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Gate Team Guide

A practical guide for Gate Team personnel verifying access at an Access Point.

As a Gate Team member (the Estate terminology profile for a Gate Operator), your goal is to verify visitors quickly while applying your organization's access policy. Your organization may call an Access Point a gate, lobby, barrier, door, or checkpoint.

The Scanning Workflow

When a visitor arrives at the gate, they should present a QR code or the fallback code shown on their guest pass.

1. Scan the Code

Open the ClearAccess scanner on your authorized device. Start or resume your Gate Operation Session, confirm the Access Point, then aim the camera at the guest's QR code.

2. Verify Information

Once scanned, the screen will show:

  • Visitor Name
  • Host (Resident) Name
  • Destination Address
  • Vehicle Details (if applicable)

3. Confirm Entry

If the information matches the person in front of you, review the policy result and record your admission decision. ClearAccess supports that decision and records it; you remain responsible for the final physical admission decision at the Access Point.

Manual Check-ins

If a visitor arrives without a code, follow your organization's approved manual protocol:

  1. Search for the Resident they are visiting in the directory.
  2. Call the Resident to verify the visit.
  3. Record the authorized exception or override, including the reason, so the access record remains complete.

Operator Accountability

  • Use your own Gate Team account. Do not share scanner sign-ins.
  • Confirm that the scanner is assigned to the correct organization and Access Point before admitting anyone.
  • Hand the device over explicitly at shift changes, ending or transferring the Gate Operation Session as your organization requires. This keeps the record attributable to the person who took the action.

Operational Tips

  • Connectivity: Online verification is the normal path. If your scanner displays Offline-Assisted Verification, only use it within your organization's approved low-risk policy. Check the snapshot freshness shown on screen; expired, unknown, revoked, payment-sensitive, or high-risk requests require manual review rather than an automatic admission.
  • Passes: Treat a QR code as a verification prompt, not proof of identity on its own. A copied or reused code must not override the scanner result or your organization's policy.
  • Night Mode: Use the built-in flashlight toggle in the scanner if you are working in low-light conditions.
  • Reporting: If a guest's pass is expired or invalid, the system will highlight it in red. In these cases, do not allow entry until you have verified the visit with the host.