employee you are meeting.
3 Wait a few seconds while your host receives a notification and clicks Approve. Your pass will appear automatically!

3) Security Guard Guide

How security personnel verify passes, check PPE safety equipment, and record departures.

Step 1: Scanning a Visitor Pass

Open your **Guard Dashboard** on your mobile tablet or desktop, click **Scan QR Code**, and point the scanner at the visitor's screen.

• Green Screen = Valid Pass (Entry Granted)
• Red Screen = Pass Expired or Pending Host Approval (Access Denied)

Step 2: Checking Safety PPE Clearance

When the scan result opens, verify if the visitor needs mandatory safety gear (such as a Helmet, High-Vis Vest, or Safety Shoes) required for factory or plant entry before allowing them inside.

Step 3: Checking Out Departing Visitors

When visitors leave the building, scan their QR code again (or click **Quick Check-Out** on your active visitor list). The system will record their exit time automatically.

4) Host Employee Guide

How employees invite guests ahead of time and approve walk-in visitors with 1 click.

Inviting Guests in Advance

1. Log into your GateIQ Host Dashboard.
2. Click Pre-Register Visitor.
3. Enter your guest's name, mobile number, email, and scheduled visit date/time.
4. Click Send Invitation. GateIQ will automatically email them a digital QR pass!

1-Click Walk-In Approval

1. When an unannounced guest registers at the gate, a pop-up alert will appear on your computer screen.
2. Review the guest's name and visit purpose.
3. Click Approve to instantly issue their entry pass, or click Reject if you are unavailable.

5) Admin Settings & Master Data

How administrators configure facility gates, departments, visitor rules, and safety equipment.

Departments

Add company departments (HR, IT, Finance, Operations) and assign host employees.

Access Gates & Zones

Set up security gates, turnstiles, main entrances, and restricted building areas.

Visitor Categories

Create rules for different guest types (Vendors, Interview Candidates, VIPs, Delivery).

PPE Equipment

List safety equipment (Helmets, Vests, Goggles) required before gate entrance.

6) Frequently Asked Questions

Quick answers to common questions about using GateIQ.

Q: What happens if a visitor stays longer than expected?

A: GateIQ automatically flags an Overstay Alert on the Security Guard dashboard so guards know who is still inside past their valid departure time.

Q: Can a visitor leave for lunch and come back?

A: Yes! When they leave, the guard scans their pass for Check-Out. When they return within their valid time window, scanning again marks them as Re-entered.

Q: What if a visitor does not have a smartphone?

A: Security guards or receptionists can register them manually on the Guard Dashboard and print a paper badge with a QR code.