Application Overview and Functionality

Overview

The main objectives within the GateSafe application are to:

• Improve the accuracy of information that is captured
• Process visitor transactions more quickly than in a manual environment
• Minimize the risk of lost data or time

GateSafe also accomplishes the important objective of gathering and reporting information regarding time and date flow of guest registry and entry, as well as serving as a readily searchable collective of information on residents, especially emergency and service information.

System Functionality

The optimal configuration for the GateSafe application is a multiple location installation, which utilizes basic workstations located at each user location, networked over a WAN/LAN using the client’s own internal network, or by using a broadband or DSL internet service provider. User locations may include individual gates, security dispatch office, administrative office, etc. The application is designed to manage multiple or single gate locations. The database that is used in this application is Sybase’s SQL Anywhere.

GateSafe's open architecture allows clients unparalleled flexibility of scope. Whether your plans call for visitor identification and control, or a system complete with gate control devices, identification cards, or access control panels, GateSafe fully integrates with several of the industry's top access control systems, providing seamless, single entry of barcode, transponder, proximity, and magnetic swipe card devices. This feature also gives you the added benefit of granting limited access to approved vendors, contractors, or realtors, all from within the GateSafe software.

System Security and Information Control

User Levels

Read Only (RO): Security Level 1 – This group has access restricted to the system under a “read only” status. There is no ability to add, delete or in any way alter any information within the application.

Officer: Security Level 2 – This group has access restricted to scheduling visitors and admitting visitors. There is no further access available to this group.

Supervisor: Security Level 3 –The Supervisor has access restricted to scheduling and admitting visitors, adding residents, vehicles, contacts and services.

Administrator: Security Level 4 – The Administrator has full access to the application, and may add, delete, or alter any information within the system. Administrator is responsible for adding users and defining passwords and security levels for each.

Community Information

PIN numbers, vehicles, services, and any other pertinent information.

• Community – basic information on the community itself.
• Addresses – all information on the individual addresses, including residents, contacts (offsite owners or property managers), PIN numbers, vehicles, and services.
• Gates – each gate is entered individually, with telephone numbers, for contact.
• Search Capabilities – under the Addresses tab, the user may search for information by vehicle, address, PIN number, resident or telephone number.

Visitors

Scheduling – In a few simple screens, users may schedule visitors for current or future access to the community. Using the Household Lookup, residents can be located by address, phone number, pin number, first name or last name. You may enter up to seven characters to narrow the search. Highlight the resident and press the “schedule” button. The visitor will be assigned to the resident for future admittance. All of the visitor’s information is self populated when using an optional driver license swipe. A visitor type may be assigned for one time, extended, permanent or denied. The visitor’s vehicle information screen will appear allowing the guards to enter required information according to the community’s business rules.

Admitting – Security personnel can find any visitor by resident’s name, address, or by visitor’s name or company. . If the visitor is pre-scheduled, the use of a driver license swipe will find the visitor in the database without manual search. Admittance is then as simple as pressing “admit” on the touch screen to enter vehicle information and instantly produce a pass. Different types of passes can be designed for a specific community/destination.

Audit Trail – The visitor information is automatically stored in a perpetual database for future reporting, reviewing or investigation.

Reports

• Incident Reporting – Useful for recording detailed information of each reported episode, logging victim information and suspect profile data.
• Guard Activity Log – Daily log of guard’s activities - date and time stamped – recording various activities, tasks performed, and events from the day.
• Toll Revenue Report – Report of tolls collected, subtotaled by gate, user and destination.

One of GateSafe’s primary reports, our Toll Revenue report, keeps track of monies collected in support of vendor registration, with the additional benefit of providing an audit trail for cash verification and return on investment (ROI) calculation.

• All Residents – Useful for auditing, or for statistical information.
• Gate Activity – Useful for staffing decisions and hardware considerations.
• Gate Activity Summary – Graphic illustration of Gate Activity report.
• Residents by Street – Listing of all residents by street.
• Residents by Name – Listing of all residents by name.
• Residents Vehicle – Lists street address, residents and vehicles.
• Scheduled Visitors – Useful for staffing and property improvement considerations.
• Services Report – Useful as a printed daily work schedule, or for staffing considerations.
• Vehicle Count Report – Useful in obtaining number of vehicles entering.
• Visitor Report – Lists of visitor for a designated period.
• Visitor Count Report – List of visitors sorted by address and resident.
• Resident Survey – Useful to give to residents for updating their individual information.

Other Reports also are included, and more are regularly added. Custom reports can be created using Microsoft Access.

Additional Modules – GateSafe’s Extended Functionality GateWeb

GateWeb is the community portal program initiated by Baywood that provides an on-line community access page unique to your specific property. GateWeb provides internet accessibility to residents for such features as:

• Direct scheduling of personal visitors by residents from anywhere in the world with web access.
• The ability for residents’ to change, add or delete visitors, unaided, at a moment’s notice
• Eliminating the need to call Gatehouse security personnel with visitor information, thereby leaving security personnel more time to focus on gate traffic throughput and other duties
• Separate security identity for each residence

GateWeb’s primary objective is to provide a fast and convenient way for residents to schedule their own visitors, thereby increasing the efficiency of security personnel by reducing much of the clerical effort required to schedule and receive visitors. Confusion and misunderstanding surrounding whether a visitor was properly scheduled by security personnel is virtually eliminated using the GateWeb resident scheduling module. Residents may schedule visitors directly on this website by filling in a pre-designed form, automatically providing resident information through the use of a unique residence PIN number and user ID to assure security. After submitting specific information on the visitor, the information is scheduled directly, via the community GateWeb page, into GateSafe, updating the guard’s workstation.

GateWeb’s unique design ensures no user or resident information is sent over or maintained in internet accessible locations, thus assuring privacy and security to community residents.

Revenue Generating Opportunities

1. Quick-Toll Pass: With the simple touch of a tab on the screen, security personnel can assess an “entry fee” to visiting vehicles entering your property to gain access to a specific destination. If, for example, you maintain a golf course and would like to charge nonresidents a nominal fee to enter the community for access to that course, you now have the ability to do so.
2. Commercial Pass: Your community can also charge an entry fee to all commercial vehicles requiring access to the property. This is becoming a common practice of community associations in direct response to the fact that a large percentage of road wear and tear is caused by commercial vehicles. This feature has direct impact in contributing additional monthly revenues toward the funding of costs associated with road repairs.

GateWeb Advertising: The GateWeb community portal is tailored specifically to your community and offers income potential through direct web-page advertising. For a nominal fee, your community has access to multiple banner ads located on your homepage. You control the selling of this ad space to potential buyers for exposure to your resident base, thus creating an additional revenue source for your association. Baywood Technologies reserves the right of ownership for one banner page on each community portal page where advertising is available.

GateSafe Product Benefits

• Touch screen technology further enhances the speed of gate entry and reduces staff trainin

GateSafe generates income: Ability to generate income through the “toll-pass” feature, enabling community to recover costs.

Increased efficiency: Greater use of payroll dollars by allowing for better utilization of security personnel

• Streamlining tasks creates less clerical time and more patrolling/protective service time.
• Eliminates the cumbersome tasks involved with vehicle entries, and by giving guards more time to dedicate to their true responsibilities, creates a better perspective towards greeting residents and visitors.

Current information available at each gate: Database is networked to provide the most current information at all gates.

Improved traffic flow: due to more efficient gate operations.

Extensive reporting functions: Assists in managing gate activity, peak times, and resident initiated guest activity.

Customized visitor passes: Ability to print customized visitor passes aids security personnel during patrol times.

Comprehensive relational database: Resident database includes vehicle information along with access control number to allow entry where applicable.

• Permanent visitor listings
• Home checklists for security and patrol personnel.
• Emergency, pet and other vital information

Incident Reports can be created, stored and retrieved electronically, allowing for quick search and retrieval, as well as assurance of legibility.

Online resident visitor scheduling: Availability of a resident to schedule/maintain visitors through the use of the internet.

Accurate, searchable data: Automated data recording provides a perpetual audit trail for research and accurate reports generation.

Increased safety and security: GateSafe offers the ability to pre-validate visitors to your community, while at the same time providing an audit trail of who approved the visit, when the visitor arrived, and who the visitor was admitted by.

• Represents a competitive advantage to buyers over communities lacking a tracking system.
• Selling tool for increasing the value of what the community has to offer a potential resident buyer – adding value and increasing the overall marketability of the community.
• Reflects your dedication to the community and a commitment to security of your residents.

Integration with Access Control: Ability to integrate with access control devices such as gate arms, barcodes, transponders, proximity cards, and magnetic swipe cards coupled with the ability to “expire” or delete these devices to deny entry.