Frequently Asked Questions (FAQs)

A visitor management system allows a security team to quickly, efficiently and cost effectively process visitors into a guarded property.

Many gated communities, resorts, companies, and country clubs lack a sophisticated visitor management system, primarily because they believe:

Hiring a security service provides sufficient access control for their property, or that
The security company is equipped to closely manage and track visitor access into the property.
However, most security companies still rely heavily on paper-based visitor data, clipboards, or paper logs to verify and document access into the community.

These paper-based logs are often outdated and inaccurate because it takes time for the security team or property manager to contact each member of the community for visitor updates. Typically, this role falls to the property manager, who is already managing a full workload of managing the property. Company and Property owners typically have no access to their own visitor information so they can't easily update the visitor list. Most importantly, there is no effective way to track or report on historical access data because much of the data is stored on often illegible paper logs.

AccessPro is the next generation in visitor management technology because it links property owners directly to their security team via mobile applications. This not only eliminates outdated paper logs but also the need for expensive hardware, software, and printing required by other visitor management systems.

AccessPro significantly improves overall security because it provides the most accurate visitor information in a mobile format. Most other systems are computer or web based and require both the residents and security guards to log on to a computer terminal to edit/view visitor data. These systems fail to be completely effective because of the slow processing time at the security entrance and the low resident adoption of logging into the computer. Residents revert to calling the security office or the property manager with visitor updates, thus losing control over their own data. Since AccessPro is based on smart phone mobile technology, property owners adopt the system quickly and can access and manage their own guest list in real-time from anywhere in the world, providing the security staff with the most up-to-date and accurate visitor information available.

AccessPro allows for:

  • Accurate visitor information including mobile numbers
  • Professional visitor processing and reduced wait times
  • Very high user adoption and participation
  • A reportable database of historical access
  • No hardware/software investment required

No. AccessPro eliminates the need for excessive expenses related to hardware and printing. Printing visitor passes are an added expense that may not provide added security since the passes can often be passed on to others who have not been properly authenticated by your security team. Printing passes or badges helps to alleviate this concern, but the hardware, ink, and paper is an unnecessary cost to your company and community. By Booking your visitor from your Accesspro security application, your security team can verify the visitor’s identity as easily and more securely with AccessPro than with a printed day pass.

For vendor access, AccessPro allows the security team to select multiple homes that vendor is visiting on the same visit. AccessPro will then automatically notify all of the owners selected by the security staff.

Yes, because the security app is mobile, we train security to verify the visitor’s identity without leaving the visitor’s side/vehicle. If previously authorized, all visitor information required for granting access is available on the AccessPro mobile application and visitor processing can be as quick as 20 seconds. This not only speeds visitor processing but also improves the professionalism of your security team.

The easiest way to access visitor data is by using the AccessPro smart phone mobile app; however, visitor data can also be accessed via a web portal. Owners that don’t use either a smart phone or the web can call security or the property manager to update their visitor information. The security mobile app also allows security to add/edit visitors if requested by the owners.

Yes, the AccessPro security application can be used throughout your property and and automatically synchronize the latest information to the database. AccessPro can be used to verify visitors in any portion of your community (pools, parks, tennis courts, beaches, etc.).

Many owners enjoy the “advanced warning” of an incoming guest. This is one of the benefits of AccessPro arrival notifications, which are automatically sent by the system via the owner’s mobile app and/or email for all visitors granted access to the property. If a visitor is not listed on the owner’s visitor list, security is still required to call for authorization.

Each visitor’s profile provides information on their permanent or temporary visitor status. If temporary, a date range of authorized visiting time is shown. In addition, the profile allows for security to verify upon first arrival in order to verify identity on subsequent visits.

Yes, in addition to receiving a notification of a visitor’s arrival, both the owner’s mobile application and the web portal provide historical access information with the date and time of day they were granted access. This is especially helpful for owners who are away from their property for weeks or months at a time but still need to know that their vendors are managing the property or that their renters are arriving as scheduled.

Yes, we provide your security staff, community administrator and/or property manager with the training needed to properly use AccessPro. The training for the security team focuses on the proper use of AccessPro to improve visitor processing time and accurate tracking information. This includes training on how to request the right amount of information from incoming vendors in order to notify all owners being visited to improve efficiency and professionalism.

The AccessPro administrator for your community can run historical access reports for the entire community, for specific days, or for a specific owner. Historical access tracking and reporting using AccessPro allows for better data security over traditional paper logs since the data is not stored in paper format. All data is stored and accessible electronically.

The typical process includes introductory communications; owner database deplyment; security/administrator training; and system roll-out. The process takes 10 days or less.

AccessPro data is stored on secured encrypted servers using data server redundancy to avoid loss of information. AccessPro also uses encrypted data transfer protocols to ensure complete data security between the database and the users.