GatePass - Visitor Management & Kiosk Check-in Laravel Script

GatePass - visitor management with QR passes, a self check-in kiosk and a front desk console

GatePass runs the visitors of one organization - a company, school, plant or campus with several sites, front desks, security gates and dock offices. Hosts invite visitors, who get a QR pass with arrival info; visitors check in at a self-service kiosk on any tablet or at the front desk, sign the visitor policy and get a printed badge; the host is notified the moment they arrive.

Approvals, deliveries, a watchlist, emergency roll-call, reports and data retention are built in. Every text, colour, visitor type and rule is an admin setting, with a light theme, a full dark mode and an installable app (PWA).

Live demo

• Demo website URL
• One-click admin demo URL (Laura Chen)
• One-click front desk demo URL
• One-click host demo URL (Emily Novak)
• Demo kiosk URL
• Demo overview page
• Public documentation

Manual logins at /login:

• Admin: admin@example.com / password
• Front desk: desk@example.com / password
• Host: host@example.com / password

One system for every visit

Invites and QR passes, kiosk and front desk check-in, camera QR scanning, badges, host alerts, approvals, deliveries, watchlist, roll-call and reports - for every site, desk, gate and kiosk of your organization.

A visitor center with a QR pass

• Pre-registration in under a minute, with a reminder email the day before
• QR pass by email with arrival info, map, PDF and calendar file
• Visitors sign the visitor policy before they arrive; passes work offline in the app

A kiosk on any tablet

Visitors scan their pass or check in without one: visit type, details, camera photo, typed-name policy and NDA signature, host search and a printed badge. Check-out and courier drop-off on the same screen. Kiosk mode is opened by staff or a PIN and left by tapping the clock three times.

The front desk live board

• Expected, on site and checked out for each site, with late and ID-check chips
• Walk-in check-in with watchlist screening and a live badge preview
• Approve, deny, remind the host and check out in one place

QR scanning and printed badges

Scan passes with the camera of any phone, tablet or laptop. Badges print from the browser at the label's real size - 4 x 3 in or 62 mm - with photo, host, QR code for check-out and expiry, on a label printer or an office printer.

Hosts invite and get notified

• Single, group and recurring contractor invites with an email preview
• Email and in-app arrival alerts with "I'm on my way" and "Send them up"
• Approve or deny from the email link; deliveries waiting for pickup

Emergency roll-call in one click

Everyone on site now, per site - visitors, contractors and optionally employees. Start a drill or a real evacuation, mark people safe from any phone at the assembly point, print the list and alert the hosts of those still missing.

Reports with privacy built in

Visits by day, site, type and host, average duration, first-time and repeat visitors and peak hours with CSV export. Retention rules delete photos, signatures and files and anonymize old visits automatically; visitors can ask for a copy or deletion of their data.

Your brand, light and dark

Colour presets or your own colours with automatic button contrast, your logo and fonts, a full dark mode, an installable app and every text editable and translatable with auto-translate. Social network links with your own icons.

What you get

• The complete script with the vendor folder and a browser installer (MySQL / MariaDB or SQLite)
• Optional demo data: a manufacturer with three sites, 312 hosts, a month of visit history, today's visitors, deliveries, a watchlist and a roll-call drill, with one-click demo logins and a demo kiosk
• Illustrated HTML documentation: installation (cPanel, VPS, Windows), installer, cron, roles, invites, approvals, front desk, QR scanning, badge printing, kiosk setup, tablet signing, deliveries, watchlist, roll-call, reports, every settings area, privacy, demo mode, updates and FAQ

Good to know

• One installation serves one organization with its sites, staff and hosts - it is not a multi-company SaaS. US English, USD region defaults and America/New_York by default; every rule and text is an admin setting.
• Notifications are sent by email and in-app. Badges print through the browser; door, turnstile and SMS integrations are not included.
• English is bundled; other languages are added in the admin with optional auto-translate.
• All organizations, people and numbers of the demo are fictional sample content.

Requirements at a glance

PHP 8.3+, MySQL 5.7+ / MariaDB 10.3+ (or SQLite), Apache, LiteSpeed or Nginx, HTTPS and a cron job. Full list below.

Support and updates

Support covers installation, configuration and bugs in the item. Server administration and custom development are not included.

Demo note: the live demo runs in demo mode - settings are locked, what you try is put back automatically, no email is sent and the demo data refreshes itself at any hour.

• PHP 8.3 or newer (8.3, 8.4)
• MySQL 5.7+ / 8.x, MariaDB 10.3+ or SQLite 3
• PHP extensions: pdo (pdo_mysql or pdo_sqlite), mbstring, openssl, tokenizer, xml, ctype, json, fileinfo, gd, curl
• Apache or LiteSpeed with mod_rewrite (cPanel, hPanel, Plesk, DirectAdmin) or Nginx
• HTTPS (SSL certificate) for camera QR scanning and visitor photos
• A cron job (one line) for auto check-out, retention and reminders
• No Composer, Node.js or SSH needed: all libraries are included
• Optional: a tablet for the kiosk, a label printer (4 x 3 in or 62 mm labels), an SMTP account

Install

1. Create an empty MySQL or MariaDB database and a user with all privileges (or use SQLite), and select PHP 8.3 or newer.
2. Upload the contents of the gatepass folder to your domain folder (e.g. public_html) and extract it.
3. Open your domain: the web installer checks the server, creates the tables and your admin account, with optional demo data.
4. Sign in and set your organization, sites and opening hours, visitor types, visitor policy, email (SMTP), badges, colours and languages in Settings; import your hosts from CSV.
5. Add the cron job shown in the documentation: * * * * * cd /path/to/gatepass && php artisan schedule:run
6. Open /kiosk on the lobby tablet and start kiosk mode.

Updates

1. Back up, upload the new files over the old ones (keep .env, storage and public/uploads), sign in as an admin and click Run update.

Documentation

Open documentation/index.html in the download - it works offline. It is also online at /codester/docs/ on the demo.

Version 1.0.0 - Initial release

• Host invites (single, group, recurring contractor passes) with QR pass emails, PDF and calendar file; public pre-registration with a day-before reminder.
• Self check-in kiosk on any tablet: QR scan, walk-in, photo, policy / NDA signature, badge, check-out and delivery drop-off.
• Front desk console with live board, walk-ins, camera QR scanning, approvals, ID check, watchlist alerts and badge printing (4 x 3 in and 62 mm).
• Host dashboard with arrival alerts, approvals by email link and deliveries.
• Emergency roll-call, reports with CSV export, activity log, data retention and visitor data requests.
• Several sites, visitor types with custom fields, roles and permissions, light and dark mode, colour presets, social networks, installable app (PWA), languages with auto-translate, demo mode, web installer and updater.