Leads with what needs attention
Expiring licences, approvals waiting on security, overdue renewals, failed messages and import health, on one screen.
For estates running Impro Portal access control
Domestic worker access renewals, without the chasing.
StaffPass finds domestic staff and drivers whose estate access is about to expire, asks the resident who employs them to approve by SMS or WhatsApp, and writes the new expiry into Impro Portal the moment security signs off.
No app or password for residents. Runs on your estate's own server.
Works with
- Access control
- Impro Portal
- Resident messaging
- SMS and WhatsApp
- Approval
- Resident, then security
- Hosting
- On your estate's own server
The problem
Renewals shouldn't depend on someone remembering.
Every estate with boom gates or turnstiles has the same recurring job: domestic staff and drivers need their access renewed, and someone has to chase every one. StaffPass replaces the patchwork around your access-control system, not the system itself.
The manual way
With StaffPass
With StaffPass
Spreadsheets checked by hand to see who expires soon
Expiring licences found automatically every day
Phoning and WhatsApp-chasing residents for a yes
One approval link to the employing resident, on record
Paper forms and queues at the security office
Residents approve on their own phone; security works a queue
The new date re-typed into the access system
The new expiry is written back on security approval
Licences lapse and workers are stopped at the gate
Approvals at risk of lapsing are flagged before they do
No record of who approved what, or when
An append-only audit trail for every decision
How it works
From expiring licence to open gate, in four steps.
The same two-stage approval your estate already expects, with none of the legwork.
- 2 approvals, resident then security
- 1 write to Impro Portal, on the final approval
- 0 dates re-typed by hand
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Import and check
Each night StaffPass reads your workers and residents from Impro Portal and finds licences expiring within the renewal window, 30 days by default.
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Resident gets a message
The resident who employs the worker receives an SMS or WhatsApp message with a secure, time-limited approval link. An undelivered WhatsApp is re-sent by SMS.
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Resident approves
They confirm the worker's details and approve, or decline with a reason for security, on their phone. No app, no account. The decision is recorded and the renewal moves to security.
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Security approves, the gate updates
A security officer gives the final approval, and the new expiry date is written into Impro Portal in the same action. If that write fails, nothing is marked approved.
For the security team
A calm, decision-first view of every renewal.
The dashboard opens on what needs a decision today. Everything else is one click away, in any browser on the estate network.
Operational alerts by SMS
A failed or stale import, messages that stop going out, the access system unreachable, a missed database backup, or an approved renewal about to lapse in the queue: a nominated number gets a text, and another when it clears.
Audit trails and CSV exports
Export workers, renewals and the approval audit to CSV for the committee or your own records.
The right resident, every time
Each worker is mapped to the residents who approve for them, so the link goes to the household that employs them.
Held, never half-done
If the write to the access system fails, the approval is held rather than recorded, so the two systems can't disagree.
Decisions you can reverse
Security can change an approval to a rejection, and the access-control record is put back as it was.
Who is on the estate right now
Access events shows every worker's last tap, refused entries from the past week, shifts that need a human look, and every arrival message sent or held back.
Who changed what
Every setting change keeps its old value and the officer who made it. Edits to workers, residents and mappings, and every manual sync, are recorded too.
Notices when the systems drift
A renewal already extended directly in the access-control system is flagged rather than overwritten, and a failed nightly import is retried on its own.
One platform, two modules
Start with renewals. Add timekeeping when you're ready.
Both modules run on the same StaffPass installation and share one list of workers and residents. License either one, or both.
StaffPass Renewals
Access licences renewed before they lapse.
Daily expiry checks, resident approval by SMS or WhatsApp, security sign-off and the write-back to Impro Portal.
- Every licence checked daily against your renewal window
- Approval links that expire after a set number of days
- Approved renewals close to lapsing are flagged and escalated
- A reversed approval puts the access-control record back as it was
StaffPass Timekeeping
Know who's on the property, and for how long.
Every turnstile tap becomes shifts and timesheets, built from what the gate actually recorded.
- Residents see their own staff, hours and timesheets in My Staff
- Arrival and departure messages, with each resident's own preferences and quiet hours
- A flag when someone has been on site unusually long with no exit recorded
- Missed taps corrected with a mandatory reason; the original is never overwritten
- Nothing about a worker's movements is sent unless that worker has consented
Shared core
- Workers and drivers
- Residents
- Approver mappings
- Dashboard
- Configuration
- Audit trails
For residents
Your household staff, at a glance.
With Timekeeping, every resident gets My Staff: a phone-sized view of the people they employ, built from what the gate actually recorded. They sign in with their phone number and a texted code. Nothing to install.
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Who is on the property
A card for every worker linked to the home: on or off the property, what today looked like, and whether their gate access is valid, expiring or waiting on security.
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A worker's week, and their usual pattern
Hours on the property against the expected schedule, the typical arrival time, an eight-week hours trend, and plain-language exceptions: a missed tap, a late arrival, a possible no-show, a long day, a refused gate attempt.
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A timesheet you can pay from
Choose a week, a month or custom dates and export to CSV for payroll. A missed tap is fixed with a time and a required reason, leave and public holidays can be marked as not counting, and the gate's original record is always kept.
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Set up the way the household works
Working days, expected hours and a grace period. Label a worker Gardener, Nanny, Caregiver or Staff, and choose how hours are counted: each visit, first in to last out, or attendance only.
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Staff shared between households
A worker who works for two homes is linked to both. Each household sets its own days, and sees taps, timesheets and messages only for those days.
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Only the messages they want
Arrivals, departures or neither, with quiet hours. When nobody has recorded an exit, a stay-over notice says so plainly, without raising an alarm. Renewals are approved from the same place.
Built for Impro Portal
Adds a resident layer to Impro Portal.
Impro Portal controls who gets through your gate. StaffPass adds what happens around it: renewals residents approve from their phone, and timesheets residents can read. It connects to the Portal database you already run. No new readers, tags or hardware.
Impro Portal on its own
Impro Portal with StaffPass
Impro Portal with StaffPass
Holds each worker's access expiry date
Finds every expiry in the next 30 days and asks the employing resident
The new date typed in at the security office
Written into Portal on security approval, and put back if reversed
Records every turnstile transaction
Turns those transactions into shifts, timesheets and exceptions
Used by the security office
Residents see their own staff, by SMS, WhatsApp and phone browser
Knows departments: Domestic, Driver
Residents label staff Gardener, Nanny or Caregiver, without changing Portal
Access control
Reads workers, residents and turnstile transactions from Impro Access Portal. Writes a renewed licence's expiry on security approval.
Other systems
On requestRunning a different access-control system? Tell us which, and we'll tell you honestly whether StaffPass can connect to it.
Messaging via Twilio
SMS
SupportedApproval links, arrival and departure notices, login codes and operational alerts. Works on every phone.
Approved message templates, chosen per message type. Anything not delivered on WhatsApp is re-sent by SMS.
Impro and Portal are trademarks of their respective owner. StaffPass is an independent product and is not affiliated with or endorsed by Impro Technologies.
Security and control
Designed for a system that sits next to your gate.
StaffPass touches estate access, so it is deliberately conservative about who can do what, and what it changes.
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One-time codes, no passwords
Residents and security sign in with a code sent to their registered phone. A number with no role on the estate gets no code at all.
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Role-based access
Residents and security see different things. Administration and settings are for security only.
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Append-only audit trails
Approvals, reversals, settings changes and privileged actions record who acted and when, including refused attempts.
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Hosted on your premises
Runs in containers on the estate's own server, beside your access system. An optional outbound-only tunnel publishes it without opening an inbound port.
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Data retention you control
Movement data, message logs and audit records each have their own retention period, purged automatically.
Go live one step at a time.
Each step is a setting, not a reinstall.
- 1Shadow mode
Every message goes to your security manager instead of residents, so you see exactly what would be sent.
- 2Beta group
A small set of named households receive real messages, with your security manager copied.
- 3Whole estate
Every employing resident receives their approval links.
Pricing
Priced per estate, by module.
One monthly fee per estate, whatever the number of workers.
Renewals
Renewals
Automated access-licence renewals with resident and security approval.
R2,950per estate / month
Book a demo- Nightly import from Impro Portal
- Resident approval by SMS or WhatsApp
- Security sign-off with write-back
- Dashboard, alerts and CSV exports
- Full audit trail
The full platform
RenewalsTimekeeping
Renewals + Timekeeping
Renewals plus shifts, timesheets and arrival notifications, on one installation.
R4,450per estate / month
Book a demo- Everything in Renewals, plus:
- Shifts and timesheets from turnstile taps
- My Staff for residents, with CSV timesheet export
- Arrival and departure messages with quiet hours
- Long-stay alerts and shift corrections
- Consent-gated notifications
Either or both
Enterprise
For larger estates, multiple sites or managing agents with specific needs.
Customquoted per project
Contact us- Either module, or both
- Guided pilot with shadow mode
- Help with on-site installation
- Optional secure public access
Indicative pricing shown for illustration and subject to confirmation. Prices exclude VAT and messaging charges. Timekeeping is also available on its own; ask us.
Does StaffPass work with Impro Portal?
Yes. Impro Portal is the access-control system StaffPass is built for. It reads your domestic workers, drivers, residents and turnstile transactions from the Portal database each night, and on a security approval writes the renewed expiry date back. Your Impro readers, tags and biometrics keep working exactly as they do today.
Do residents need to install an app or create an account?
No. Residents receive an SMS or WhatsApp message with a secure, time-limited link. They open it in their phone's browser, check the worker's details and approve or decline. There is no app, account or password.
Does StaffPass replace our access-control system?
No. It works alongside the access-control system you already run. StaffPass imports workers and residents from it each night, and on a security approval writes the renewed expiry date back to it. Your gates and turnstiles keep working exactly as they do today.
Can residents see their domestic worker's hours?
Yes, with the Timekeeping module. Residents sign in with their phone number and see My Staff: who is on the property, each worker's week, a timesheet built from the gate's own taps, and anything unusual such as a missed tap or a late arrival. They can correct a missed tap with a reason and export the timesheet to CSV for payroll.
Can a worker work for more than one household?
Yes. A worker can be linked to several households, and each household sets the days the worker works for them. Each household then sees taps, timesheets and messages only for its own days, and any one household's approval sends a renewal to security.
Do we need new hardware at the gate?
No. StaffPass uses the readers, turnstiles and tags your estate already has, and runs in containers on a server at the estate, usually the same Windows server that hosts your access-control database.
What happens if the update to the access system fails?
The approval is not recorded. StaffPass writes to the access system first and only then marks the renewal approved, so the two can never disagree in a way that lets an unapproved worker through. Security sees the failure and can try again.
Can we roll it out gradually?
Yes. In shadow mode every message goes to your security manager instead of residents, so you can check exactly what would be sent, and to whom. A beta group then lets a small set of named households receive real messages before everyone does. Each step is a setting, not a reinstall.
Where is our data stored?
On your estate's own server. StaffPass runs in containers on site, next to your access-control system. If you want residents to reach approval links from outside the estate network, an optional secure tunnel publishes it without opening an inbound port.
How does StaffPass handle POPIA?
The estate stays the responsible party for its residents' and workers' information, and StaffPass acts as its operator, under a data processing agreement. Data stays on the estate's server, each kind of record has its own retention period, and nothing is shared beyond the messaging provider that delivers the SMS or WhatsApp.
Does it send WhatsApp messages?
Yes. StaffPass sends by SMS or WhatsApp, chosen per message type. WhatsApp messages use approved WhatsApp templates, and any that aren't delivered, for example to a number without WhatsApp, are re-sent by SMS automatically.
Are workers' movements shared without their consent?
No. With the Timekeeping module, arrival and departure messages are only sent if the worker has consented, captured in person. Without consent the timesheet is still kept, but nobody is notified. Residents also choose which messages they want and set their own quiet hours.
Book a demo
See StaffPass with your estate's workflow.
We'll walk through the resident and security flows and talk through how StaffPass fits your access-control system and the way your estate works today.
Or email us at [email protected]
What we'll cover
- A renewal from the resident's phone to the security queue
- How the new expiry reaches Impro Portal
- Installing on your estate's own server
- A rollout plan, starting in shadow mode