Estate Administrator Guide
Everything you need to manage your estate's access control system efficiently and securely.
Introduction
As an Estate Administrator in GatecontrolX, you have access to powerful tools for managing resident access, visitor permissions, and estate-wide communications. This guide covers everything you need to know to effectively manage your estate's access control system.
Dashboard Overview
📊 Main Dashboard
Your dashboard provides at-a-glance information about your estate:
- Total Residents: Number of registered residents across all residences
- Total Residences: Count of registered units in your estate
- Access Points: Number of devices (entrance, middle, exit gates) with status indicators (online/offline)
- Today's Visits: Number of visitor entries recorded today
👁️ Quick Views
The dashboard contains several panels for quick information access:
Residences Quick View
List of units with resident counts and primary contacts
Recent Access Activity
Real-time log of entries and exits across all access points
Active Visitors
People currently in the estate via QR code access
Scheduled Communications
Upcoming broadcasts and notices
Managing Residences
🏘️ Adding Residences
There are two ways to add residences to your estate:
Manual Entry:
- From the dashboard, navigate to the Residences page
- Enter unit numbers and contact information for each residence
- Include primary contact phone numbers (required)
- Add secondary contact phone numbers (optional)
- Save to create all residences at once
CSV Import:
- Download the sample CSV template
- Fill in your residence information in the same format
- Upload the completed CSV file
- Review the import results
The system will automatically create:
- Residence records for each unit
- User accounts for primary and secondary contacts
- Tenant profiles linked to each residence
👨👩👧👦 Managing Households
For each residence, you can manage household members:
Viewing All Households:
Navigate to the Household List to see all residences and their members across your estate.
Managing a Specific Household:
- Select a residence to manage
- View existing household members
- Add new members with the following information:
- Full name
- Role (resident)
- Access permissions
- Upload a clear facial photo for recognition
- Edit existing members to update their information
- Delete members who no longer require access
The system counts the number of residents per household and maintains their facial recognition data for access control.
Access Control Management
🔐 Access Logs
The access logs section shows all entry and exit events:
- Filter by date, residence, or device
- See entry method (facial recognition or QR code)
- View timestamps for all access events
- Monitor which access points are being used
🚪 Device Status
The device status page shows:
- Online/offline status of all terminals
- Last connection time
- Entry count per device
- Device type (entrance, middle, exit)
Communication Tools
📢 Broadcasting Messages
To send a message to residents:
- Navigate to the Broadcast page
- Compose your message
- Choose recipient type:
- All household members
- Members with specific roles
- Selected residences
- Attach files if needed (images or PDF documents)
- Send to deliver via Telegram
All messages are sent with the 📢 emoji prefix for clear identification.
Frequently Asked Questions
Q: How do I reset a resident's Telegram access?
Navigate to the residence, select the resident, and click "Reset Telegram Link"
Q: What happens when a device goes offline?
The system will alert you via the dashboard and email. Residents can still use other entrance points.
Q: Can I limit when visitors can enter the estate?
Yes, in System Configuration > Estate Profile > Visitor Hours
Q: How do I cancel a scheduled broadcast?
Go to Dashboard > Scheduled Communications and click "Cancel" next to the message
This guide is maintained by the GatecontrolX team.
Last updated: May 2025