Guest Pass App Overview

Apps Getting Started Updated March 15, 2026 5 views

Guest Pass App Overview

Pre-register visitors, issue digital badges with QR codes, manage check-in/check-out workflows, screen against watchlists, and track every access event — all from a centralized visitor management platform built into MangoApps Workforce.

What is Guest Pass?

Guest Pass is the visitor management system inside MangoApps Workforce. It handles the full visitor lifecycle — from pre-registration and approval, through digital badge issuance and check-in, to departure tracking and compliance reporting. Hosts can pre-register guests, receive real-time arrival notifications, and manage visitor access permissions. Security teams get a watchlist screening system, access logs, and audit-ready reports. Administrators configure approval workflows, badge types, notification rules, and data retention policies.

The module integrates with the notification system (email, in-app, and SMS alerts), calendar (iCal export for scheduled visits), and the broader MangoApps platform for role-based access control.

Core Value Proposition:

🎫 Visitor Pre-Registration — Register visitors ahead of time with host assignment, purpose of visit, party size, and custom access permissions
🪪 Digital Badges & QR Codes — Auto-generate color-coded badges with QR codes, Apple Wallet passes, and printable PDFs upon approval
✅ Check-In / Check-Out — Track actual arrival and departure times with host notifications and overdue checkout alerts
🛡️ Watchlist Screening — Screen visitors against a risk-rated watchlist with automatic security alerts for matches
📊 Analytics & Compliance — Monitor visitor trends, host activity, badge usage, security incidents, and compliance scores

At a Glance

🎫 Pre-Registration	🪪 Digital Badges	✅ Check-In/Out	🛡️ Security
Host assignment, purpose tracking, party size, custom fields	4 badge types, 10 access levels, QR codes, Apple Wallet	Actual arrival/departure tracking, overdue alerts	Watchlist with 4 risk levels, security dashboard, audit logs

👤 Host Preferences	📧 Notifications	📊 Analytics	⚙️ Settings
Auto-approve, working hours, default access, quiet hours	Email, in-app, SMS for registration, arrival, departure	Visitor trends, peak hours, host activity, compliance score	Approval workflows, badge expiry, data retention, role permissions

Visitor Lifecycle

┌─────────────┐     ┌──────────┐     ┌──────────┐     ┌───────────┐     ┌────────────┐
│ Pre-Register │────▸│ Pending  │────▸│ Approved │────▸│ Checked In│────▸│ Checked Out│
│   Visitor    │     │ Approval │     │  + Badge │     │  On-Site  │     │  Departed  │
└─────────────┘     └──────────┘     └──────────┘     └───────────┘     └────────────┘
                         │                                    │
                         ▼                                    ▼
                    ┌──────────┐                         ┌──────────┐
                    │ Rejected │                         │ Overdue  │
                    └──────────┘                         │ Checkout │
                         │                              └──────────┘
                         ▼
                    ┌──────────┐
                    │Cancelled │
                    └──────────┘

Statuses: pending → approved → checked_in → checked_out
                  → rejected
                  → cancelled (from pending or approved)
                  → expired (past departure without check-out)

Every status transition is recorded in the access log with the acting user, timestamp, IP address, and user agent.

🎫 Visitor Pre-Registration

Registering a New Visitor

Any user with visitor management permissions can pre-register a guest. The registration form captures:

Field	Required	Description
First Name / Last Name	Yes	Visitor’s legal name
Email	Yes	Validated email for notifications and badge delivery
Phone	No	Normalized to E.164 international format
Company	No	Visitor’s organization
Purpose of Visit	Yes	Free-text description (up to 1,000 characters)
Host	Yes	Employee who will receive the visitor (defaults to current user)
Expected Arrival	Yes	Must be a future date/time
Expected Departure	Yes	Must be after expected arrival
Party Size	Yes	Number of visitors in the group (1–50)
Vehicle License Plate	No	For parking and security tracking
Special Instructions	No	Notes for reception or security staff
Requires Escort	No	Flag visitors who need staff escort throughout their visit
Access Permissions	No	JSON-configurable floor, parking, and conference room access
Restricted Areas	No	Areas the visitor cannot access
Custom Fields	No	Dietary restrictions, accessibility needs, emergency contact

Upon creation the system:

Sets the initial status based on configuration (auto-approve or pending)
Logs a visitor_registered access event
Sends registration notifications to the host and a confirmation email to the visitor
Auto-approves and generates a digital badge if the auto-approve setting is enabled

My Visitors

Every employee can view a My Visitors tab showing only visitors where they are the designated host. This view is available to all authenticated users regardless of role.

Searching Visitors

The search feature matches across first name, last name, email, and company with case-insensitive partial matching. Results are paginated at 25 per page.

🔄 Approval Workflow

  Host/Manager registers visitor
            │
            ▼
   ┌────────────────────┐
   │  auto_approve = ON? │
   └────────┬───────────┘
        Yes │         No
            ▼           ▼
    ┌───────────┐  ┌──────────┐
    │ Approved  │  │ Pending  │
    │ + Badge   │  │ Queue    │
    └───────────┘  └────┬─────┘
                        │
              Manager / Admin reviews
                   │          │
                   ▼          ▼
             ┌──────────┐ ┌──────────┐
             │ Approved │ │ Rejected │
             │ + Badge  │ │ + Reason │
             └──────────┘ └──────────┘

Pending Approval Queue

Managers and admins access a dedicated Pending Approval view listing all visitors awaiting review, sorted by expected arrival time (soonest first). From this queue they can:

Approve — sets status to approved, records the approver and timestamp, generates a digital badge, and sends an approval notification to the visitor
Reject — sets status to rejected with an optional rejection reason, and sends a rejection notification
Bulk Approve / Reject / Cancel — select multiple visitors for batch processing

Auto-Approve Rules

When auto-approve is enabled at the business level, visitors are immediately approved unless:

The require_host_approval setting is active and the registering user is not the host
The visitor matches a watchlist entry

Cancellation

Hosts, the registering user, and managers can cancel a visit from pending or approved status. Cancellation deactivates any active digital badges and logs the event.

🪪 Digital Badges & QR Codes

When a visitor is approved, the system automatically generates a digital badge containing a unique QR code.

Badge Types

Type	Color	Default Access Level	Use Case
Standard Visitor	Blue (`#007bff`)	1 – Basic	Regular guests and meetings
Contractor	Orange (`#fd7e14`)	3 – Standard	Contractors and service providers
VIP Guest	Purple (`#6f42c1`)	5 – VIP	Executive visitors and VIP guests
Escort Required	Red (`#dc3545`)	1 – Basic	Visitors requiring staff escort at all times

Access Levels

The system supports 10 access levels: Basic (1), Limited (2), Standard (3), Extended (4), VIP (5), Executive (6), Contractor (7), Maintenance (8), Security (9), and Emergency (10). Each badge type has a default access level that can be overridden per visitor.

Badge Identifiers

Each badge receives:

Badge Number — unique per business, formatted as GP-{business_id}{date}{random_hex} (e.g., GP-12260307A1B2C3)
Security Token — 32-byte URL-safe random token for QR code verification
QR Code Data — encodes a verification URL with the security token for contactless check-in

Badge Display Fields

Configurable per badge:

Visitor photo (on by default)
Company name (on by default)
Host name
Purpose of visit
Expiry time (on by default)

Badge Output Formats

Format	Description
QR Code (PNG/SVG)	Scannable code for contactless check-in
Digital Badge (HTML)	Browser-viewable badge with all visitor details
Printable PDF	Formatted for physical badge printing
Apple Wallet (.pkpass)	Add badge to iPhone Wallet for tap-to-show
iCal (.ics)	Calendar event for the scheduled visit

Badge Lifecycle

Badges are created with a configurable validity period (default: 24 hours). They can be:

Regenerated — creates a new security token, invalidating the old QR code
Revoked — permanently deactivated (e.g., when a visit is cancelled)
Activated — re-enabled if not expired
Extended — validity period pushed forward
Bulk Revoked — batch revocation from the badge management view

Badges record every scan with a scan_count counter and last_scanned_at timestamp.

Badge CSV Export

Admins can export badge data to CSV with columns for badge number, visitor name, email, company, badge type, status, access level, validity period, issued by, last scanned, scan count, and creation date.

✅ Check-In and Check-Out

Check-In

When a visitor arrives, staff confirm their identity and trigger check-in. The system:

Verifies the visitor’s status is approved
Sets status to checked_in and records the actual_arrival timestamp
Sends an arrival notification to the host (if configured)
Updates the digital badge’s last_scanned_at timestamp
Logs a check_in access event with IP and user agent

Check-Out

When the visitor departs:

Verifies the visitor is currently checked_in
Sets status to checked_out and records the actual_departure timestamp
Sends a departure notification to the host (if configured)
Deactivates all active digital badges
Logs a check_out access event

Overdue Checkout Detection

The system identifies visitors who are still checked in past their expected departure time. These appear in the dashboard and can trigger:

Host Notification — urgent email/in-app alert to the visitor’s host
Security Alert — escalation to security personnel when configured

Filtered Views

View	Shows
Expected Today	Visitors with expected arrival today, sorted by arrival time
Checked In	Currently on-site visitors, sorted by arrival time
Pending Approval	Visitors awaiting manager/admin review
My Visitors	Visitors where current user is the host

👤 Host Preferences

Every employee who hosts visitors can configure personal preferences that customize how their visits are managed.

Notification Settings

Hosts control which channels are active (email, SMS, push, in-app), which events trigger notifications (registration, arrival, departure, issues), the delivery frequency (immediate, hourly, or daily digest), and quiet hours (default 22:00–08:00) during which non-urgent notifications are held.

Availability Schedule

Hosts define their working hours per day (start/end times, available flag) with timezone support and optional lunch break windows. The system shows the host’s next available time, determines real-time availability, and displays an out-of-office message when unavailable.

Default Visitor Settings

Hosts can configure: auto-approve for known visitors (off by default), default visit duration (8 hours), require escort by default, accept visitors when away, maximum daily visitors, and minimum advance booking hours. They also set default area access permissions for their visitors (floors, parking, conference rooms, cafeteria, gym, roof).

🛡️ Watchlist & Security

Watchlist Management

Admins maintain a watchlist of individuals who require additional screening. Each entry requires a name, reason, and risk level, with optional fields for email, phone, ID number, expiry date, notes, and additional info (physical description, known associates, previous incidents, alert contacts). Entries have four statuses: Active, Inactive, Expired, and Resolved.

Risk Levels

Level	Priority	Use Case
Low	1	Flagged for awareness only
Medium	2	Requires additional verification
High	3	Requires security escort or senior approval
Critical	4	Deny entry; notify security immediately

Automatic Matching

When a visitor registers, the system checks their name, email, and phone against active watchlist entries. A match sets the on_watchlist flag and can:

Block auto-approval
Trigger a security review requirement
Alert security personnel via the SecurityAlertService

Watchlist Audit Trail

Every watchlist action — addition, removal, status change, reason update, visitor linking — is logged to the access log with the acting user and timestamp.

📊 Security Dashboard

The security dashboard provides managers and admins with real-time visibility into facility security.

┌────────────────────────────────────────────────────────────┐
│                   SECURITY DASHBOARD                       │
├──────────────┬──────────────┬──────────────┬──────────────┤
│ Total Access │ Failed       │ Watchlist    │ Security     │
│ Attempts     │ Attempts     │ Matches      │ Alerts Today │
├──────────────┴──────────────┴──────────────┴──────────────┤
│                                                            │
│  Active Badges: ███  │  Expired Badges: ███               │
│                                                            │
├────────────────────────────────────────────────────────────┤
│  RECENT SECURITY ALERTS                                    │
│  ──────────────────────                                    │
│  • Access denied - J. Smith at Main Entrance   2 min ago  │
│  • Badge revoked - Badge GP-12A3B4            15 min ago  │
│  • Failed scan - Unknown badge at Gate B       1 hr ago   │
│                                                            │
├────────────────────────────────────────────────────────────┤
│  WATCHLIST SUMMARY                                         │
│  ──────────────────                                        │
│  Total Entries: 12 │ Active: 8 │ High Risk: 3             │
│  Recent Matches (7 days): 2                                │
└────────────────────────────────────────────────────────────┘

Security Alerts

The system automatically flags suspicious activity:

Failed access attempts — badge scan denied or invalid token
Multiple failures — 3+ failed attempts within 10 minutes from the same visitor
Overdue checkouts — visitors past their expected departure
Watchlist matches — visitor registration matching a watchlist entry
Badge revocations — manual or automatic badge deactivation

Security alerts are delivered via the SecurityAlertService which sends emails with alert type, severity, description, and recommended actions.

📋 Access Logs

Every action in Guest Pass is recorded in a comprehensive audit trail.

Activity Types

The system tracks 22+ distinct activity types across five categories: Visitor Lifecycle (registered, approved, rejected, cancelled, updated, status changed), Check-In/Out (check_in, check_out), Badge Operations (issued, revoked, activated, deactivated, scanned, token regenerated), Notifications (host notification, sent, resent), and Security Events (access granted/denied, watchlist changes, emergency, compliance).

Log Entry Details

Each entry records the activity type and description, timestamp, success/failure status with failure reason, acting user, visitor and badge references, IP address and user agent, location and access point, and arbitrary JSON metadata.

Filtering & Real-Time Status

Logs can be filtered by visitor, location, date range, and success/failure status. The real-time status view provides a live snapshot of current facility activity.

📊 Analytics & Reports

Analytics Dashboard

The analytics dashboard (manager+ access) provides insights across five dimensions:

Metric Group	Key Metrics
Visitor Trends	Daily/weekly/monthly counts, status breakdown, peak hours, average visit duration, repeat visitor count
Popular Times	Hourly and daily distribution, peak hour analysis, busiest/quietest day identification
Host Activity	Top hosts by visitor count, approval rates per host, average response times
Security Metrics	Total/failed access attempts, security incidents, watchlist matches, badge revocations
Badge Usage	Total issued, active count, scan frequency, type distribution, average badge lifetime

Compliance Score

The system calculates a weighted compliance score (0–100) from five factors:

Factor	Weight	What It Measures
Proper Approval Rate	30%	Percentage of visitors that go through approval
Badge Issuance Rate	20%	Approved visitors who receive digital badges
Check-In Rate	20%	Expected visitors who actually check in
Check-Out Rate	15%	Checked-in visitors who properly check out
Security Incident Rate	15%	Inverse of failed access attempts

Reports

Report	Access	Formats	Description
Visitor Summary	Manager+	HTML, CSV, PDF	Comprehensive visitor statistics and trends
Security Audit	Admin+	HTML, CSV, PDF	Security events and compliance audit trail
Compliance Export	Manager+	CSV, XLSX	Regulatory compliance data export
Security Report	Manager+	HTML, JSON, PDF	Detailed security analysis with date range filtering

📧 Notifications

Guest Pass sends multi-channel notifications at each stage of the visitor lifecycle.

Visitor Notifications (sent to the guest’s email)

Event	Subject Line
Registration Confirmed	“Registration confirmed for {Business}”
Visit Approved	“Your visitor request has been approved - {Business}”
Visit Rejected	“Your visitor request has been declined - {Business}”
Visit Reminder	“Reminder: Your visit to {Business} tomorrow”

Host Notifications (sent to the employee hosting the visitor)

Event	Subject Line	Urgency
Visitor Registered	“New visitor registration: {Name}”	Normal
Visitor Arrived	“Your visitor {Name} has arrived”	Urgent
Visitor Departed	“{Name} has checked out”	Normal
Overdue Checkout	“URGENT: {Name} is overdue for checkout”	Urgent

Channels & Preferences

Notifications are sent via email (all types), in-app (all types for platform users), and SMS (urgent notifications only). Security alerts include alert type, severity, visitor details, and recommended actions.

All notifications respect the platform-wide notification settings service, categorized into arrivals, departures, status changes, security events, and general Guest Pass notifications.

🖼️ Visitor Photos

Guest Pass supports photo capture and storage via ActiveStorage. Each visitor can have multiple photos with one designated as primary (auto-set on first upload). Photos are available in four sizes — thumbnail (100x100), medium (300x300), large (600x600), and badge format (200x250). Supported formats are JPEG, PNG, GIF, and WebP with a 5 MB size limit. Automated cleanup removes orphaned photos and photos older than 365 days for completed visits.

⚙️ Admin Configuration

Administrators configure Guest Pass through the Settings page. Key settings by category:

Category	Settings (defaults in parentheses)
Core	Require pre-registration (on), auto-approve visitors (off), self-registration (off)
Digital Badges	Enable QR codes (on), badge expiry hours (24), include photo (on)
Notifications	Notify on arrival (on), notify on departure (off), methods (email + in-app)
Security	Require host approval (on), data retention (365 days), enable watchlist (off)
Access Control	Enable access control (off), access system type (none), restricted areas (empty)
Permissions	Allowed roles, who can manage visitors, who can approve visitors (all default to manager+)

Admins can reset all settings to default values from the Settings page.

🔒 Roles & Permissions

Capability	Employee	Manager	Admin	Super Admin
View own visitors (as host)	Yes	Yes	Yes	Yes
Pre-register visitors	Config	Yes	Yes	Yes
Edit pending visitors (own)	Yes	Yes	Yes	Yes
Approve / Reject visitors	—	Yes	Yes	Yes
Bulk actions	—	Yes	Yes	Yes
View all visitors	—	Yes	Yes	Yes
Security Dashboard	—	Yes	Yes	Yes
Analytics & Reports	—	Yes	Yes	Yes
Manage Watchlist	—	—	Yes	Yes
Configure Settings	—	—	Yes	Yes
Reset to Defaults	—	—	Yes	Yes
Access Compliance Export	—	Yes	Yes	Yes
Security Audit Report	—	—	Yes	Yes

Frequently Asked Questions

How do I pre-register a visitor?
Navigate to Guest Pass and click Pre-Register Visitor. Fill in the visitor’s details, select a host, set arrival and departure times, and submit. If auto-approve is enabled, the visitor receives their digital badge immediately; otherwise they enter the approval queue.

How does QR code check-in work?
When a visitor is approved, a digital badge with a QR code is generated. The QR code encodes a verification URL containing the badge’s security token. Reception staff scan the code, which validates the token and badge status, then triggers the check-in workflow.

What happens if a visitor is on the watchlist?
The system checks visitor details against the active watchlist during registration. If a match is found, the on_watchlist flag is set, auto-approval is blocked, and a security review may be triggered depending on the watchlist entry’s risk level.

Can visitors add their badge to Apple Wallet?
Yes. When viewing a digital badge, visitors can download a .pkpass file generated by the Apple Wallet integration. This adds the badge to their iPhone Wallet for convenient tap-to-show access at check-in.

How are overdue visitors handled?
The system detects visitors who are still checked in past their expected departure. It can send urgent notifications to the host and escalate to security personnel. Overdue visitors appear prominently on the dashboard.

What reports are available?
Guest Pass provides four report types: Visitor Summary (trends and statistics), Security Audit (compliance trail), Host Activity (engagement metrics), and Badge Usage (issuance and scanning data). Reports are available in HTML, CSV, and PDF formats.

How long is visitor data retained?
By default, visitor records are retained for 365 days. Administrators can change this via the visitor_data_retention_days setting. The photo cleanup utility removes photos for completed visits older than the configured threshold.

Bookings — Reserve meeting rooms and desks for visitor meetings
Safety Hub — Report safety incidents involving visitors

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Article ID: guest_pass_app_overview

Guest Pass App Overview

Guest Pass App Overview

What is Guest Pass?

At a Glance

Visitor Lifecycle

🎫 Visitor Pre-Registration

Registering a New Visitor

My Visitors

Searching Visitors

🔄 Approval Workflow

Pending Approval Queue

Auto-Approve Rules

Cancellation

🪪 Digital Badges & QR Codes

Badge Types

Access Levels

Badge Identifiers

Badge Display Fields

Badge Output Formats

Badge Lifecycle

Badge CSV Export

✅ Check-In and Check-Out

Check-In

Check-Out

Overdue Checkout Detection

Filtered Views

👤 Host Preferences

Notification Settings

Availability Schedule

Default Visitor Settings

🛡️ Watchlist & Security

Watchlist Management

Risk Levels

Automatic Matching

Watchlist Audit Trail

📊 Security Dashboard

Security Alerts

📋 Access Logs

Activity Types

Log Entry Details

Filtering & Real-Time Status

📊 Analytics & Reports

Analytics Dashboard

Compliance Score

Reports

📧 Notifications

Visitor Notifications (sent to the guest’s email)

Host Notifications (sent to the employee hosting the visitor)

Channels & Preferences

🖼️ Visitor Photos

⚙️ Admin Configuration

🔒 Roles & Permissions

Frequently Asked Questions

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