Manage pre-invited and direct visitors, host approvals, guest-house bookings and parcel handovers under university rules.
Two visitor journeys. One university-controlled process.
A student or university staff member invites the visitor through the app.
The host enters the visitor’s details in FretBox.
The invitation gives security the host and visit context.
Security checks the invitation under university rules.
Security records entry and departure.
An uninvited arrival waits for a decision from the person they want to meet.
Record visitor details and the student or staff host.
Visitor details pop up in the host’s app for a decision.
The student or staff member decides in the app.
Approval allows entry. Denial stops entry.
Direct visitor at the gate? The host receives the details. Entry waits for their approval.
A visit and an overnight stay have different needs
Sample availability: Guest House A, Room 204. The institution determines which rooms and dates can be booked.
Every parcel needs a clear handover
Hostel desk · Shelf B2
Received Monday · 11:15 AM
The desk links the received parcel to the resident and storage location.
The resident receives a collection update through the configured process.
The responsible desk team completes the handover record.
P-103 · Please follow your hostel’s collection procedure.
One view of the teams responsible
| Reference | Host / resident | When / location | Owner | Status |
|---|---|---|---|---|
| V-101 · Family visit | Ananya S. | Sat · Main gate | Security | Departed 4:40 PM |
| G-102 · Guest stay | University host | 12–14 Oct · Guest house | Guest-house desk | Confirmed |
| P-103 · Parcel | Ananya S. · A-201 | Mon · Hostel desk | Desk team | Collected 6:05 PM |
| P-104 · Parcel | Rohan M. · B-104 | Mon · Shelf B3 | Desk team | Awaiting collection |
At 5:20 PM, security finds a visit window ending at 5 PM. The host and authorised approver confirm the next action before entry.
An invitation alone does not authorise entry.Rohan M. · B-104 · Shelf B3. The hostel desk follows up with the resident and retains the parcel until the collection procedure is completed.
The record stays open until handover.University-controlled arrivals
Set visiting hours and invitation checks. For direct visitors, security follows the student or staff host’s approval or denial.
Define eligible bookings, available accommodation and the team responsible for confirmation.
Agree receipt, storage, notification and collection procedures with the hostel desk.
Walk through a visitor arrival, a guest stay and a recorded parcel handover.