Host Directory Intro
Host Directory
Audience: Security personnel and gatehouse staff
Purpose: Locate hosts quickly, view their details, and process visitors efficiently.
1. What Is the Host Directory?
The Host Directory lists every approved host in your community—residents, tenants, staff, club members, and facility personnel—each identified by a colored badge.
| Badge | Meaning |
|---|---|
| Resident | Permanent resident |
| Tenant | Long‑term tenant |
| Staff | Community staff |
| Club Member | Club or HOA member |
| Facility | Maintenance / vendor |
(Badges and colors may vary by community setup.)
2. Find a Host
Search bar – Type name or street address.
Results show:
Badge – host type.
Name and Unit (if applicable).
Address and Phone.
Notes left for security.
Verbal Confirmation Code – used when calling for visitor approval.
Click column settings (gear icon) to hide or show columns you don’t need (e.g. Unit column for single‑family homes).
3. Host Actions
| Action | How to Use |
|---|---|
| Add Visitor | Opens the Add Visitor form pre‑filled with host info. |
| (Options) | Opens the host profile for full contact details and pass history. |
| Click host row | Opens Guest List tabs (Restricted / Permanent / Temporary / Events). |
Guest List Indicators
Yellow stripe – Visitor pass has expired. Confirm with host before updating and issuing a new pass.
4. Process a Visitor (Example Workflow)
Visitor Chris George arrives to see Jack Rayner, 24 Grey Horse.
In the directory, search “24 Grey Horse” and select Jack Rayner.
Look for Chris George in Jack’s list:
If listed – click Issue Pass (or Process if your site does not print passes).
If not listed – call Jack using the phone on file; verify verbal code, then click Add Visitor → enter Chris’s details → Issue Pass.
Tip: Pass printers auto‑apply today’s date. Expired passes always highlight in yellow so you can catch them at a glance.
5. Best Practices
Keep the Notes field up to date—hosts often leave standing instructions for frequent visitors.
Use column settings to declutter your view; fewer columns = faster scanning.
Encourage hosts to add permanent and temporary guests themselves in the resident portal to speed up gate processing.
Always confirm identity with the Verbal Confirmation Code when approving phone‑in visitors.
Need Help?
Click the Help icon (question‑mark) in the upper‑right corner of the dashboard to watch a short video on directory search tips, or press Submit Ticket.