Security & gate module

The gate knows who is cleared.You know who is on campus.

Students, staff, visitors and vehicles all pass through one gate. Every pass is checked against a valid approval and logged automatically: by a QR code that changes every 15 seconds, by face recognition or by the guard. And the control board shows, at any moment, who is on campus, who is out and who is late to return.

Book a personal demo How it works

Rotating QR code Visitor entry permits Live control board Exact count in an emergency

Main gateMonday

My ID

Screenshot

Students

On campus

Out

Late

Who passes the gate

Students are not the only ones at the gate.The system knows everyone.

Whoever arrives at the gate, there is something to check: an exit approval, an entry permit or a plate number. The guard sees it on one screen, and every pass updates the counters.

StudentsLeave and return on an exit approval

StaffTheir entries and exits are logged

VisitorsCome in on an entry permit

VehiclesThe plate number is recorded and counted

What changes on the control board

The guard’s screen

One screen for the guard.One color for every status.

The guard scans the code or searches by name, and gets a card that says what to do. No calling the counselor, no going through lists, no need to remember who asked for what.

ValidThere is an approval and the student is still on campus. Tap Exit, and the time is logged.

In useThe student is out and due back. When they arrive, tap Entry.

OverdueThe return time has passed and the student is still out. The card stays red until they are back.

Not validThe approval has ended or has not started yet. The guard sees there is no approval for this hour.

Guard station, main gateDanny, guard

Regular scanEntry modeExit mode

Search by name

Exit approval

Destination

Valid

Approved by

EntryExit

Three scan modes

A regular scan opens the card. In entry mode or exit mode every scan is logged at once, which helps when a whole group comes back from a trip.

Search by name

A student without a phone? Type their name and get the same card, with the same buttons.

Phone and plate number

Next to every name are the phone and the plate number. The guard calls, or recognizes a vehicle, without searching.

Who is leaving together

When several students leave on one approval, all the names are on the card.

Who approved, and what is attached

Every approval shows who gave it, and the attached file can be opened.

Approval history

Under the card are the same person’s earlier approvals, with the exit and entry times.

Identification at the gate

A code you cannot screenshot.A gate that opens only with an approval.

Every student has an ID card in the app, with a personal QR code that changes every 15 seconds. A screenshot, or a code sent to a friend, is no longer valid by the time it reaches the gate.

The code in the app

Changes in

A screenshot of the code

Expired

Does not change

Guard station

A tablet or a computer with a camera. The guard scans the code or searches by name, and logs the exit or the entry.

QR reader at the gate

The student holds the phone to the reader. Green light, the gate opens and the pass is logged. One reader for exit, one for entry.

Face recognition

A camera at the gate recognizes a student who is cleared and logs the pass, with no line and no contact.

You can start with a guard station and add readers or cameras when the institution is ready. Every way updates the same control board.

Entry permits for visitors

No visitor takes the guard by surprise.The permit is waiting at the gate.

A technician, a parent, a supplier or a trip escort: the visitor gets an entry permit, and the guard knows who they are, why they came, how long the permit is valid and who approved the entry.

Technician with a van

Visiting parent

Armed escort

Entry permit

Expected

It starts with the mobile number

Type the visitor’s mobile number. A visitor who has been here before is recognized, and their details are not filled in again.

On foot or by car

When the visitor comes by car, the plate number is written on the permit and the guard sees it.

An armed visitor is flagged in advance

Entry with a weapon is marked on the permit, so the guard knows before the visitor arrives.

Overstaying turns red

A visitor who stays past the set time shows up on the control board, and the guard calls them with one tap.

One day at the gate

Monday, 07:10.The gate opens, and the system starts counting.

An ordinary day in a youth village of 284 students and 46 staff: who came in, who went out, who was delayed, and how many people are on campus when the day ends.

Control board12.10.2026

Students on campus/ 284

Staff on campus/ 46

Visitors on campus

Overdue

Gate traffic by hourVehicles parked:

Needs attention now

Pass approvedRefused or overdue

All the steps in writing

The control board

Who is in, who is out, who is late.The answer is already on the screen.

The control board updates with every pass at the gate. The security officer, management and the guard see the same picture, for any date range they choose.

Students, staff and visitors

How many are on campus and how many are out, and for visitors, how many more are expected today.

Needs attention now

Whoever did not return on time appears with how late they are and a call button.

Gate traffic by hour

The hours when most people pass the gate, so the station can be reinforced in time.

Vehicles parked

How many vehicles are inside the institution right now.

Discipline index

The share of on-time returns in the period you choose. That is how you see whether things are improving.

Gate usage

How many passes were logged at each gate, when the institution has more than one.

When every minute counts

In an emergency, nobody counts heads.The number is already on the screen.

Every entry and every exit is logged the moment it happens. So at any moment you know how many people are on campus, and exactly who is out: on which approval, and until when.

On campus, right now

Students

Staff

Visitors

Vehicles

out on approvallate to return

One number for the whole team

Counselors, management and the guard see the same number, with no lists to cross‑check.

Those who are out are known too

Every student who is out has an approval with a destination, a return time and the name of whoever approved it.

Visitors and vehicles too

A visitor who came in and has not left yet is counted, and so is their vehicle.

The system gives you the picture. It does not replace the institution’s emergency procedures.

Part of one system

The gate does not work alone.It is connected to everything that happens on campus.

One pass at the gate updates the counselor, the attendance report and management, without anyone passing a message.

Exit approvals

The approval reaches the gate by itself

The counselor approves an exit from their phone, and the guard sees the approval at that very moment. No note, no call to the gate.

To exit approvals →

Attendance

The report shows who is out

A student who is out on an approval is marked blue in the attendance report, and one who has not returned on time is marked red.

To attendance →

Group management

Every group has its own counter

The groups board shows, for every group, how many students are on campus, who is out and who is late to return.

To group management →

Guide

A student did not return on time?

A step-by-step procedure: who notices, who calls whom, when the parents are told and what is documented.

To the guide →

For every role

One gate.Everyone sees what they need.

1Guards

Scan or search by name, see a card in color, and log an entry or an exit with one tap.

2Counselors

Know who from the group went out and who came back, without standing at the gate or calling it.

3Security officer

Sees on the control board what is overdue, which visitors are on campus and the gate traffic, for any period.

4Management

Sees on the main dashboard who is out and when they are due back.

To the management dashboard →

5Students

Open the ID card in the app, hold the code to the reader and walk through without waiting.

FAQ

Questions we hear in every demo

What does the security and gate module include?

A work screen for the guard, identification at the gate by QR code or face recognition, entry permits for visitors, and a control board that shows who is on campus, who is out and who is late to return. All of it is connected to exit approvals and attendance, so every pass at the gate updates the rest of the system.

How does a student leave through the gate?

The counselor gives them an exit approval with a destination and hours. At the gate the student opens their ID card in the app and holds the code to the reader, or the guard scans the code or looks them up by name. If the approval is valid, the exit is logged. When the student returns, the entry is logged the same way.

Can the QR code be screenshotted or sent to a friend?

No. The code is personal and changes every 15 seconds, so a screenshot is no longer valid by the time it reaches the gate. And even a valid code only lets through someone who has an exit approval.

Do we need to install equipment at the gate?

Not necessarily. You can start with a guard station: a tablet or a computer with a camera. An institution that wants people to pass without stopping adds QR readers connected to the gate or the turnstile, or cameras for face recognition. Every way updates the same control board.

What happens when a student does not return on time?

Their approval turns red, and they appear on the control board under “Needs attention now”, with how late they are and a call button. When they return, the entry time is logged and the delay stays on record in the approval.

How do we let a visitor in?

Open an entry permit for them: mobile number, name, ID, on foot or by car, validity, purpose of the visit and who approves the entry. When the visitor arrives, the guard finds the permit and logs the entry, and logs the exit when they leave.

Can we record a visitor who arrives with a weapon?

Yes. Entry with a weapon is marked on the entry permit, and the mark appears on the permit the guard sees.

Are staff and vehicles counted too?

Yes. The control board shows how many staff members are on campus out of the whole team, and how many vehicles are parked. Next to every staff member are their phone and plate number.

How do we know how many people are on campus in an emergency?

Every entry and every exit is logged the moment it happens, so the number on the control board is always current: students, staff, visitors and vehicles. For those who are out, you see which approval they left on and until when. The system gives you the picture, and it does not replace the institution’s emergency procedures.

What does the guard see about a student?

What is needed at the gate: name, photo, group, contact details and the approval itself. The student file, the records and the care information are not shown on the guard’s screen.

What if a student came back and did not scan the code?

The entry is marked by hand: by the guard on their screen, or by a staff member from the students screen, with the “Mark entry” action.

Where is the data stored?

On servers in Israel, on AWS. Smart Campus is certified to ISO 27001 and ISO 27799.

Next step

Let’s look togetherat how your gate works.

In the demo we will open an exit approval, scan the code at the guard station, let a visitor in, and watch the control board update.

Book a demo The exit approvals module