Gate Pass Management – Visitor, Material, Vehicle & Contractor Access Control
by Tectise https://www.tectise.com$ 57.03
| Availability |
Odoo Online
Odoo.sh
On Premise
|
| Odoo Apps Dependencies |
•
Contacts (contacts)
• Discuss (mail) • Employees (hr) • Fleet (fleet) • Inventory (stock) |
| Lines of code | 2448 |
| Technical Name |
gate_pass_management |
| License | OPL-1 |
| Website | https://www.tectise.com |
Gate Pass Management | Visitor, Material, Vehicle & Contractor Access Control
Complete Odoo Gate Pass Management System to control and track all movements of people, vehicles, and materials entering and exiting your facilities. Issue and manage visitor passes, employee gate passes, contractor access cards, vehicle entry/exit records, and material inward/outward passes in one unified platform. Full 6-stage approval workflow from Draft to Closed, role-based security, automated expiry detection, PDF reports with barcode, and a real-time dashboard — perfect for factories, warehouses, offices, construction sites, and residential complexes.
Key Features:
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Multi-Type Gate Pass Management
Issue and manage 9 distinct gate pass types from a single module: Visitor, Employee, Contractor, Vehicle, Material Inward, Material Outward, Returnable, Non-Returnable, Temporary, and Emergency passes. Each type captures type-specific information — visitor ID, host employee, contractor supervisor, fleet vehicle, material product lines, and more. Smart field visibility shows only the relevant sections per pass type.
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Full 6-Stage Approval Workflow
Every gate pass follows a controlled lifecycle: Draft → Submitted → Approved → Checked In → Checked Out → Closed. Role-based workflow buttons ensure only authorized users can approve, reject, check in, or check out. Passes can be cancelled or reset to draft at any stage. Complete audit trail with chatter logging for every state transition, approval timestamp, and responsible user.
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Material Inward / Outward Tracking with Product Lines
Track material movements with detailed product line items. Each material pass supports multiple product lines with product name, description, quantity, unit of measure, serial number, and remarks. Returnable passes additionally track returned quantity and return status (Pending, Partial, Returned, Overdue) — ensuring full accountability for borrowed or loaned items. Expected and actual return dates are monitored automatically.
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Vehicle Entry / Exit with Fleet Integration
Manage vehicle gate passes with direct integration to Odoo's Fleet module. Link passes to registered fleet vehicles or capture external vehicle details including vehicle number, type, driver name, and driver phone. Track vehicle entry and exit timestamps for complete movement records at every gate location.
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Entry / Exit Time Tracking with Duration
Automatically record entry datetime when a pass is checked in and exit datetime when checked out. Duration in hours is computed automatically from the entry and exit timestamps, providing a complete on-premises time record for visitors, contractors, and vehicles. Security officers can perform check-in and check-out directly from the gate pass form.
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Multi-Gate Location Support
Define and manage multiple gate locations for your facility — North Gate, South Gate, East Gate, West Gate, Main Gate, Service Gate, and more. Each gate pass specifies the entry gate and exit gate independently. Gate locations are fully configurable from the settings menu, supporting any facility layout or multi-building campus.
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Emergency & Temporary Pass Management
Issue Emergency passes with an authorization workflow — capture the emergency reason and the authorizing officer's name. Emergency passes are visually highlighted in red across all list and kanban views for immediate identification. Temporary passes include valid-from and valid-to datetime enforcement with automatic expiry detection, ensuring time-limited access is strictly controlled.
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Role-Based Access Control — 4 Security Levels
Control gate pass operations with four distinct security roles: Gate Pass User (create and view passes), Gate Pass Supervisor (approve, reject, and close passes), Gate Pass Manager (full administrative access), and Security Officer (perform check-in and check-out). Ensures strict separation of duties — requesters cannot approve their own passes, and security staff can only perform their assigned gate functions.
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PDF Gate Pass Report with Barcode
Generate professional PDF gate pass reports using Odoo's QWeb reporting engine. Print passes directly from the form view with a single click. Reports include pass details, visitor/employee information, entry/exit gate, validity dates, approval information, and an embedded barcode for quick scanning at security checkpoints. Available for all approved passes from the form header button.
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Automated Expiry Detection & Email Notifications
A scheduled cron job automatically detects expired gate passes and updates their expiry status. Automated email notifications are sent for pass approvals, rejections, and expiry reminders using configurable mail templates. Expired passes are visually flagged in orange across all views. Odoo activity scheduling is supported for follow-up actions and renewal reminders.
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Interactive Dashboard with Real-Time KPIs
A dedicated gate pass dashboard provides instant visibility into active passes, pending approvals, checked-in visitors, expired passes, and total pass counts — all from a single screen. Visual KPI cards and charts give security managers a real-time operational overview. Drill down into any KPI category directly from the dashboard for immediate action.
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Auto-Generated Pass Reference & Multi-Company Support
Every gate pass automatically receives a unique sequential reference in the format GP/YYYY/NNNNN (e.g., GP/2025/00001) using Odoo's IR sequence engine. Full multi-company support ensures data isolation across business units — each company manages its own gate passes, locations, and security teams independently.
Gate Pass Types & Use Cases:
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Visitor Pass
Issue visitor gate passes with visitor name, company, phone, email, ID/passport number, and visitor address. Link to a host employee for accountability. Ideal for offices, factories, warehouses, and any facility receiving external guests.
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Employee Gate Pass
Manage employee exit and re-entry passes linked directly to Odoo HR employee records. Auto-populate department and job position from the employee profile. Track employee movements for security compliance and time management.
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Contractor Pass
Issue contractor access passes with contractor name, company, phone, contract start and end dates, and an internal supervisor employee assignment. Enforce contract validity periods for site contractors and third-party service providers.
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Material Inward & Outward Pass
Track all material movements into and out of the facility with detailed product line items including product, quantity, UOM, serial number, and remarks. Supports both inbound deliveries and outbound material dispatches with full product traceability.
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Returnable & Non-Returnable Pass
Differentiate between borrowed items (Returnable) and permanently dispatched items (Non-Returnable). Returnable passes track expected return date, actual return date, returned quantity per line, and overall return status — Pending, Partial, Returned, or Overdue — for complete asset accountability.
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Emergency Pass
Emergency passes bypass standard approval timelines with an expedited authorization flow. Capture the emergency reason and authorizing officer. Emergency passes are visually highlighted in red with an alert banner on the form and a danger badge in all list views for immediate identification by security personnel.
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Temporary Pass
Issue time-limited temporary access cards with valid-from and valid-to datetime enforcement. Automatic expiry detection marks passes as expired once the validity period ends. Ideal for short-term contractors, event visitors, and time-restricted facility access scenarios.
Module Screenshots
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Gate Pass Dashboard — Real-Time KPIs & Overview
Interactive dashboard showing active passes, pending approvals, checked-in visitors, expired passes, and total pass counts with visual KPI cards and charts for security managers to monitor facility access at a glance.
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Gate Pass List View — All Pass Types with Status
Comprehensive list of all gate passes with pass number, type, visitor/employee name, vehicle number, issue date, expiry date, entry gate, security officer, and color-coded status badges for immediate visibility. Filter, group, and search across all pass types from a single view.
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Gate Pass Form — Full Details & Workflow Buttons
Complete gate pass form showing pass details, type-specific information sections, security assignment, entry/exit gate, approval information, and workflow action buttons (Submit, Approve, Reject, Check In, Check Out, Close, Print Pass). Status bar tracks the full lifecycle from Draft to Closed.
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Material Pass — Product Lines & Item Tracking
Material inward/outward gate pass with detailed product line items including product, description, quantity, unit of measure, serial number, and remarks. Returnable passes additionally track returned quantity and return status per line for complete material accountability.
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Gate Pass PDF Report — Print & Barcode
Professional PDF gate pass report generated with a single click from the form view. Includes pass reference, pass type, visitor/employee details, entry/exit gate, validity dates, approval information, and an embedded barcode for quick scanning at security checkpoints.
Version History
19.0.1.0.0 Latest
June 2026
- Initial release for Odoo 19
- 9 gate pass types: Visitor, Employee, Contractor, Vehicle, Material Inward, Material Outward, Returnable, Non-Returnable, Temporary, Emergency
- Full 6-stage approval workflow: Draft → Submitted → Approved → Checked In → Checked Out → Closed
- Material pass product lines with quantity, UOM, serial number tracking
- Returnable item tracking with return status (Pending, Partial, Returned, Overdue)
- Vehicle entry/exit with Odoo Fleet module integration
- Entry/exit datetime recording with automatic duration calculation
- Multi-gate location master data (configurable gate names)
- Emergency pass with red visual alerts across list, kanban, and form views
- Temporary pass validity enforcement with automatic expiry detection
- Role-based access control: Gate Pass User / Supervisor / Manager / Security Officer
- Professional QWeb PDF gate pass report with barcode
- Auto-generated pass reference: GP/YYYY/NNNNN
- Scheduled cron job for automatic expiry detection and status update
- Automated email notifications for approvals, rejections, and expiry reminders
- Interactive dashboard with real-time KPI cards and charts
- Multi-company support with data isolation per company
- List, form, kanban, calendar, graph, pivot, and activity views
Tectise will provide FREE 90 days support for any doubt, queries, and bug fixing (excluding data recovery) or any type of issues related to this module. This is applicable from the date of purchase.
Got questions or need help? Get in touch.
info@tectise.com
Say hi to us on WhatsApp!
+8801903559562
| Availability |
Odoo Online
Odoo.sh
On Premise
|
| Odoo Apps Dependencies |
•
Contacts (contacts)
• Discuss (mail) • Employees (hr) • Fleet (fleet) • Inventory (stock) |
| Lines of code | 2448 |
| Technical Name |
gate_pass_management |
| License | OPL-1 |
| Website | https://www.tectise.com |
Odoo Proprietary License v1.0 This software and associated files (the "Software") may only be used (executed, modified, executed after modifications) if you have purchased a valid license from the authors, typically via Odoo Apps, or if you have received a written agreement from the authors of the Software (see the COPYRIGHT file). You may develop Odoo modules that use the Software as a library (typically by depending on it, importing it and using its resources), but without copying any source code or material from the Software. You may distribute those modules under the license of your choice, provided that this license is compatible with the terms of the Odoo Proprietary License (For example: LGPL, MIT, or proprietary licenses similar to this one). It is forbidden to publish, distribute, sublicense, or sell copies of the Software or modified copies of the Software. The above copyright notice and this permission notice must be included in all copies or substantial portions of the Software. THE SOFTWARE IS PROVIDED "AS IS", WITHOUT WARRANTY OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO THE WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE AND NONINFRINGEMENT. IN NO EVENT SHALL THE AUTHORS OR COPYRIGHT HOLDERS BE LIABLE FOR ANY CLAIM, DAMAGES OR OTHER LIABILITY, WHETHER IN AN ACTION OF CONTRACT, TORT OR OTHERWISE, ARISING FROM, OUT OF OR IN CONNECTION WITH THE SOFTWARE OR THE USE OR OTHER DEALINGS IN THE SOFTWARE.
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