Adding Visitor From Host Directory
Adding a Visitor From the Host Directory
Audience: Gatehouse and security personnel using the Proptia kiosk or web app
Purpose: Quickly add (or add & process) a visitor for a specific host, with the correct pass type and validity window.
1. Locate the Host
Open Host Directory.
In the Search bar, enter either the host’s name or address.
Searching by address shows all hosts tied to that property.
Review each row:
Badge shows host type (resident, tenant, staff, etc.).
A badge with a strikethrough means visitor management is disabled for that host (e.g., short‑term rental guests). Choose another host.
Click the desired host row.
2. Launch the Add Visitor Form
Click Add Visitor (blue plus icon). The Add Visitor window opens, pre‑filled with the host’s address.
3. Choose a Visitor List Type
At the top of the form pick one of four list tabs:
| Tab | Use When… |
|---|---|
| Temporary | A one‑off or short‑term visitor (default). |
| Permanent | Frequent visitors (e.g., nanny, housekeeper). |
| Event | Multiple guests for a party or gathering. |
| Restricted | Individuals the host does not want admitted. |
4. Complete the Visitor Details
| Field | What It Does |
|---|---|
| Visitor Type | Defaults to Guest. Switch to Vendor to reveal the Company Name field. |
| Pass Type | Defaults to the community’s standard (e.g., One‑Day Pass). Use the dropdown to change. |
| First Name / Last Name | Required for all visitors. |
| License Plate | Optional but recommended if your community enforces plate matching. |
| Notes | Parking space, delivery instructions, etc. |
| Valid Days | Auto‑checks the days allowed by the chosen pass type. Un‑check any the host wants to exclude. |
| End Date | Cannot exceed the pass type’s max duration, but you may shorten it. |
Tip: When adding a Vendor, double‑check that their work schedule lines up with the pass’s valid days.
5. Save, Process, or Print
| Button | Result |
|---|---|
| Save | Adds the visitor to the host’s list—no further action. |
| Save & Process | Records the visitor as arrived (useful for walk‑ins when no pass is printed). |
| Save & Print Pass | Saves, processes, and prints a paper pass for the driver. |
6. Quick Walk‑Through Example
Scenario: Chris George drives up to visit Jack Rayner at 24 Grey Horse.
Search 24 Grey Horse → click Jack Rayner.
Click Add Visitor → choose Temporary.
Confirm One‑Day Pass → enter Chris George and license plate.
Click Save & Print Pass.
Hand the printed pass to Chris and wish him a good visit.
7. FAQs & Tips
Host badge is struck through — host is not authorized to manage visitors; choose another host or call management.
Vendor pass not valid on Sundays? The Sunday checkbox will already be disabled.
Need to limit access to only Thursday & Friday next week? Un‑check all other days and set the correct end date.