Gatepass Control System

Across the group's plants, equipment, spares, and materials exit daily for legitimate reasons — repair, return to supplier, inter-plant transfer. The problem was not that assets left. The problem was there was no reliable record of what left, when, whether it came back, or whether it was supposed to leave at all.

The existing process was a Word document. Each plant had its own version — different formats, different fields, different interpretations of what needed to be filled in. The requestor typed into the form, printed it, walked it to the HOD for signature, then to the Plant Head. The approved paper slip was then physically carried to the security guard post as the authorisation to exit.

There was no central record. No visibility across plants. No way to know if an asset that left on a two-way pass ever returned. When stock checks revealed inventory discrepancies, there was no audit trail to investigate.

Replace the per-plant Word document process with a standardised digital gatepass system built on the low-code enterprise platform — covering the full asset exit lifecycle: submission with photos, multi-level digital approval, QR-based guard verification on mobile, and receiver sign-off on return.

The solution addressed three distinct failure points of the paper process: no standard form, no authentic verification at the gate, and no mechanism to confirm two-way asset returns. All three were designed as separate but connected layers of the same platform.