There are two types of gate passes -

1. If employees need to take any asset which has been issued to them out of office then some companies have a process wherein a gate pass needs to be issued
2. If the Admin / IT team wants to send out an asset for repair with a vendor or take it out themselves

The process for gate pass approval, issue and tracking is available and can be activated in the system, please get in touch with your Account Manager to get it activated if needed. Only one gate pass can be issued for one asset at a time.

The period for which the gate pass can be issued depends upon the reason for gate pass and can be of a maximum duration which is specified in setup. If no duration is specified in setup then the gate pass can be issued for any period.

Employee Gate Pass

Menu Path : Admin & Asset > Home
Accessible to : Employees

Steps to be followed to create a gate pass request by the employee and then take an asset out of office are -

1. Employees can use the "Gate Pass" button which is available on Asset home page on assets which have are allocated to employee

2. Date From cannot be less than date on which the gate pass is being requested.

3. The request will go the Manager for approval. Manager can view and approve or reject the request on EazeHR > Admin > Approval page >Gate Pass Requests tab.

Manager can change the Date From / Date To and Reason fields. After approval the status of the request will be Approved-In, this means that the gate pass has been approved but the asset has not been taken out. When the asset is updated as Out by the Security the status of changes to Approved-Out.

If the gate pass request is approved then the employee gets an alert and the asset is also visible on EazeHR > Admin > Movement page to the employee who has the Security role.

When the employee is taking the asset out of office then the Security person can update the status as Out by using "Mark Out" button. As and when the asset is brought back in the office the status can be changed to In by using "Mark In" button.

Manager can also withdraw the gate pass before the due date by clicking on "Withdraw" button. The request can be accessed from EazeHR > Admin > Approval > Gate Pass Requests table

Repair Gate Pass

Menu Path : Admin & Asset > Register
Accessible to : Office / IT Managers

Steps to be followed to get a gate pass issued for asset repair are -

1. Office Manager or IT Manager can make the status of any asset which is “Available” with them as first “Unavailable” and then “Gate Pass” by selecting it from drop down.

2. Status of this asset will be updated as “Gate Pass – In”, it means that the asset is in office premises but has a gate pass

There is no further approval needed and this asset will now be visible to the Security person on Movement page. When asset is taken out and its status is updated then it will show as “Gate Pass – Out” on the register.

After the asset is received back from repairs the status can be reverted back to “Available” status using a process similar to step 1.