GuestMate App

Implementation of GuestMate App Enhancing Building Access, Security, and Visitor Experience.

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Why GuestMate?

GuestMate is a smart mobile app that modernizes visitor access in residential buildings.

It replaces outdated paper logs and phone calls with a secure, digital system that offers faster guest entry, improves convenience for residents and staff, and gives security teams real-time control over who enters the building.

Key Advantages:

  • 📱Mobile convenience – Residents can submit guest info in under 60 seconds via app
  • ⚡Real-time authorization – No more gate delays or phone calls to verify guests
  • 🔄Recurring guest scheduling – Perfect for nannies, drivers, or regular service providers
  • 📋Digital consent & compliance – Residents accept building rules directly in the app
  • 📊Automated visitor logs – All entries and exits are recorded and time-stamped
Person using GuestMate app

How It Works – Step-by-Step Breakdown for Residents

1

Resident App Setup

1. Download the App

The resident downloads the GuestMate mobile app from the App Store (iPhone) or Google Play (Android).

2. Enter Activation Code

Upon first launch, the resident enters a unique activation code provided by building management.

  • One code per phone number
  • If two adult residents live in the same unit, each will receive a separate code
  • Activation is reserved for adults only

3. Phone Verification by Text

The app requires double verification via SMS to confirm the phone number and activate the account.

  • A confirmation text is sent for each guest registration
  • SMS cost is $0.01 each, billed to the building
  • A prepaid credit of $100 is required (equivalent to 10,000 SMS, non-refundable)

4. Accept Building Policy

The resident must review and accept the building's privacy and usage policy via an in-app Consent Page.

  • This document must also be available for download at any time within the app

5. Automatic Unit Link

Once verified, the app automatically connects the user to their building and apartment, with no manual entry needed.

Resident App Setup
Submit Guest Information
2

Submitting a New Guest

  1. The resident opens the GuestMate app.
  2. They tap the "New Guest" button.
  3. Choose between following option - Personal - Delivery - Taxi - Services
  4. The resident enters the following guest information:
    • Full name
    • Phone number
    • Expected arrival date
    • Expected arrival time range (from/to)
    • Mandatory Resident Presence
      • The resident must be physically present in their unit to authorize a guest. This note will appear under the selected visit time.
      • Residents can select a maximum duration for each visit (e.g., 5 hours).
      • If the range exceeds the limit, a warning will appear, and selection will be blocked.
      • Recurring visit option available for regular service providers (nanny, coach, etc.) - Option to auto-expire access after X weeks/months
      • The resident is responsible for deactivating access if the provider no longer works for them.
    • Vehicle make/model/color (optional)
    • Uploads a photo of the guest's ID (optional)
  5. Once submitted, the guest is securely registered in the system.

Alternative:

If the resident doesn't have a photo of the ID, they can tap "Send Link to Guest".

The system generates a secure SMS link, allowing the guest to upload their own ID image.

Other features for Resident:

  • "View My Guests" Lets residents see their complete visitor history, including upcoming and past guests.
  • Returning Guest Shortcut will be a feature in View my guests
    • Previously approved guest info (name, ID, license, plate) can be re-used without retyping.
3

Guest Arrival at Gate

  1. The guest arrives at the building's security gate.
  2. The guest presents their ID to the guard.
  3. The guard searches the GuestMate system and confirms the guest is listed.
    • Guard compares live ID with record
    • If match ✅ → grants access
    • If mismatch ❌ → denies entry (need to call)

✅ No phone call needed to resident

  1. The guard marks the guest as "Arrived" in the system.
  2. The resident receives a push notification: "Your guest [Name] has arrived."
  3. The guest is granted entry to the building.
Guest Arrival at Gate
Guest Exit and Logging
4

Guest Exit and Logging

  1. If required, guards or sensors mark the guest as "Exited" (optional based on building policy).
  2. The system logs both entry and exit timestamps.
  3. The complete history is added to the centralized dashboard.

GuestMate for Deliveries, Taxis & Services

🍕

Food Delivery (Uber Eats, DoorDash, etc.):

  1. Resident submits guest request via GuestMate app
  2. Resident enters delivery service name (e.g. "Uber Eats - Pizza")
  3. Optional: License plate or delivery person's name
  4. Guard checks ID (or license plate) and confirms match
  5. Entry granted, no phone call needed!
🔧

Repairmen / Service Technicians:

  1. Resident submits entry for scheduled repair visit (AC, plumbing, etc.)
  2. Includes technician/company name and estimated time
  3. Guard validates ID and entry is logged
  4. Technician admitted without delays
  5. Entry granted, no phone call needed!

Services like Total Appliances are not allowed after 4:00 PM or on holidays. Need to be mentioned on services option

🚕

Taxi / Ride Services (Uber, Lyft, Freebee):

  1. Resident adds note: "Taxi for Unit 308 – John Smith"
  2. Guard verifies based on name/plate
  3. Entry allowed driver heads directly to resident pickup/drop-off
  4. Entry granted, no phone call needed!

✅ Benefits:

No more gate congestion or long wait times • No interruption to the resident (pre-approval = no call) • Guard follows a streamlined, secure process • All entries logged with timestamps and type of service

How It Works – Step-by-Step Breakdown for Security

  1. Set up and training will be done and access given for website or App - On desktop or tablet
  2. When a car arrives at the gate, the Security agent will verify that the physical driving ID match the one on file.
    • Only valid, non-expired driver's licenses will be accepted.
    • The ID must be the driver's license of the person operating the vehicle.
    • Passports are not accepted for entry.
    • When a license plate is uploaded, a message will display: "A valid, non-expired driver's license is required for building entry."
  3. Check on time, plate and give access and print yellow pass
Security Interface

OPTIONAL (optional, paid service)

🟡 Yellow Pass TBD (Printing for Vehicle Dashboard)

connection between GuestMate and the building's existing printer.

  • Once the guest is verified (license and matching plate), security can click "Grant access & print yellow pass."
  • Use of a tablet is strongly recommended.
  • The pass includes:
    • Building logo
    • Guest name
    • Visit date
    • License plate
    • Unit being visited
  • The building must provide a visual sample of the pass it wishes to print.

📹 Vehicle Exit Tracking (optional, paid service)

  • If the exit gate has a license plate scanner:
  • Entry and exit can be linked (to same day entry).
  • This depends on the model of the installed camera. A technician will be needed to integrate data feeds.

A clear step-by-step guide and slides will be given for security agents + training

ADDITIONAL FEATURES FOR MANAGEMENT:

GuestMate automatically records all entry and exit events.

A real-time reporting dashboard is available for building management.

  • First data import free of charge
  • Ability to add and remove residents from the platform.

Reports can be exported as:

  • Daily/weekly/monthly/quarterly summaries
  • XLS, CSV or PDF format

Helps ensure transparency, compliance, and auditability.

Automated Reporting to Management

▶️ Every time a guest is marked as arrived by the security guard, the system logs the event with:

  • Guest name
  • Time of arrival
  • Associated resident
  • Entry method (manual check or self-ID upload)

▶️ If the guest exits (manually recorded or time-based auto-logout), that event is logged as well:

  • Exit time
  • Optional guard confirmation

▶️ The system compiles a real-time activity log, including:

  • Daily, weekly, monthly, quarterly summaries
  • Entry/exit timestamps
  • Frequency per unit/resident

▶️ A reporting dashboard is made accessible to property management via:

  • Secure web portal
  • PDF/email digests
  • XLS, CSV or PDF export if needed

✅ Result: Management can monitor building access activity with full transparency and security compliance.

Account / Access Management

BENEFITS FOR ALL STAKEHOLDERS

🏠

For Residents:

  • Submit guest information in less than 60 seconds.
  • No need to wait for calls.
  • Real-time updates when guests arrive.
  • Improved security and peace of mind.
  • Convenient remote ID collection via link.
⭐

For Visitors:

  • Faster check-in at gate.
  • No unnecessary delays or confusion.
  • Upload ID securely at their convenience (if needed).
🛡️

For Security Personnel:

  • Instantly verify if a guest is pre-approved.
  • Streamlined process reduces queue and confusion.
  • Logs ensure guards are accountable and efficient.
🏢

For the Building & Management:

  • Centralized digital log of all visits.
  • Enhanced security control and oversight.
  • Reduced liability from unauthorized or undocumented entries.
  • Professional, modernized image for the building.

SET UP FOR THE APP

GuestMate setup is designed to be fast, streamlined, and cost-effective. The following services are included as part of the initial configuration.

🔧 Setup & Integration

  • Estimated setup time: 2 to 4 weeks
  • Residents data import is included (free of charge for Turnberry Village)

🎨 Branding & Visual Identity

  • Building logo added to the app interface and guest pass
  • Custom color theme and buttons (free of charge for Turnberry Village)

📱 Communication & Notifications

  • Custom SMS templates for visitor instructions
  • Welcome message or custom note on visitor link
  • Creation building's privacy and usage policy via an in-app Consent Page
  • Optional email alerts in addition to app push

🌐 Languages:

Available in English and Spanish (or both)

Prices and options

💰 Pricing (per building)

Monthly fee by number of units:

  • Fewer than 50 units: $80/month
  • 51 to 200 units: $100/month
  • 201 to 300 units: $150/month
  • Over 300 units: $200/month

No maintenance required after initial setup

📱 Resident Account Connection & Verification

Texts cost $0.01 each and are billed to the building. Prepaid credit required (minimum $100 equivalent to 10,000 SMS, non-refundable).

OPTIONS (not included)

  • 👥 Trainings for staff: $150
  • 🖨️ Connection to printer via website or tablet for yellow pass (TBD)
  • 📹 Cameras & System Integration (on request)
    • Connect exit camera to log departure times
    • Sync with existing plate readers
    • Auto-export logs to external systems (API or FTP)
  • 🚗 Valet Service (Additional Module in same APP)
    • Upon arrival, valet staff collect the driver's phone number that will be linked to GuestMate data.
    • Driver receives a welcome SMS: "Welcome to Turnberry" with a secure link
    • When the driver clicks the link:
      • Option 1: Contact Valet
      • Option 2: Request Car Pickup
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CONCLUSION

GuestMate is a smart, easy-to-implement solution that improves the overall safety, convenience, and functionality of our community. It's time to modernize how we manage visitors and make our building smarter, safer, and more resident-friendly.

🔒 Tired of gate delays, constant phone calls, and visitor confusion?

It's time to bring your building into the modern age.

✅ GuestMate is the smart, secure, and stress-free way to manage visitor access and it's now available on a simple flat fee monthly subscription of $100 per location.

Example: for a building location of 200 units maximum that represents less than ½ dollar per unit per month.

Get GuestMate. Because smart access is no longer optional.