Managing student movement within a campus is a critical responsibility for schools, colleges, and educational institutes. A Gate Pass Management System for schools, colleges, and institutes ensures that every entry and exit is secure, tracked, and properly authorized.

Important Topics

Vedmarg offers a smart, digital Gate Pass Management System that helps institutions replace manual registers with a secure, real-time, and automated solution—improving safety, accountability, and operational efficiency.

#1 Gate Pass Management System for Schools, Colleges & Institutes

Educational institutions like schools, colleges, coaching centres, and others need a reliable solution to manage the entries and exits of students, staff, and visitors. Vedmarg ERP software has introduced its latest feature, the Gate Pass Management System Module. This module ensures that every movement in and out of the institution is well-recorded and documented, enhancing operational excellence.

What Is a Gate Pass Management System?

A Gate Pass Management System is a digital solution that records and manages student, staff, and visitor movement inside and outside the campus.

Instead of handwritten registers or verbal permissions, the system allows:

Digital gate pass requests
Admin or authority approval
Real-time entry and exit tracking
Secure record keeping

This ensures complete transparency and campus safety.

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Why Schools & Colleges Need a Gate Pass Management System?

Enhanced Student Safety

Every student exit is logged and approved, reducing unauthorized movement and security risks.

Real-Time Monitoring

Administrators and security staff can instantly track who is inside or outside the campus.

Elimination of Manual Registers

Digital gate passes remove paperwork, reduce errors, and save time for staff and security teams.

Improved Parent Trust

Parents gain confidence knowing that student movement is controlled and monitored digitally.

Types of Gate Passes Supported

Student Gate Pass

Used for medical visits, early leave, parental requests, or emergency exits.

Staff Gate Pass

Tracks staff movement during working hours.

Visitor Gate Pass

Registers parents, vendors, and guests entering the campus.

Emergency Gate Pass

Quick approvals for urgent or critical situations.

Key Features of the Gate Pass Management System Module

1. Gate Pass Settings: The Gate Pass Module comes with customizable settings, allowing admins to set up security parameters as per the institution’s requirements. Schools and colleges can set up approval processes, and permission levels accordingly for different categories—students, staff, and visitors.

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2. Purpose of the Gate Pass Management System Module: You need to add the gate pass’s ‘Purpose Name’. It could be ‘Meeting’, ‘Admission’, ‘Enquiry’, etc.

3. Adding Gate Details: It includes adding the ‘Gate Name’ & ‘Gate Number’.

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4. Managing All Gate Passes in One Place: With Vedmarg ERP, institutions can manage all issued gate passes from a centralized dashboard. This includes:

Creating a new gate pass.
View & edit previously created gate passes.
Searching and filtering gate passes.
Generating & print gate pass reports.

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Steps to Set Up & Create Gate Pass in Vedmarg (A Detailed Guide):

Step 1: Visit our website: https://www.vedmarg.com. There is an icon for the user account/dashboard.

Step 2: You can go to your dashboard through this link: https://account.vedmarg.com.

Step 3: After logging into your software’s dashboard, go to the ‘Gate Pass’ Section in the left sidebar menu. In that section, you will see 4 options, i.e. Gate Pass Setting, Purpose, Add Gate Details, & All Gate Pass. Let’s discuss them one by one.

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Step 4: Click on ‘Gate Pass Setting’ to view, access, or edit the gate pass settings.

Step 5 (A): Setup Gate Pass Settings: Admins can set up the system using the following options:

Select the Number of Copies of the gate pass
Require Receiver’s Picture (Yes/No)
Require OTP from Parents (Yes/No)
Require OTP from Receiver (Yes/No)
Require OTP from Staff (Yes/No)
Require Staff Picture (Yes/No)
Require OTP from Visitors (Yes/No)
Require Visitor Picture (Yes/No)

(B): Customizing Gate Pass Labels: Different categories have different label requirements for signatures and authorizations:

For Students: Authority/Principal Sign Label, Class Teacher Sign Label, & Receiver Sign Label.
For Staff: Authority Sign Label, & Manager Sign Label.
For Visitors: Visitor Sign Label & Authority Sign Label.

After setting up these settings, click on the ‘Save’ button.

Step 6: Adding the Purpose of the Gate Pass: Admins need to specify the purpose for which the gate pass is being issued. The purpose can be:

Meeting
Admission
Inquiry
Medical Emergency
Personal Leave
Official Visit
Other

Once the purpose is selected, click on the ‘Save’ button.

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Step 7: Adding Gate Details: In this step, you need to input the ‘Gate Name’ and ‘Gate Number’ to ensure proper tracking of entries and exits. It is useful when an institution has multiple gates. Once you have entered the required details, click on the ‘Save’ button.

Step 8: All Gate Pass: To view, edit, modify, or delete previously added gate passes, click on the ‘All Gate Pass’ section. This will redirect you to a page where you can manage existing gate passes. To Create a new Gate Pass:

Click on the ‘+’ icon.
Select the gate pass type: Student, Staff, or Visitor.
Fill out the Gate Pass Form with the required details.
You can also add attachments if needed.
Once all details are entered, click on the ‘Save’ button to complete the process. This is how you can create a gate pass in Vedmarg ERP software.

Gatepass is available on our android & iOS Apps: Android: https://play.google.com/store/apps/details?id=com.vedmarg.app, iOS: https://apps.apple.com/us/app/vedmarg-students-teachers-app/id6503943693

Gatepass For Staff (Teachers, Employees, Management)

To create a gatepass for staff, you need to fill out the following details:

Search staff by name, staff id or mobile number
Staff ID and rolle will be filled out automatically
Reason for leaving/gatepass
Mobile number (OTP required)
Gate no. to exit
Date and time of gatepass
Vehicle number
Remark (if any)
and, upload/capture pic of staff.

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Gatepass for Visitors – OTP Based Visitor Management System

To create a gatepass for visitors, you need to fill out the following details:

Name of visitor
Reason/purpose of visit
Gate no. to exit
Check-in date and time
Check-out date and time
Vehicle number
Remark (if any)
Mobile number (OTP required)
and, upload/capture pic of visitor

Benefits of Vedmarg ERP’s Gate Pass Management System Module

User-Friendly Interface: Simple & easy to understand navigation ensures ease of use for users.
Enhanced Security: Eliminates 100% unauthorized movements and provides digital log records.
Increased Efficiency: Reduces manual paperwork and speeds up the approval process.
Customizable Solution: Customizable settings according to the institutional needs.

Gatepass on Mobile Apps for Parents, Staff, Students

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With the addition of the Gate Pass Management System Module, Vedmarg ERP has taken another step in providing better solutions for schools and colleges. Upgrade your institution’s operational efficiency with Vedmarg’s today!