Generally, we have seen security personnel obtaining access by signing a manual record. This type of security system is no longer secure for any firm, particularly in big companies where a lot of movement takes place every day. The gate pass system is used by companies to keep track of visitors that come and exit from their premises. A gate pass can be used to permit the movement of individuals, materials and machines to and from the organization’s grounds. It helps in monitoring and tracking all movements inside an organization.
In this blog, you will understand the importance of gate passes, points to consider while creating a gate pass format and find the best gate pass format and simple gate pass in different formats.
A gate pass is a printed document that must be filled out by the individual who wants to leave the office premises. To obtain approval, the individual must fill out the essential information, including the objective of the visit. Typically, approval is done by authorized personnel who simply sign off the completed gate and will pass paperwork if the reason for moving out or into the organization is relevant. The security personnel in charge of the gate inspect the allowed gate pass paperwork and they will only allow activity if they see the permitted gate pass.
There are two kinds of gate passes. Employee and material pass. As most of the movement is either people coming in or out or things being sent in or out, two distinct gate passes can be created for these objectives.
It is intended for employees who wish to resign. It can be for personal or professional reasons. In any case, the employee must complete the employee gate pass and submit it for approval to the Head of Department (HOD). If the HOD approves the reason, he will accept and the pass will be sent to HR. After marking down the movement, the HR department will sign off on the form. Afterwards, the employee can exit by submitting the papers at the gate. This is an efficient method of preventing unauthorized movement.
Three copies of the gate pass are created for transporting items. The authorized person signs the passes. Two copies of the pass are handed to the person in charge of the movement typically the driver and one copy is kept by the security team at the gate. The driver will keep the other copy until the package arrives at its destination.
The following are a gate pass’s prominent features.
Offering Gate Passes can prove to be the most beneficial aspect for businesses for the following reasons:
The gate pass approach decreases the hazards of foreign intervention in the workplace. All visits and appointments are pre-registered and the database stores information on products or guests who are issued ID proofs for security. It monitors all access and departure points and supports security officers in inspecting visitor gate passes, ID cards, materials for visitors, company vehicles and data entry.
The gate pass helps complete duties such as registering, scrutinizing, printing, visitor management and database access more quickly and efficiently.
The Gate pass approach is far more efficient and can quickly interface with the administrative record to verify the eligibility of visitors. Makes it simple for workers to enter data effectively. The data input procedure using this gate pass is simple and it correctly records every detail about the new visitors while preventing data redundancy.
