Gate passes and gate control
Signed QR passes, round-trip and one-way modes, the checkout and check-in flow, and how DriveDesk handles violations.
The gate is where control actually happens. A vehicle does not leave your premises without a scan, and a scan cannot be completed without recording the vehicle's condition. Every scan captures who scanned it, when, and where.
How a pass works
- A gate pass is a QR code carrying a cryptographically signed payload. Editing the QR invalidates the signature and the gate rejects it — a screenshot of somebody else's pass is worthless.
- Every pass also has a short human-readable reference code, so a gatekeeper can type it in when a camera will not cooperate. Lookup by reference is case-insensitive.
- A pass is armed when the booking is approved, and it expires on its own if it is never used.
Round trip, one way out, one way in
| Mode | Used for | Scans |
|---|---|---|
| Round trip | Test drives, transfers, service runs | Check out, then check in |
| Checkout only | Deliveries — the car leaves and does not come back | One scan out; the pass closes |
| Check-in only | Pickups — your staff go out and bring a vehicle in | One scan in; there was never a checkout |
Scanning a vehicle out
- 1
1. Find the pass
Scan the QR, or tap Enter reference and type the booking reference.
- 2
2. Check who is taking it
The gate app names the assigned driver — and the sales rep too, if two people are going out — so you know who should be standing in front of you.
- 3
3. Record the condition
Record fuel level, the odometer reading and the inspection checklist. This is not optional: a booking scan without a condition record is refused.
- 4
4. Approve
Approve. The pass moves to checked out, the booking becomes in progress, and the trip appears on the live monitoring map.
Scanning it back in
Scan the same pass again on return. Record fuel, the closing odometer and any damage, and approve. The pass closes, the booking completes, and the customer's review request goes out automatically. The trip page then shows the before-and-after comparison side by side.
When something is not quite right
DriveDesk distinguishes between problems that must stop the vehicle and problems a manager should simply know about. The second kind never blocks your gate.
| Situation | What happens |
|---|---|
| Checkout outside the booked time window | Allowed — a notification goes to managers |
| No GPS session running on a job that should be tracked | Allowed after a caution — notified and written to the trip's audit log |
| Scan taken away from the dealership (geofence on) | Allowed — the scan is flagged 'off-site' on its detail page |
| Pass already used | Refused — passes cannot be replayed |
| No condition recorded | Refused |
| Customer's licence expired, mismatched or unverifiable | Blocked until a manager overrides it with a comment |
Common questions
- Do gatekeepers need special equipment?
- No. Any smartphone or tablet with a camera works. Gatekeepers only need the Scan gate pass permission — not KYC, not a dashboard login.
- What if the QR will not scan?
- Tap Enter reference and type the booking reference code shown on the customer's or driver's phone. It is the same lookup, just typed.
- What happens if someone tries an expired pass?
- It is refused with a clear message. Generate a fresh booking rather than trying to reuse the pass.
- Can a manager scan at the gate?
- No. Managers hold plenty of permissions but not gate scanning by default — grant Scan gate pass explicitly to anyone who covers the gate.
Related guides
- Bookings and approvalsShowroom, home-visit and event bookings, per-customer time slots, the approval workflow, reminders and no-shows.
- Vehicle condition and issue reportingFuel, odometer, inspection checklists and photos at every handover point — plus issue reporting and the vehicle-not-returned flow.
- The DriveDesk mobile appOne app, three home screens — how drivers, sales reps, gatekeepers and managers use DriveDesk on the phone.
Still stuck?
Check the FAQ for a quick answer, or ask us — we reply within one business day.