Physical registers used in gated communities are inconsistent, error-prone, and difficult to search, making audits slow and operations unreliable. Guards manually log key handovers, vendor visits, material movements, and other activities in a book, leading to incomplete and illegible records that are hard to track over time. To solve this, we are introducing Digital Registers, admins can create and manage custom registers from the Admin Dashboard, while guards log entries directly from the Guard App. This replaces paper logs with standardised digital entries, real-time visibility, and audit-ready reports.

What you can create

Create custom registers from the admin dashboard for any log related activity, including:

• Key Registers
• Water Tanker Logs
• Material In / Material Out
• Housekeeping supplies
• Clubhouse equipment lent
• Any society-specific operational register

Each register supports 2 to 8 custom fields, allowing you to capture exactly all the information your society needs.

How to create Digital Registers for your society

Most residential societies still rely on paper registers to record key handovers, water tanker entries, clubhouse equipment lent, and material movement. While familiar, these registers are difficult to maintain, prone to errors, and nearly impossible to search when you need an old record. 

Digital Registers brings all of these logs into your Mygate Admin Dashboard, making them customizable, searchable, and available in real time for complete operational visibility. 

Create a Digital Register in 5 simple steps

Step 1: Log in to your Mygate Admin Dashboard

Login to the dashboard using your admin credentials.

Step 2: Navigate to Digital Registers

Go to Society >> Security and Patrolling >> Digital Register from the left menu. This is where all your society’s gate registers are created and managed. 

Step 3: Click “Add Register”

Select Add Register and enter a name for your register, such as Key Register, Water Tanker, Material Movement or any other specific register.

Step 4: Choose the register type and add custom fields

Select the register type – 

• Material In – Used for tracking all items and materials entering in
  (Ex: Generator Fuel Tanker, Housekeeping supplies, Maintenance equipment delivery)
  
• Material Out – Used for tracking all items and materials leaving/checked out.
  (Ex: Amenity/Locker keys issued, Clubhouse equipment lent, Society vehicle dispatched)
  
• Logs – Used to record events, activities, or observations within the society.
  (Ex: Maintenance work record, Common area inspection log)

Configure 2 to 8 custom fields based on what your society wants to capture. All the columns added will be mandatory to be filled while entering the records. 

Some examples include:

• Key number
• Amenity name
• Staff name
• Purpose of entry

The name of the guard making the entry and the log time of the entry will be captured automatically and visible in the reports. Hence, these columns need not be configured in the register again. 

Step 5: Save and start using it

Click Save to create the register. It instantly becomes available in the Guard App, where security guards can begin recording entries digitally. These records will be visible in the admin dashboard and can be filtered based on the dates in real-time.

You may edit the register details and the columns later even if the records have been entered. The admins can also edit the guard entered records once in case of wrong entries made.

A smarter way to manage gate operations

Digital Registers mark a significant step in modernising operations for gated communities. By moving from paper to digital, societies gain accuracy, accountability, and real-time visibility — while guards benefit from a simpler, guided way to log entries. With admins in control of register creation and customisation, and guards capturing records on the go, this solution scales to the unique needs of any community and lays the foundation for smarter, more automated gate management in the future.

FAQs