The gate app, first shift: a guide for security personnel

What does the gate app actually ask you to do?

It asks you to check one thing and record it. Everyone at the gate has a gate pass QR, a 6-digit OTP, a vehicle number, or nothing at all. You match what they have against the screen, then mark what happened.

The app runs in English, Telugu, Hindi, Kannada, Tamil and Malayalam, so you can work in the language you are comfortable in.

How do you scan a QR gate pass?

Scan it, read the screen, mark the visitor arrived. The check takes seconds.

1. Open AKCS Gate and choose scan.
2. Hold the QR steady in the frame. Every pass id starts with PASS-.
3. Read the name, the flat and the pass type: visitor, delivery, worker or event.
4. If the person does not match the name or purpose, do not admit them.
5. Mark them arrived. The entry is logged with the time.
6. When they leave, mark them left.

A pass is not valid forever. It opens 8 hours before the expected arrival and closes at arrival plus the validity the resident chose: 2, 4, 8 or a custom number of hours, 8 by default. A worker's booking QR is a whole-day pass for the booked date.

What if the visitor has no QR, only a 6-digit OTP?

Type the OTP into the app. It is the same credential as the QR, sent to the visitor by SMS.

1. Ask the visitor to read out the 6-digit number from their SMS.
2. Enter it in the OTP field.
3. If accepted, mark them arrived, exactly as with a QR.
4. If they never received an SMS, do not argue. A visitor added without a phone number gets no OTP. Raise an access request instead.

What do you do when someone turns up unannounced?

Raise an access request and ask the person to wait. You are not deciding — the resident is.

1. Ask for their name, the flat they want and why they are here. Pick the closest type: visitor, delivery, worker, plumber, electrician, maid, driver, cab or other.
2. Raise the access request in the app, or point them at the gate's public QR page to fill in on their own phone, with no account.
3. Ask them to wait where you can see them.
4. The resident has 90 seconds to approve or reject before the request escalates.
5. If it escalates, do not admit anyone. A resident answering late still counts as a real human decision for up to 30 minutes.
6. Approved means admit, and the entry is logged. Rejected means do not admit. If they argue, refer them to your security manager.

Some communities switch on house rules, which approve or reject certain requests automatically before the resident is asked. An unknown delivery brand still goes to the resident. That is the design, not a fault.

How do you hand over a parcel?

Take the parcel, mark it arrived, and hand it over only after the resident reads out their 6-digit collection code.

1. Accept the parcel and mark it arrived.
2. When someone collects, ask them to read out the 6-digit collection code from their app.
3. Enter the code. If it matches, hand over the parcel and mark it delivered.
4. A parcel belongs to the flat, not one person. Any resident of that flat can collect it with a valid code.

The delivery QR is valid 24 hours. The collection code is valid 48 hours.

What do you do when a cab arrives?

Read the number plate. Cabs are matched on the last 4 characters of the plate. There is no QR and no OTP for a cab.

1. Read the plate as the vehicle stops.
2. Check the app for a matching pre-approval. Companies covered: Uber, Ola, Rapido, BluSmart and other.
3. If it matches, admit the vehicle and mark it arrived.
4. If it does not match, treat it as a walk-in and raise an access request.

Can you let a child out of the gate on your own?

No. A guardian has to approve first, in the app.

1. Raise an exit request for the child in the app.
2. The guardians get a push notification and approve or reject it.
3. Keep the child inside until you see an approval on your screen.
4. Some residents pre-authorise a window in advance. If one is open, no request is needed.
5. Unanswered requests expire. If one expires, raise it again or phone the flat. Never let a child out on a verbal assurance.

What does the screen mean, and what should you do?

What do you do when a code will not work?

Stop retrying and get a fresh credential. A dead code will never come back, and the delay is what causes arguments at the gate.

• A visitor OTP is single-use. Once it says already verified, it is spent. Ask the resident to resend rather than retrying.
• A cancelled gate pass is permanently dead. Cancelling wipes the credentials, so the QR cannot be switched back on. The resident must issue a new one.
• Outside the validity window, a pass will not scan even though it looks fine.
• If your community uses face match, a poor match is a warning to look more carefully, not a decision. An outage never seals the gate. You still decide.

When nothing resolves in a minute or two, raise an access request and let the resident decide. It is a safe fallback and leaves a clean record of your shift.