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IT operations
Gate pass for tracking items in and out
Record every item moving in or out of a site — outward, inward, or returnable — with the carrier, from/to location, reason, and an approval trail.
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Product proof
Already live in the product
Backed by app modules
Running in production today: gate passes with auto-numbering and a full status workflow.
Protected app route: /gate-pass
How it works
Built around real workflows
Highlights below describe capabilities already present in the protected app behind this page.
Outward, inward and returnable passes
Carrier and location capture
Auto pass numbers (GP-000000)
Draft → pending → approved → completed status
Workflow
What teams can do here
Step 1
Create a gate pass for an item
Step 2
Set direction, locations and carrier
Step 3
Send for approval
Step 4
Track return of returnable items
How it works
How it works
01
Create a pass for the item
Record what is moving and how many, optionally linking it to a tracked asset, and set the direction — outward, inward or returnable.
02
Capture carrier and route
Note who is carrying the item and their phone, the from and to locations, the reason, and — for returnable items — an expected return date.
03
Route for approval
Each pass gets an auto number (GP-000042 style) and moves through a status workflow: draft → pending approval → approved, or rejected / cancelled.
04
Close the loop on returnables
Returnable passes carry their expected-return date so items taken off-site are expected back and can be completed when they come in.
Example
A worked example
Say an AV-events company sends kit out weekly. For a three-day conference build, the ops lead raises returnable passes for two projectors and a mixer, each linked to its tagged asset, with the rigger’s name and phone, the warehouse-to-venue route and an expected return the following Monday. The passes auto-number GP-000117 to GP-000119 and go for approval before anything leaves the dock. Monday afternoon two items are back and completed; the mixer’s pass stays open against its return date — so the follow-up call happens Tuesday, not at the next event when the flight case turns up empty.
FAQ
Frequently asked questions
What directions of movement can a gate pass record?
Three: outward (leaving site), inward (arriving) and returnable (going out but expected back). Returnable passes carry an expected-return date so the item is tracked until it returns.
Do gate passes get their own reference number?
Yes. On creation each pass is assigned a sequential number in the GP-000000 format automatically, so every movement has a unique, human-readable reference.
Can a pass be tied to a tracked asset?
Yes. A gate pass can reference an asset from the register, so moving a specific tagged device is linked to that asset rather than described only in free text.
Is there an approval step before an item leaves?
Passes move through a status workflow — draft, pending approval, approved, rejected, completed or cancelled — so movements can be reviewed and signed off before they happen and closed out afterwards.
What details are captured about the person carrying the item?
A pass records the carrier’s name and phone, the from and to locations, the quantity and the reason for the movement, giving a complete record of who took what, where and why.
Can untagged items like bulk stock go out on a pass?
Yes. A pass records the item description and quantity on its own, with the asset link as an optional extra — so a box of cables can leave on the same approved paperwork as a tagged projector.