Features
VisitForm helps you reach your full potential in securing and managing gated communities and their visitors and residents
Visitors
VisitForm provides a complete overview of every vehicle and visitor entering your community. Its streamlined check-in process helps staff manage arrivals efficiently, reduces delays at the entrance, and creates a smoother experience for both visitors and residents.
With VisitForm's easy-to-use attendant interface, your attendants can focus on welcoming visitors and guests while collecting all required information to make sure your community is safe. No more switching between different systems or filling out tedious forms!
Vendors
VisitForm makes it easy for attendants to check in vendors quickly and efficiently while keeping access control clear and organized. Staff can immediately see who the vendor is and whether they have an active admit or approved access, helping ensure a smooth and controlled entry process.
VisitForm helps connect the gatehouse and residents by making vendor arrival notifications fast and easy for guards to send. Residents stay informed, and staff maintain better oversight of who is arriving.
Residents
Through the Resident Portal App (available on Android, iOS, Windows and Web), residents can also schedule visits, control their auto-admit/frequent visitor list, communicate with the gatehouse, update their contact information, and issue automated guest passes without the need to contact the attendants. The attendant screen will be automatically updated with this information in real time.
Notifications for visitors and vendors can be automatically sent to residents through the VisitForm Portal App (push notifications), SMS, or email. This allows for a more seamless and efficient communication process between the gatehouse and residents, ensuring that residents are promptly informed about the arrival of their visitors and vendors.
The Residents Screen allows attendants to enter contact details and visitor management information for each resident. It also stores each resident's contact method preference, which allows for improved customer service. The "Away" tab gives attendants the ability to track and monitor residents who will be absent from the community, and also manages requests for mail and package holds as well as other important details. QR code access passes can also be issued through this feature.
Frequent Visitors
With the Auto-Admit module, the staff can edit a unit's list of frequent visitors and guests, called auto-admits. Auto-Admits are people or vendors who are either allowed on or banned from the premises. The resident can also manage this list in the VisitForm Portal App.
The Auto-Admit/Guest list can also hold information about recurring vendors and time-limited visitors, as well as comments about their visits.
Vehicles & Traffic
With VisitForm's Vehicle Management tab, the gatehouse and residents (using the VisitForm Portal App) can work together to manage an up-to-date list of all the vehicles that can pass through the gates.
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VisitForm can be integrated with various gate and camera systems. LPR cameras can be used in different ways for check-ins, further reducing queues and congestion. VisitForm can also store entry snapshots and other traffic information from LPR/ANPR and CCTV cameras.
Messaging
Interact with your residents through two-way text (SMS) messaging, emails, in-app chat and broadcasts. No more tedious and time-consuming phone calls to communicate with residents.
VisitForm can also send instant push notifications to gatehouse staff whenever important events occur, such as LPR detections, visitor admits, and other key activity in the system.
This helps staff stay continuously informed about who is coming and what is happening on site, whether they are at the gatehouse desktop, using a smartphone or tablet, or even checking updates on a smartwatch.
A "virtual bulletin board" allows your attendants to see important announcements, memos, shared notes, and much more.
With the Await Approval feature, the system can automatically ask the resident to approve or decline a pending visitor before entry.
The resident can respond contactlessly through the VisitForm Portal App or a link sent by SMS and/or email, which helps reduce queue times for unknown visitors and makes access control faster and more convenient.
Parking
VisitForm Parking provides an intuitive way to manage parking permits and enforcement. Assign permits to vehicles, residents, or units, issue parking violations when needed, and maintain an accurate permit list for daily operations. Mobile License Plate Recognition (LPR) enables fast plate capture using the device camera, improving efficiency for staff in the field.
Our mobile app makes verifying your vehicle's parking status effortless. With just a few clicks, you can quickly access up-to-date information on your parked vehicle, eliminating the need for complex navigation or additional steps. This streamlined approach ensures that staying informed about your parking situation is both simple and efficient.
Documents and News
With VisitForm, managing and sharing important documents and news with your residents is effortless. Management can upload documents that can be easily downloaded by residents in the resident app.
Easily send timely news and updates directly to your residents' app.
Tasks
Manage daily tasks within your community and gatehouse with VisitForm's Task feature.
Create checklists and easily assign and manage attendant tasks in one place!
Mail & Packages
Track and manage mail, perishables and package deliveries/pick-ups. VisitForm can be used to send messages and emails to residents when mail arrives at the gatehouse.
Notes and Information
Share information between guards and shifts via a digital post-it board. Notes can automatically expire to reduce clutter, ensuring your attendants only focus on currently important events.
Share updates, warnings, blocklists and other information between management and guards.
Incidents
A fillable Incident Report form allows attendants to document incidents at your community with ease. The form also allows photos to be attached. And, since it's cloud-based, off-site staff can readily access important information and take necessary actions in real time.
Store photos and information about each incident. Track and follow up on the progress of claims and reports with the VisitForm incident feature.
Shifts
Create and manage your on-site shift schedules with this convenient feature. Color-coding allows you to easily view a snapshot of your staffing and can also be used to verify payroll.
Schedule tasks and checklists for each shift. The VisitForm checklists help your staff to perform important tasks and checks properly and on time.
Planning
With VisitForm's handy Planner feature, you can easily plan and manage shifts, community activities and events.
Export and filter your calendar and send out working hours to your staff. Export weekly and monthly calendars for your staff to a PDF file.
Reporting
VisitForm provides peace of mind with downloadable reports and detail-rich metrics that can be easily shared with the Board or residents upon demand.
Export visit and vendor logs, shifts, calendars and much more to formats easily imported into other software.
Cloud
With VisitForm, your data is securely stored in the cloud. VisitForm is very simple to set up, either by your own site staff or by our representatives.
For companies with multiple locations, all sites can be set up within the same database, allowing for uniformity and ease of access.
There is no need to invest in expensive equipment or servers. No more IT maintenance or complex setups and updates. Updates are handled in real time, and our customer support is always available to assist with any system issues.
Patrol
The VisitForm Security Rounds Module helps security teams manage patrols in a more organized and professional way. Routes, schedules, and checkpoints can be customized to match the needs of each site. Guards can quickly register checkpoints using QR codes or NFC tags during their rounds.
By digitizing the patrol process, the module gives customers a clearer overview of completed rounds and daily activity. It improves accountability, reduces uncertainty, and helps management maintain better oversight. For gated communities, this means stronger routines, better documentation, and greater peace of mind.
Missing a feature or have a question? Do not hesitate to contact us!
Reviews From Our Users
Forefront of digital solutions
In the ever-changing world of security, you can never be too secure. Our partnership with VisitForm has not only benefited our security attendants but our trusted clients as well.
MCI Security, — New York
VisitForm is easy to use!
VisitForm is very easy to use and carefully stores data in a way that enhances the way we protect our residents and their families.
Dolores Rorech, — Security attendant
Well thought out features
Many of the well thought out VisitForm features are helpful for the continuity of shifts and the way we transfer information from one security attendant to another.
Mark Wright, — Security attendant