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GCX Pass
User Guide

User Guide

Everything you need to run GCX Pass like a pro.

From your first visitor sign-in to bulk-importing 5,000 employees and configuring push notifications — this guide walks you through every screen with shortcuts, tips and recipes.

🛎️
For Reception

Check visitors in/out, print badges, scan QR codes.
👥
For Employees

Pre-register guests, approve visit requests, see your schedule.
⚙️
For Administrators

Bulk imports, reports, roles & permissions, settings.

Getting started

After installation you'll land on the admin login page. Use the credentials you set in the wizard.

  1. 1
    Set your timezone & branding. Go to Settings → Company, upload your logo and confirm timezone (default Africa/Accra).
  2. 2
    Add your structure. Create Departments, then Designations, then Employees.
  3. 3
    Invite reception staff. Create users with the Reception role.
  4. 4
    Test a visit end-to-end. Sign in a visitor, print the badge, then check them out.

The dashboard

The dashboard summarises the last 24 hours: visitors on-site, pre-registers awaiting arrival, recent activity, top hosts and a live AI briefing.

Visitors on-site

Live count of anyone who is checked in but not checked out. Click to drill down.

Pending pre-registers

Guests an employee scheduled but who haven't arrived yet.

Activity feed

Real-time log of check-ins/outs and approvals.

AI briefing

Updated every 2 hours during business hours; highlights anomalies and trends.

Reception workflow

Reception staff have a focused single-screen workflow.

Check a visitor in

  1. 1
    Click + New Visitor in the navbar (or press N).
  2. 2
    Type the visitor's name. Returning visitors auto-complete with their previous details.
  3. 3
    Select the host employee (start typing — alias matching is supported).
  4. 4
    Snap a photo (optional but recommended) and choose visit purpose.
  5. 5
    Click Check in & print badge. The host gets an instant push/email notification.

Check out

Open the visitor list → click the visitor's row → Check out. Or scan their badge QR with any phone camera and confirm.

Tip: Reception users only see their assigned location. Switch sites from the top-right dropdown.

Pre-registration

Employees pre-register expected visitors so reception can fast-track them at arrival.

  1. 1
    From the employee portal, click Pre-register visitor.
  2. 2
    Enter the visitor's name, email, expected arrival window and purpose.
  3. 3
    The visitor receives an email with a one-tap QR code; reception just scans it on arrival.

High-security sites can require an extra approval step from a manager before the pre-register becomes valid.

QR codes & badges

Badge printing

Designed for 62mm thermal label printers (Brother QL-820, Zebra ZD410). Browser print dialog → choose your label printer → Print.

QR check-out

Each badge has a signed QR code. Reception scans with the in-browser scanner (S) or any phone camera.

For employees

  • →
    My visits — see everyone you've hosted with timestamps and durations.
  • →
    Pre-register — schedule guests up to 30 days in advance.
  • →
    Approvals — when a visitor signs in for you, you'll get a push notification with Approve/Decline.
  • →
    Aliases — add nicknames so visitors who don't know your full name still reach you (e.g. "Mr. Mensah" → "Kwabena Mensah").

Admin essentials

Bulk import

Spin up employees, departments, visitors and more from a CSV/Excel file.
Reports

Daily / weekly / monthly visit summaries with CSV & PDF export.
Roles & permissions

Fine-grained Spatie role/permission editor.
Settings

Company info, mail, badge layout, AI providers.

Bulk import

Navigate to Admin → Bulk Import. Six entities are supported.

EntityRequired columnsNotes
DepartmentsnameSkips duplicates by name.
Designationsname, departmentAuto-creates missing departments.
Employeesfirst_name, last_name, email, departmentCreates the linked User with a random password (employee gets a reset link).
Visitorsname, phoneUse for historical migration; ongoing visitors come from check-in.
Pre-registersname, host_email, expected_atSends QR emails after import.
Employee aliasesemployee_email, aliasBoosts host search.

Recommended flow

  1. Download the template (it contains the exact headers).
  2. Open in Excel/Google Sheets, paste your data.
  3. Save as CSV-UTF8 or .xlsx.
  4. Upload & review the failed-rows table.

Tips

  • • Column headers are case-insensitive and trimmed.
  • • Existing rows are skipped (idempotent re-runs are safe).
  • • Failed rows are listed inline with the reason.
  • • Max upload: 10 MB.

Reports & exports

Every list view (visitors, pre-registers, employees) has CSV and Excel exports. The Reports section adds aggregated views:

  • Daily visit stats — aggregated nightly at 00:05 Africa/Accra.
  • Top hosts — most-visited employees over a date range.
  • Visit purpose breakdown — pie chart + raw data.
  • Average dwell time — by department or visit type.

Notifications & push

GCX Pass uses both email and Web Push so hosts are reachable wherever they are.

  1. 1
    Click Enable push in the navbar (the bell icon).
  2. 2
    Allow the browser permission prompt.
  3. 3
    The button turns green. You'll now get push notifications even when the tab is closed.
Browser support: Chrome, Edge, Firefox, Opera, Safari 16+ on macOS Ventura. iOS Safari requires the site to be added to the home screen first.

AI assistant

Configure your AI provider in Settings → AI. Supported: OpenAI, Anthropic and self-hosted Ollama.

  • Daily briefing — natural-language summary of yesterday's activity, refreshed during business hours.
  • Ask GCX — type plain English ("how many visitors did legal host last week?") and get instant answers backed by your data.
  • Anomaly hints — flags unusual patterns (after-hours sign-ins, duplicate identities).

Roles & permissions

RoleCan do
AdminEverything: users, settings, imports, reports, deletions.
ReceptionCheck visitors in/out, view today's list, print badges.
EmployeePre-register, approve own visits, view own history.

Permissions are powered by Spatie. Create custom roles under Admin → Roles and assign any subset of the 60+ available permissions.

Settings reference

Company
Name, logo, address, timezone.
Mail
SMTP host/port, from address, test button.
Badge template
Choose layout, fields, logo position.
AI providers
OpenAI / Anthropic / Ollama endpoint + key.
Web push
VAPID keys, test send.
Languages
English, French, German, Spanish, Arabic (ships built-in).

Keyboard shortcuts

New visitorN
Scan QRS
Focus search/
Go to dashboardG D
Go to visitorsG V
Open notificationsB
Toggle sidebar[
Close modalEsc

FAQ

Can a visitor sign themselves in?
Yes — enable kiosk mode on a dedicated tablet under Settings → Kiosk. The same flow as reception, but locked to a fixed location.
How do I move to a new server?
Copy the codebase, your .env and storage/app/public; import the SQL dump; delete storage/installed; run /install and skip database creation by entering existing credentials.
Can I customise the badge?
Yes, under Settings → Badge template you can pick from 4 layouts and choose which fields appear. Custom HTML templates can be added under resources/views/badges/.
How long is visitor data kept?
Forever by default. Configure retention (e.g. 18 months) in Settings → Privacy; older records are anonymised by a nightly job.
Is there an API?
Yes — JWT-protected REST API at /api/*. Generate a token under Profile → API tokens.