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Estate Onboarding Guide

A step-by-step guide for setting up ClearAccess for your estate.

Welcome to ClearAccess! This guide covers the Estate profile, the primary ClearAccess operating model. If you are setting up a School, Office, Shared Space, Mixed Use organization, Event, or another controlled environment, choose that Organization Type during setup and use the same physical model with type-appropriate labels.

Step 1: Create Your Organization

The first person to sign up for the estate should be the Owner.

  1. Go to the Sign Up page.
  2. Choose your organization name (usually the name of your estate).
  3. Select Estate as the Organization Type and choose a Pricing Plan that fits your operations. The plan is based on Access Points, Guest Pass activity, controls, integrations, and support—not only on the number of homes.

Step 2: Configure Your Gate

Set up your physical entry points, called Access Points. In an Estate, these will commonly be called gates. Keep the surrounding Location, Postal Address, and Assignable Space records separate.

  1. Navigate to Locations.
  2. Add each Location and its Access Points (for example, "Main Gate" or "Pedestrian Gate") in its physical location.
  3. Invite your Gate Team as Gate Operators and assign them to the Access Points where they work.

Step 3: Import Your Residents

A digital estate is only as good as its directory.

  1. Go to the Members section.
  2. You can add residents one-by-one or use the Bulk Upload feature to import a CSV of all residents.
  3. Once added, residents will receive a welcome SMS/Email with instructions on how to start generating passes.

Step 4: Go Live!

Once your Gate Team have authorized scanner devices and your residents are onboarded, you are ready to start scanning. Make sure every operator starts a Gate Operation Session, so each admission action is attributable to the Gate Team member who performed it.

  • Announcement: Send a broadcast to your residents informing them of the "Go Live" date.
  • Support: Ensure your Gate Team know how to handle visitors without passes during the first week of transition.

Need Help?

Our onboarding specialists are available to help you with data migration and Gate Team training. Schedule an onboarding session.