6:30 AMAI visitor and access management

The right people in.Every entry on record.No paper register.

Visitor passes and QR invites, a guard tablet with live resident or host approval, phone apps for residents and employees, AI help for guards when something looks unusual, and clean reports for every gate.

Try free for 30 days Watch one gate, one day

Lakeview Residency

420 flats · 3 gates · Gate 1 tablet

Live6:30 AM

Guard tablet · entries

6:30 AM

Lakshmi · house helpQR pass · Flats B-204, B-210 notifiedIn

Ravi · milk deliveryDaily pass · 42 flats on routeIn

Salma · cookQR pass · Flat A-1004 notifiedIn

186 daily helpersChecked in by QR since 6:00 AMToday

186 daily helpers checked in

QR pass at the gate, no register entry
Each flat notified the moment their help arrives
Average check-in: 4 seconds

6:30 AM · Lakeview Residency

Day so far

Entries: 214
Resident approvals: 0
Entries denied: 0
Paper registers: 0

Logs kept 90 days, then deleted automatically.

Day total1,284 entries0 paper registers1 entry deniedlogs kept 90 days

Corporate offices Tech parks and co-working Factories and warehouses Gated communities Schools and colleges Hospitals Multi-site companies

One gate, one day

Every hour at the gate has a different job

Morning helpers, office guests, delivery riders, shift workers and late-night arrivals all need something different from the guard. Ctrlapptech has a screen for each of them.

10:00AM

Office reception

Visitors arrive already expected

Hosts pre-register guests from their phone or calendar. Each visitor gets a QR invite with the time window, floor and host. At reception the QR is scanned, the host is pinged and a badge prints. Walk-ins are added in under a minute.

Visitor Passes

QR and OTP invites
Host approval in one tap
Printed or digital badges
NDA and safety sign-off at check-in

Visitor Passes · Reception, Tower B

Today · 38 expected

10:00Meera IyerInterview · Host: Arjun R.Checked in

10:30Vendor audit team (3)Host: FacilitiesInvite sent

11:15Karthik RaoClient meeting · Host: Sana K.Awaiting host

11:40Priya NairWalk-in · Host: HR deskPre-registered

Visitor pass Valid

Meera Iyer

Host: Arjun R. · Floor 6

PASS VP-2481710:00 - 13:00

Badge printed at kiosk 2

12:00PM

Lunch-hour deliveries

Guard asks, resident answers, rider moves on

The guard enters the flat or employee, takes a photo and sends the request. The resident or host taps Allow, Leave at gate or Deny. Standing instructions such as 'always leave parcels at gate' are applied without a call.

Gate Tablet Resident and Staff App

Photo and vehicle number on every entry
Approve, hold parcel or deny
Daily help with attendance
Works on low-end Android tablets

Gate 1 · Main entrance12:04 PM · Guard: Ramesh

New entry

Photo captured

VisitorSwiggy rider

FlatB-304

VehicleTS 09 EK 4471

Live queue

Delivery · B-304Approved by resident in 14 sAllowed

Courier · A-602Leave at gate, resident instructionParcel held

Plumber · C-905Calling residentWaiting

Cab · D-210Pre-approved pickupAllowed

Allow entryAsk to wait

Flat B-304

Delivery at Gate 1

Swiggy · photo attached

AllowLeave at gateDeny

Today

7:05 AMLakshmi (house help) in

9:40 AMAmazon parcel held at gate

12:04 PMDelivery allowed

2:15PM

Something does not add up

The AI notices. The guard decides.

When a visit has no approval, the flat is marked away or the same person keeps trying different flats, the AI Gate Assistant puts the facts on the guard's screen and suggests the next step from your site's own rules. It never opens or locks anything.

AI Gate Assistant

Flags missing approvals and away flats
Spots repeated attempts across gates
Suggests who to call from the duty roster
Every suggestion is logged with the guard's decision

Gate 2 · AI Gate Assistant

Visitor waiting 3 min

Walk-in visitor2:15 PM

Asking for Flat C-1102

Says: "Owner's relative, here to collect keys"

No pre-approval for today

Owner marked away until 14 Nov

Resident did not answer 2 calls

Suggested next step

This flat is marked away and nobody pre-approved a visitor. Key collection is not on the flat's standing instructions.

1. Ask the visitor to wait outside the barrier.
2. Call committee member on duty: Mr. Venkat (Block C).
3. Note the visitor's ID and reason in the log.

Call committeeNot allowed in

The guard decides. AI only provides context.

6:00PM

Factory shift change

Four hundred workers through one gate in twelve minutes

Contract workers tap a card or show a QR at the turnstile. Expired passes, missing safety induction and out-of-shift entries are stopped at the lane. Trucks are matched to purchase orders and returnable material is tracked until it comes back.

Contractor Gate Access Control

Contractor-wise headcount live
Work permits and induction checks
Inward, outward and returnable gate passes
Turnstiles, boom barriers and door controllers

Contractor Gate · Plant 2, Gate 3

Shift B · 6:00 PM

412

Workers in

Vendors on site

Passes expired

Contract labour

Sri Sai Contractors86 of 90 in · safety induction doneValid

Ganesh Electricals12 in · work permit WP-118Valid

Ravi FabricationPass expired yesterdayBlocked

Material in-out

Inward · Steel coils 6 tPO 4500231 · Truck TS 08 UB 2210Matched

Outward · Scrap 1.2 tGate pass GP-0907 · Returnable: NoWeigh check

Returnable · Welding setDue back 15 NovTracked

Access Control · Devices

11 of 12 online

Flap barrier · Lobby L1Wiegand · QR readerOnline

Boom barrier · Vehicle gateANPR + RFID tagOnline

Door controller · Server roomOSDP v2 · 4 doorsOnline

Turnstile · Factory gate 3Card + QR · 2 lanesLane 2 jam

Relay · Service liftDry contactIdle

Last event6:02 PM · QR pass VP-24817 · Flap L1 opened

12:00AM

Midnight

A complete record, written as it happened

Every entry, approval, denial and patrol checkpoint is stored with name, photo, time and gate. Committees, facility heads and auditors get scheduled reports and can export any day in seconds.

Security Reports

Entry logs by gate, flat or department
Guard patrol with checkpoint scans
Incident reports with photos
Audit exports in PDF and CSV

Security Reports · All gates

Export PDF

Entries by hour

1,284

0 paper registers

6 AM12 PM6 PM12 AM

Night patrol4 of 4 checkpoints · 11:30 PM

Incident IR-031Visitor denied at Gate 2

Overstay1 visitor past pass time

Audit trailEvery approval with name and time

The register on the desk

What changes when the paper register goes

At the gate	Paper register	Ctrlapptech
Who is expected today	Unknown until they arrive	Visible on the tablet before the visitor reaches the gate
Asking the resident or host	Intercom call, often unanswered	Photo request on their phone, answered in seconds
Handwriting and fake names	Common, impossible to check	Photo, OTP or QR verified at entry
Finding an entry from last month	Hours of flipping pages	Search by name, flat, vehicle or date
Visitor privacy	Open book on the guard's desk	Only authorised people can see visitor details
Reports for the committee or audit	Typed up by hand, if at all	Scheduled and exported automatically

Privacy at the gate

Vigilant at the gate. Careful with the data.

A visitor gives their name and photo to get through one gate on one day. That is all we use it for.

AI never allows or denies

It gives guards information. Guards and hosts decide, and their decision is what is recorded.

Face recognition is optional

Used only where a site turns it on, with notice and consent. QR, OTP and cards always work.

Kept only as long as needed

Visitor data is collected for entry, kept for the period your site sets and then deleted.

Encrypted and never sold

Logs are encrypted in transit and at rest, handled under India's data protection rules.

Going live

From paper register to live gate in three days

Day 1

Set up the site

Add gates, upload flats or employees from a spreadsheet, set approval rules, quiet hours and log retention.

Day 2

Train the guards

Install the guard app on any Android tablet. Guards practise check-in, approvals and patrol scans in under an hour.

Day 3

Invite everyone

Residents and employees get a join link. Daily helpers and regular vendors receive QR passes. The register goes in a drawer.

Questions

What guards, committees and facility heads ask us

Do you use face recognition?

Only where the site chooses to switch it on, with clear notice at the gate and consent from the people enrolled. QR passes, OTP and cards work for everyone, and no one is ever required to use their face to enter.

Does AI deny entry?

No. The AI Gate Assistant gives the guard facts and a suggested next step. The guard and the host or resident make the decision, and that decision is what gets recorded.

Can we use our existing barriers and turnstiles?

Usually, yes. Ctrlapptech works with most turnstiles, flap barriers, boom barriers and door controllers that accept Wiegand, OSDP, relay or network commands. We confirm compatibility from your device list before you buy.

How long are logs kept?

As long as your site decides. The default is 90 days, after which visitor records are deleted automatically. Sites with longer audit needs can set a different period.

How long does setup take?

A single housing society or office gate is usually live in one to three days. We import flats or employees from a spreadsheet, set up the guard tablet and train guards on site or over a video call.

What if the internet goes down at the gate?

The guard tablet keeps working offline. Entries are saved on the device and sync as soon as the connection returns, so no entry is lost.

12:00 AM Gates closed, all safe

Close the paper register tonight.Open the gate on a pass tomorrow.

Try Ctrlapptech free for 30 days on one site with up to 2 gates. Guards learn the tablet in under an hour and residents or employees join from a link.

Pass: Trial
Site: 1
Gates: Up to 2
Valid: 30 days

Try free for 30 days Connect Support

No card needed for the trial. Your data stays yours if you leave.