Every visitor. Every vehicle. Every gate. One system.
GateFlow governs the physical entry, exit and movement of visitors, employees, contractors, vehicles, couriers, materials and assets. An IT campus and a cement plant run the same system — what differs between them is configuration, never a different piece of software.
The gate is the one place nobody has a record of.
Everything inside the boundary is managed by software. The boundary itself is usually managed by a register, a WhatsApp group and a guard's memory.
A register nobody can audit
Handwritten entries, missing exits, and no way to answer who was on site at 3 p.m. last Tuesday without reading a book page by page.
Approvals that happen off the record
A phone call to the host, a nod from a supervisor, a truck released on someone's say-so — and nothing written down that survives the shift.
A queue at the gate
Every visitor re-enters the same details, every vehicle waits for a form to load, and the delay becomes the reason people stop using the system properly.
One system per site
The office runs a visitor tablet, the plant runs a weighbridge register, the warehouse runs a spreadsheet — and no two of them agree on what a contractor is.
Rules that live in people
Which checklist applies, which document is mandatory, who must approve what — known by the experienced guard, and lost when they change shift.
Nothing to hand an auditor
When a safety or compliance review asks for evidence, the answer is reconstruction from several incomplete sources, days after it was needed.
Every controlled movement takes the same eight steps.
A guest at a corporate reception and a cement bulker at a plant gate follow an identical path through an identical service. What differs is data — the form, the checklist, the approval chain, whether a weighbridge is involved.
One platform, configured to the movements your site actually has.
Start with visitors, or start with vehicles. Everything shares one master data set, one set of roles and one audit trail, so nothing is stranded when you widen the scope.
Visitors & Appointments
Pre-registered appointments or walk-ins, host approval before the visitor reaches the gate, identity and document capture, and a pass that cannot be reused.
Invite · Approve · Verify · Close outVehicle & Material Movement
Inbound and outbound dispatch, driver and transporter details, seal numbers, weighbridge capture with variance control, and gate-out blocked until the record is complete.
Dispatch · Weigh · Seal · Gate outGate Passes
Returnable and non-returnable passes for material, tools and assets leaving the premises, with the approval that authorised them attached to the record.
Returnable · Non-returnable · Asset movementContractors & Workforce
Contractor crews with their own document rules, validity windows and induction status — a labourer whose safety clearance has lapsed does not get through the gate.
Documents · Validity · InductionAttendance
Employee and contractor punches captured at the gate that already verifies them, with shift handling and exception reporting for the people who reconcile it.
Punch · Shift · ExceptionsChecklists & Safety
Gate checklists per entry type, with the failure behaviour set in configuration — warn, require a remark, demand supervisor authorisation, or stop the movement outright.
Four failure behaviours · Configured, not codedIncidents, Observations & SOS
Safety observations and incidents raised from the handset in the moment, and an SOS path that reaches the people who can respond rather than a log nobody reads.
Raise · Route · Resolve · ReviewApprovals & Overrides
Sequential or parallel approval chains per movement type, self-approval prohibited by default, and every override requiring authorisation and a written reason.
Chained · Audited · Server-enforcedReports & Insights
Who is inside right now, movements by gate and type, turnaround time at the gate, approval delays, checklist failures — plus an end-of-day report for the shift handover.
Live · Historical · ExportableThe Guard App
An Android handset the guard works from at the gate — built for one hand, a queue behind the person in front, and a network that comes and goes.
- Works offline — the handset caches its own gate's masters and active passes, queues what it captures, and replays it when the network returns
- Offline does not mean permissive — a blacklisted visitor is refused at the gate whether or not the handset can reach the server
- Nothing is lost quietly — an item that cannot be applied on replay becomes a visible conflict for someone to settle, not a silent discard
- Blockers, not errors — “gate-out blocked: seal number missing” is an answer the guard can act on, listed plainly against the movement
- Kiosk and QR self-service — a visitor fills their own details from a gate QR code or a reception kiosk; the guard still verifies identity before the pass is issued
- Shift-proof — the handset knows which gate it belongs to, and a form asks before it is abandoned half-completed
The Command Centre
The web portal where the site is run — and where anyone who has to answer for the gate can get the answer without ringing the guard.
- Who is inside, right now — a live board of every open movement by gate, type and elapsed time, so an evacuation roll-call is a screen rather than a scramble
- Approvals in one queue — hosts, supervisors and department owners act on what is waiting on them, with the context of the movement attached
- The full transaction timeline — every state change, approval, override and blocker on a movement, in the order it actually happened
- Reports for the people who ask — movements, turnaround time, approval delays, checklist failures, attendance exceptions, and an end-of-day report for shift handover
- Roles that fit the job — a guard sees no reports and no approvals; only a supervisor can override. Navigation changes with the role rather than hiding buttons
- Masters you maintain yourself — sites, gates, entry types, departments, hosts, contractors, vehicles, document types and users, by form or by bulk CSV import
The Configuration Engine — where the second site costs a week, not a project.
The reason one system serves an office campus and a cement plant is that the difference between them is data. Forms, checklists, approval chains and rules are authored in the portal, versioned, and applied per site, per gate and per entry type.
Form builder
What each entry type asks for, which fields are mandatory, and which apply only at exit — built in the portal rather than requested as a change.
Checklists with teeth
Each check carries its own failure behaviour: warn, require a remark, escalate to supervisor authorisation, or block the movement. Set per entry type, not per site visit.
Workflows & conditions
Approval chains that run in sequence or in parallel, and conditional workflows that supersede the general rule when a specific condition is met.
Document rules
Which identity or clearance documents are mandatory, scoped to the entry types they actually apply to, with validity windows enforced at the gate.
Versioned, never overwritten
Editing a form publishes a new version rather than changing the current one. A movement captured last year still renders with the fields it was captured under.
Blacklists & watchlists
Refusal applied at the gate, including on an offline handset, with a supervisor override path that requires authorisation and an audited reason.
The guarantees are in the database, not in a policy document.
Security and auditability that depend on every developer remembering a rule eventually fail. These are enforced one level below the application, where forgetting is not an option.
Tenant and site isolation the database enforces
Every tenant-scoped table carries a row-level security policy bound per request. A query that forgets to filter still cannot return another organisation's records — the isolation does not rely on the application getting it right.
An audit trail that cannot be edited
The audit log and the movement timeline refuse updates and deletes at the database level. Movements are never deleted either — they are cancelled or reversed, with a reason, and the original record stays.
Overrides that cost something
Every override needs an authorised role and a written remark, both enforced on the server rather than in the interface. Self-approval is prohibited unless a workflow step explicitly allows it.
Permissions down to the action
Roles govern not just which screens exist but which actions can be taken on them, and what a device is allowed to do. Provisioning and revocation are administrative acts, recorded like any other.
Optional — and the flow is complete without it.
Barriers, ANPR cameras, RFID readers and weighbridges sit behind one adapter interface, selected per gate by configuration. A site with no hardware at all runs the entire flow on manual fall-backs that are audited exactly like an automated reading.
- Start manual, automate later — adding a device is an adapter written during deployment, not a change to how the gate works
- Weighbridge variance is a rule, not a phone call — a dispatch outside tolerance blocks gate-out until it is approved, and the approval is part of the record
- Manual readings are first-class — entered against the same fields, held to the same checks, and marked as manual in the audit trail
- No hardware lock-in — the gate flow does not know which device it is talking to, so replacing one does not disturb the process
Corporate campus
Visitors and appointments, host approval, contractor clearance, employee attendance, courier and asset movement.
Manufacturing plant
Inbound raw material and outbound dispatch, weighbridge capture and variance, seals, safety checklists, contractor crews.
Warehouse & logistics
Vehicle turnaround, dock discipline, gate passes for returnable and non-returnable material, driver and transporter records.
Gated residential
Resident-approved guests, delivery and service staff, recurring passes, and a record of who came and went.
Institutions
Parents, vendors and contractors against site rules, with document validity enforced and an audit trail for compliance review.
If the vehicles leaving your gate are sales vans
GateFlow verifies what crosses the boundary. Route to Market takes it from there — van load-out, the route, the outlet visit, the invoice, the collection and the settlement when the van comes back through the same gate.
- Sold separately; neither product assumes the other
- Same engineering approach, so one team can learn both
- Run together and a van's day has one continuous record, gate to gate
- Read about Route to Market →
See it running on your own gate.
A 45-minute guided demo on a live environment. Tell us what moves through your boundary and we will configure the walkthrough around it.