Jodoo pass workflow
The need is configurable requests, approvals, returns, zones, issue instructions, arrival activation, exceptions, expiry, return, dashboards, and related business records.
Visitor pass request
Visitor pass request from approval to activation, expiry, and return
Connect the visitor, requester, host, site, date, purpose, access zone, approval, badge or pass, escort, arrival, expiry, checkout, return, and exception.
A pass request is not finished when it is approved. The useful workflow connects the decision to arrival activation, current visit, expiry, return, and closeout.
Free for up to five users. No credit card required.
Adapt fields, workflows, and dashboards without code. Explore 1,000+ app templates and use cases
- Request, review, return, reject, approve, or cancel
- Site, zone, badge or pass, escort, activation, and expiry
- Checkout, return, exception, and closeout
Keep the pass connected after approval
Separate request, decision, activation, current use, and closeout so each state remains truthful.
- 01
Request
Capture visitor, requester, host, site, purpose, date, duration, destination, zone, and evidence.
One auto-numbered request. - 02
Review
Approve, return, reject, cancel, or escalate according to visit type, time, zone, and evidence.
Decision, reviewer, reason, and timestamp. - 03
Prepare
Place approved requests in the arrival queue with badge, escort, destination, and issue instruction.
Reception or gate knows what to issue. - 04
Activate
At arrival, confirm the person and check, issue the pass, record activation, and create the current visit.
Approval is no longer mistaken for arrival. - 05
Monitor
Keep host, zone, escort, current status, expected checkout, expiry, and exception visible.
Overdue or changed access creates a response. - 06
Return and close
Record checkout, pass return, exception resolution, and closure evidence.
Open passes and onsite visits reconcile.
Use states that explain what may happen next
A generic “pending/approved” field is not enough for a pass that can be returned, activated, expired, or lost.
| State | Meaning | Allowed next action |
|---|---|---|
| Draft | Requester has not submitted a complete pass request | Edit or cancel |
| Pending review | Responsible reviewer has not made the decision | Approve, return, reject, escalate |
| Returned | Specific information or evidence needs correction | Correct and resubmit |
| Approved, not active | The pass may be prepared but the visitor has not arrived | Activate at confirmed arrival or cancel |
| Active | Pass is issued and the current visit is open | Update zone or escort, raise exception, check out |
| Expired or overdue | The expected time passed without closeout | Contact host, recover pass, record exception |
| Returned and closed | Departure and pass return are confirmed | Retain history |
| Lost or unresolved | Pass is not recovered or another issue remains | Escalate and close with evidence |
Coordinate the pass request while credentials stay in the access-control system
Keep requests, approvals, credentials, and door controls in the systems designed for each responsibility.
Physical access system
Credential encoding, mobile credentials, readers, doors, elevators, turnstiles, revocation, and access events determine physical entry.
Identity or security platform
Document verification, watchlists, security adjudication, and regulated screening define the decision.
Visitor pass request questions
01What should a visitor pass request include?+
Include visitor, requester, host, site, purpose, date and duration, destination, access zone, evidence, reviewer, decision, issue instruction, escort, and closeout requirements.
02Is an approved pass the same as a checked-in visitor?+
No. Approval permits preparation. Create or activate the current visit only after the visitor arrives and the required check is completed.
03How should expired passes be handled?+
Show approved-but-unused, active-beyond-expiry, and unreturned passes in separate exception queues with host, owner, next response, escalation, and closeout.
04Can Jodoo control doors?+
No. Jodoo coordinates the business request, decision, visit, exception, and closeout. Credential and door control remain in the physical access system.
05Can the workflow support temporary changes?+
Yes. Record the changed zone, time, escort, reviewer, reason, effective period, and closeout rather than overwriting the original approval without history.
Test the real visitor operation
Use the visitor pass workflowTest the pass that is approved but never returned
Run draft, returned, approved, activated, changed zone, expired, lost, returned, and closed states before rollout.