Gate Pass Digitization Checklist
Seven steps to move your gatehouse off paper — the checklist we use with plants and campuses. Free, no gate. Print it and take it to your next security review.
1. Map every pass your gate issues today
- List all pass types on paper now: visitor, material inward, material outward, RGP (returnable), NRGP (non-returnable), vehicle, employee out-pass, contractor entry.
- For each, note who requests it, who approves it, and who files the copy.
- Identify which passes have no approval step today (the leakage risk).
2. Fix the approval chain before you digitize
- Decide the approver(s) for each pass type and value band.
- Define maker-checker rules for high-value material movement.
- Set escalation paths for passes pending too long.
3. Make returnables actually return
- Require an expected-return date on every RGP.
- Set reminder timing (before due date) and escalation timing (after).
- Decide how partial returns are recorded and who signs off closure.
4. Capture the right data at the gate
- Item description, quantity and value on material passes.
- Documents: invoice, delivery challan, courier slip attached to the pass.
- Condition photos at issue and at return for high-value items.
- In-time and out-time recorded at the gate, not reconstructed later.
5. Cover people, not just material
- Digital visitor check-in with photo, ID and DPDP consent.
- Contractor and workmen records with document expiry alerts.
- A live "who is on premises right now" view for security.
6. Prove it to an auditor
- Every movement searchable by party, item, pass number or date.
- Exportable registers for Factories Act, CLRA and internal audit.
- A tamper-evident audit trail: who requested, approved and released.
7. Choose the right tooling
- Runs on hardware you already have (any Android tablet), no lock-in.
- Works at the gate even with patchy connectivity.
- One platform for visitors, workforce and material — not three tools.
manmov'e does every step on this checklist out of the box — visitor, workforce and material movement on one platform. See it on your own gate below.
See the checklist, working
Book a 30-minute demo — we'll walk your gate through every step above on a live system.