Property Directory Intro
Property Directory
Audience: Gatehouse and security personnel who process visitors using the Proptia kiosk or web app
Purpose: Quickly locate a property, view every host and visitor linked to it, and handle passes or approvals on the spot.
1. Why the Property Directory Matters
The Property Directory is the workhorse of visitor processing. By searching one address, you can:
See all hosts tied to the property—owners, tenants, short‑term guests, staff, and more.
View every visitor record (active, expired, or restricted) for that address.
Spot critical property notes (gate codes, special instructions, security alerts) at a glance.
2. Locate a Property
Open Property Directory on your dashboard.
In the Search bar, begin typing the street number or name (e.g., 24 Grey Horse).
The table filters instantly; click the row for the correct address.
What the Row Shows
| Column | Description |
|---|---|
| Address | Full street address, unit # if applicable |
| Note icon | ⚠️ Appears when staff added a property note—hover to read it |
| Hosts | All hosts for the address, with colored badges (see § 3) |
3. Host Badges & Permissions
| Badge | Meaning |
|---|---|
| B | Resident / Homeowner (may manage visitors) |
| S | Staff / Facility personnel |
| T | Short‑term tenant without visitor‑list rights (name appears red) |
| Strikethrough on badge | Host cannot have a visitor list ("Allow to manage visitors" unchecked) |
Tip: You can also search the directory by host name if that’s faster.
4. View the Visitor List
Click the address row to expand the visitor panel:
Visitor badge – Type (guest, vendor, restricted, etc.).
Notes – Host‑specific notes for that visitor.
Visitor name & company.
Added by – Which host created the record.
Host Notes – General messages from the host (e.g., "We’re out of town 4/30–5/2").
Actions – Edit Pass, Issue Pass, or Process (log entry without printing).
Expired passes show a yellow border. Attempting to Issue/Process pops the Edit Visitor form so you can update dates once the host approves.
5. Processing a Visitor
Search the list (Ctrl + F or the built‑in search box) for the visitor’s name.
Select Issue Pass (prints), or Process (logs entry only).
If the visitor isn’t listed: click Add Visitor, choose the approving host, and complete the visitor form.
Reminder: Hosts receive a text + email whenever you add, process, or issue a pass.
6. Quick Reference
| Task | Action |
|---|---|
| Check if a property has special instructions | Hover over the note icon |
| Confirm a short‑term rental guest can’t add visitors | Look for red host name + strikethrough badge |
| Edit an expired pass | Edit Pass → adjust dates → Save |
| Add a brand‑new visitor | Add Visitor → select host → fill form → Save/Process/Print |
7. Best Practices
Always hover over property notes before processing any visitor.
Confirm identity with the verbal confirmation code in the host profile when in doubt.
Respect pass rules—end date can’t exceed what management set, but you can shorten it.
Keep columns tidy with Column Settings; hide unit numbers if your community doesn’t use them.