The Premier Gated Community Visitor Management Software

Gatehouse Visitor Management

Proptia provides an all-encompassing software suite for gated communites, resorts, country clubs, golf clubs, and any other gaurd gated properties

Easy to implement
Speeds up processing
Increases accuracy
Easy to learn

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Modern Gated Community Visitor Tracking

Enhance your communication and visitor experience by providing tools to your owners, tenants, and staff to quickly and efficiently manage guest and vendor lists and the check-in process, whether onsite or remote. Proptia is a visitor management software that makes the entire process smoother and more intuitive without sacrificing security—giving you the best of both worlds.

Send digital ePasses with specific day and time perimeters
Guard and Lobby Dashboard with offline capabilities.
Customize passes to your community, brand, or company
Be notified when your guest arrives via text message notifications

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Visitor Processing Kiosk

The Proptia Visitor Processing Kiosk's Design Is Inspired By the Key Benchmarks of Today's Best-In-Class POS Systems Which Focus On The Following:

Distance To Screen
Time Pressures
Physicality
Lighting Quality (Light and Dark Mode)
Misconduct
Internet Independent
Continuous Sync
Remote Support and Maintenance

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License Plate Recognition Visitor Management

Automate and speed up visitor processing with the use of License Plate Recognition

Proptia’s built-in license plate recognition allows residents to add their visitor’s license plate numbers to the software and issue them a temporary or permanent pass. When the visitor arrives OCR LPR cameras pick up the visitor’s plate and reference it against the visitor database. If it’s a valid plate the system will fire the relay and allow the visitor entry while still recording the transaction, vehicle make, model, color, and type with accompanying images of both the vehicle and the plate

The Visitor Management Suite

We've designed Proptia Visitor Management with accuracy, reporting, security, convenience, speed, and support in mind. The visitor management solution was built with one goal in mind: to delight both property managers, residents, security personnel and guests alike.

Mobile ePasses

Proptia allows users to quickly issue digital ePasses for entry into manned and unmanned gates. The app generates unique access codes that are secure, personalized, and never recycled.

Custom Reports

Imagine a secure visitor management system that lets you see visitor frequency and volume in just a few clicks. Create custom analytics reports that yield crucial insight and help you make data-driven decisions.

Works Offline

Internet goes down? No problem. The visitor processing kiosk is internet independent. Gate attendants and front desk personnel can still process visitors.

Pass Types

Property managers have complete control over what kind of access to grant guests. Want to give main gate privileges but restrict access to residents-only areas? It’s possible and easy with Proptia

ALPR

Capture vehicle make, model, color, type and license plate in real-time at your entry and exit gates allowing you to run detailed reports on who came, went, and is still in the community.

Incident Reports

Something comes up during your shift? Flag it on the system so all other property managers know about the issue.

Notifications

Once a visitor checks in, Proptia will immediately send a text message to the resident letting them know they’ve arrived.

Manage Vendors

It’s not just visitors who can enjoy quicker check-ins; vendors, suppliers, contractors, and the like will surely love using Proptia, too.

Printed Passes

Property managers have complete control over what kind of pass-types residents are able to issue permanent and temporary guests. Setting up pass-types is easy. Realtor passes, vendor passes, 1-day passes, or annual service provider passes...it's up to you!

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Mobile Visitor Processing

For very busy communities or large events, Proptia’s mobile visitor processing capabilities allow your gate attendants to get out of the guardhouse and process visitors card side with a tablet and mobile hip-printer.

Add and process visitors and vendors
Print passes on the go
Scan existing printed and digital passes
Integrate with License Plate Recognition

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Remote Visitor Management Kiosk

For communities wanting to enhance their visitor management operation without the costly expense of building and staffing a gatehouse. The Proptia visitor processing kiosks allow you to connect to virtual security monitoring and concierge services while enabling residents to issue digital passes, and providing smooth visitor processing and reporting of all transactions.

Resident Directory Calling
Issue unique one-time or recurring access codes
Prevents universal code sharing
Enhances security
Digital pass scanner for guest and vendor ePasses
Equipped with knox box and postal switch
Multiple telephone unit models available depending on budget and desired aesthetics

Learn How Proptia Can Help with Your Community’s Visitor Management System

Set up a date and time that's convenient for you so you can see our visitor management system in action. Just schedule a demo with one of our sales representatives today!

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Frequently Asked Questions

What is Proptia’s Visitor Management System?

Proptia’s Visitor Management System is a cloud-based solution designed for gated communities and multi-family properties. It allows residents and staff to manage and monitor guests, deliveries, and vendors through a user-friendly interface, improving security and efficiency.

Can residents manage their own guest lists?

Yes Residents can use either the desktop portal or mobile app to manage their temporary and permanent vendors and guests.

Can residents schedule and manage visitors on their own?

Yes, residents can pre-authorize guests, schedule visits, and send digital ePasses using Proptia’s mobile app or web portal, eliminating the need for manual approvals by staff or guards.

How does the License Plate Recognition (LPR) feature enhance security?

The LPR feature captures and records vehicle details, including make, model, color, type, and license plate number, in real-time at entry and exit points. This allows for detailed reporting on vehicle activity, helping to identify unregistered vehicles and monitor overstays

What happens if a visitor isn’t pre-authorized?

If a visitor isn’t on the approved list, they can use the kiosk to call the resident for access approval in real time. The resident can then approve or deny entry via their mobile device. Your gate attendant can also call the host to gain approval. And with manual controls the resident can also remotely open the gate for their visitor upon arrival. These methods are optional and dependant on how you configure the system based on how you as an organization want to operate.

Does the system integrate with access control and license plate recognition?

Yes, Proptia’s visitor management integrates with access control and license plate recognition (LPR) systems to offer a seamless and secure experience for vehicles and pedestrians entering the community.

Is Proptia’s Visitor Management System cloud-based?

Yes, Proptia is fully cloud-based, allowing real-time updates, remote access, and system management from anywhere with an internet connection.

How does Proptia help improve community security?

By eliminating shared gate codes, enabling detailed access logs, and giving residents direct control over guest access, Proptia significantly reduces unauthorized entry and strengthens community security protocols.

How does the visitor check-in process work?

If your community has a guarded entrance—such as a gatehouse—visitors can be processed by the gate attendant, who verifies their name against the resident’s approved visitor list. If the visitor has received a digital ePass, they can present it to the attendant for scanning. With resident approval, the attendant can then grant access and log the entry. Visitors with pre-approved license plates can also be automatically recognized and allowed in. In communities without a gatehouse, guests can check in using a self-service kiosk or by scanning their digital ePass (QR code). The system instantly verifies the pass and grants or denies access based on resident authorization, with all entries securely logged for accountability.

Can residents’ issue one-time passes for service providers and delivery drivers?

Yes residents can either register a visitor via the mobile or desktop app as well as text their visitor/vendor a one-time digital pass. Those passes can either be processed at a kiosk or a gate attendant can scan a pass.

Can the system operate during internet outages?

Yes, Proptia’s Visitor Processing Kiosk is designed to function independently of an internet connection. This ensures that visitor processing can continue seamlessly even during internet outages

Is the system compatible with unmanned gates?

Yes, Proptia’s system supports both manned and unmanned access points. Visitors can use QR codes, access codes, or call residents via intercom to gain entry, making it suitable for communities with or without guard staff.

What types of reports can property managers generate?

Property managers can generate custom analytics reports that provide insights into visitor frequency and volume. These reports aid in making data-driven decisions to enhance community security and operations.

How does the system notify residents of visitor arrivals?

Upon a visitor’s check-in, Proptia immediately sends a text message notification to the resident, informing them of their guest’s arrival. This enhances communication and ensures residents are promptly aware of visitor activity.

Is it possible to integrate Proptia's system with existing access control systems?

Yes, Proptia’s Visitor Management System is designed to integrate seamlessly with existing access control systems, including intercoms and gate access controls, providing a unified security solution.

How does the system notify residents of visitor arrivals?

How can we improve traffic flow during busy times of the day?

If your community is guard gated the software is designed to be fast and accurate. Residents can pre-register guests and those guests can be processed by your gate attendants with just a few clicks. In addition to the software being fast additional visitor access methods such as ePass scanning and license plate reading can all work together to improve efficiency while maintaining a high-level of security. However, every community is different in how they implement their procedures as well as how their gate entrance is designed. Reach out to one of our consultants today to schedule a meeting to discuss your specific community’s security operations.

How do residents or employees manage their guest list?

Resident have multiple options to register a visitor. They can register a guest by logging into a secure portal on a desktop computer or they can add their visitors using the Proptia mobile app for iPhone and Android. Both options allow residents to register a temporary or permanent visitor or vendors. Each type of visitors can be assigned a specific type of pass e.g. one-day pass, permanent pass etc. System administrators dictate the types of passes available for residents to issue. Residents can also issue digital ePasses as well as add their visitor’s license plate so that visitors and vendors can gain entry by their vehicle plate being read at the gate.

Does the cloud-based management system work if the internet goes down?

Yes, all systems are able to work independently of the internet.

Is it possible to let vendors into the community during certain hours and days of the week?

Yes with our vendor management module you can input all vendors, vendor personnel, and vendor vehicles as well as assign them to the properties they serve and input all vendor vehicle make, model, color, license plate number as well as transponders ID.