A Guide to Pass Types

A Guide to Temporary and Permanent Passes in Proptia

Proptia's pass system allows organizations to efficiently manage guest and vendor access. By understanding how to configure temporary and permanent passes, you ensure secure and streamlined visits.

Module 1: Creating a Temporary Visitor Pass

1. Log in to the Proptia Web App on your computer.
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4. Click Dashboard in the left sidebar.
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7. Click Add Visitor to start a new pass entry.
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10. Select Temporary Visitor as the visitor type.
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13. Set Registration Type to Individual.
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15. Select Visitor Type as Guest or Vendor.
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18. Under Pass Type, select the Pass you want to use. Please note that available pass types are created and managed by your community.
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21. Complete the required Visitor Details fields. Fields with Red Asterisk are Mandatory. First Name, Last Name, Email, and Phone Number.
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24. Input additional information as needed: Company Name (for vendors), License Plate, Notes for Attendant, and identification.
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27. Select the days the pass will be active. Set the Start Date. The system will automatically populate the End Date and On Guest List Until fields based on your pass selection.
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30. If the predefined End Date is too far in the future, manually select an earlier date in the End Date field.
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33. Observe that the On Guest List Until field adjusts automatically to match the newly set End Date. You can adjust the On Guest List Until if needed.
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Why this matters:

• The Start Date activates the pass on that date.
• The End Date is the last day the pass is valid for entry.
• On Guest List Until keeps the record visible to attendants until that date, allowing for quick verification.

Proptia Access Control Logic for Temporary Visitor:

• Active Pass Period (Start Date to End Date): System grants automatic access.
• Grace/Extended List Period (After End Date, up to 'On Guest List Until' Date): System denies automatic access. Because the visitor remains on the guest list, the Attendant can immediately issue and print a new pass.
• Expired Period (After 'On Guest List Until' Date): System denies automatic access. The Attendant must manually verify the visitor with the Host. Upon host approval, the Attendant issues and prints a new pass.

Module 2: Creating a Permanent Visitor Pass

1. From the Dashboard, click Add Visitor.
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4. Select Permanent Visitor and set Registration Type to Individual.
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7. Choose Guest or Vendor as the Visitor Type.
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10. Under Pass Type, select the Pass you want to use. Please note that available pass types are created and managed by your community.
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13. Enter the required guest details. Fields with Red Asterisks are Mandatory.
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16. Set the Start Date; the End Date and On Guest List Until fields auto-populate for one year from the start.
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19. If needed, shorten the access by choosing an earlier End Date; On Guest List Until will adjust accordingly.
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Proptia Access Control Logic for Permanent Visitor:

• Active Pass Period (Start Date to End Date): System grants automatic access.
• Grace/Extended List Period (After End Date, up to 'On Guest List Until' Date): System denies automatic access. Because the visitor remains on the guest list, the Attendant can immediately issue and print a new pass.
• Expired Period (After 'On Guest List Until' Date): System denies automatic access. The Attendant must manually verify the visitor with the Host. Upon host approval, the Attendant issues and prints a new pass.