Faster Approvals
Stop a paper form sitting on three desks before the work can start.
Digital Gate Pass Management System in Saudi Arabia
Tadeed implements and supports gate pass management across Saudi Arabia covering item movement, work permits and personnel access on one platform. Requests are submitted online, routed through the approval path your policy already uses, and issued as a QR-coded pass that security scans at the gate.
- Multi-level approvals that match your hierarchy
- QR passes by email, SMS or WhatsApp
- Returnable and non-returnable item movement
- Work permits for contractors and vendors
- Configured, installed and supported locally
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A requester fills in an online form covering the item or the person, the purpose, the areas needed, the dates and the time window, and attaches whatever the policy requires: an ID copy, a work order, an insurance certificate, a method statement.
The request then moves along the approval path you define, which can run in sequence, in parallel across departments, or conditionally based on the area being entered, the risk level or the contractor type. Once the last approval lands, a QR-coded pass is generated.
Tadeed supplies and installs this system for industrial plants, corporate offices, hotels, hospitals and government sites across Saudi Arabia. Our engineers configure the forms and workflows, install the gate hardware, and support it afterwards.
How the gate pass system works
Requests are submitted online, routed through the approval path your policy already uses, and issued as a QR-coded pass.
Security scans that pass at the gate and sees approved details, areas and validity on screen.
The parts most organisations use are simple:
- An online request with form fields, validations and file attachments set to your policy
- An approval path that can run in sequence, in parallel, or by area, risk or contractor type
- Comments and files added by each approver at their step
- Email, SMS or WhatsApp notifications, with timers and escalations when a step is overdue
- A QR-coded pass generated when the last approval lands, with authorized zones in the code
- Gate verification: security scans the QR and sees approved details on screen
- Item movement for returnable and non-returnable goods, plus a watchlist block at the gate
Why Tadeed
Why Saudi sites are moving off paper gate passes
The pressure is heaviest around Jubail, Yanbu and Dammam, where contractor volume is high and a permit is a safety document rather than an administrative one.
Vendor Control
Reception was never designed to police vendor and maintenance volume.
Returnable Items
Keep a live outstanding list instead of a stack of counterfoils.
Your Hierarchy
Sequential, parallel or conditional approvals that match your policy.
QR at the Gate
Security scans the pass and sees authorised areas in seconds.
Full Audit Trail
Every request, approval and exit is logged and ready to export.
CAPABILITIES
Gate pass capabilities
Forms, approvals and notifications are configured around your policy, and admins can change them later without a development cycle.
Request to approve
From Request to Approval
A requester fills in an online form covering the item or the person, the purpose, the areas needed, the dates and the time window, and attaches whatever the policy requires. The request then moves along the approval path you define.
- Request forms with configurable fields, sections, validations and file attachments
- Multi-level approval workflows that mirror your org structure, with a full audit trail on every action
- Sequence, parallel or conditional routing by area, risk level or contractor type
- SLA timers and escalations when a step sits too long
- A WhatsApp chatbot or a dedicated portal for requesters who will not log into a system
At the gate
Verification at the Gate
Security scans the QR code and sees the approved details, the authorized areas and the validity window on screen, so a check takes seconds and does not depend on a guard recognizing a signature.
- QR passes delivered by email, SMS or WhatsApp, with authorized zones in the code
- Verification on a tablet, handheld, self-service kiosk or face recognition
- Identity capture around national ID and passport formats in use locally
- Passes can be single-entry or multi-entry
- Issued, revoked or extended without reissuing paperwork
Materials
Item Gate Passes for Returnable and Non-Returnable Movement
Every item leaving the premises is logged in full and classified as returnable or non-returnable at the point of request. Returnable items stay open until they are checked back in, so the outstanding list is a live record rather than a stack of counterfoils to reconcile later.
- Check-out and check-in recorded against the pass
- Approver, date, time and remarks in one place
- Outstanding items list until return is recorded
- Reminders can be sent automatically if an item is not brought back
Permits
Work Permits for Contractors and Vendors
Contractor and vendor entry runs through the same approval engine as item movement, with the form fields changed to suit. Permits carry the designated access areas, the duration and emergency contact details, and required documents are attached to the request rather than chased by email.
- Access areas, duration and emergency contacts on the permit
- Required documents attached to the request
- Expiry dates tracked and surfaced on the dashboard before they lapse
- Employee dashboards showing pending approvals, completed tasks and escalations
Watchlists
Watchlists and Live Site Visibility
A centralized watchlist blocks blacklisted individuals and vehicles at the point of request and again at the gate, with real-time alerts to security. Live entry and exit logs give an occupancy snapshot at any moment, which is what an evacuation or an incident review needs.
- Watchlist checks at request and at the gate
- Real-time alerts to security
- Live occupancy from entry and exit logs
- Role-based access for who can approve, issue or only view
Audit
Reporting and Audit Trails
Every action is timestamped and logged: who requested, who approved, when the pass was scanned, when a returnable item came back. Reports filter by site, department, requester or purpose and export for an audit or a leadership review.
- Timestamped log of every action
- Filters by site, department, requester or purpose
- Dashboard KPIs for active permits, upcoming expiries and denials
- Open APIs for HR, ERP and access control so approver lists stay current
Comprehensive Features
Features of the gate pass system
Tadeed provides everything your organisation needs to register, approve and track visitors efficiently.
Request a DemoConfigurable request forms
Fields, sections, validations and file attachments changed by your admin, not a development cycle.
Multi-level approvals
Workflows that mirror your org structure, with a full audit trail on every action.
QR passes
Delivered by email, SMS or WhatsApp, with authorized zones embedded in the code.
WhatsApp chatbot or portal
For requesters who will not log into a system, including external contractors.
Employee dashboards
Pending approvals, completed tasks and anything escalated to them.
Open APIs
HR, ERP and access control stay in step with approver lists and door permissions.
Centralized watchlist
Blocks blacklisted individuals and vehicles at request and again at the gate.
Live occupancy
Entry and exit logs give the snapshot an evacuation or incident review needs.
Role-based access
Controls who can approve, who can issue and who can only view.
Arabic and English
Request forms, approval screens, notifications and the security interface.
Multi-site
All sites under one platform, with central policies and per-site overrides.
Flexible hosting
On-premise, private cloud you own, or managed cloud we host for you.
Our Process
From request to the scanned pass
Six steps, from the form to the audit trail.
01
Request
The requester submits the form for a person or an item, with purpose, areas, dates and attachments.
02
Approve
The request moves along your path: sequence, parallel or conditional. Comments and files sit on each step.
03
Issue
The last approval generates a QR-coded pass, sent by email, SMS or WhatsApp.
04
Verify
Security scans the QR. Approved details, authorized areas and validity appear on screen in seconds.
05
On site
Live entry and exit logs feed occupancy. Watchlist alerts fire if a blocked person or vehicle appears.
Delivery
Installation and support across Saudi Arabia
Tadeed configures the forms and approval paths with your team rather than handing over a default template, and our own engineers install the gate hardware, tablets and kiosks. Where the site already runs access control, turnstiles or cameras, those stay and connect through the integration layer. Support runs 24/7 after handover.
Driving Digital Transformation
Gate pass management for every industry in Saudi Arabia
Every site has different people, items and approval paths. The same engine is configured for how your industry moves contractors, vendors and materials through the gate.
Request a DemoOil and gas
Contractor volume where a permit is a safety document, not paperwork.
Manufacturing and plants
Item movement and vendor entry on the same approval engine.
Corporate offices
Vendor and maintenance volume that reception cannot police on paper.
Hotels and airports
Service entrance traffic kept off guest flows, with a scan at the gate.
Education and healthcare
Controlled contractor access with documents attached to the request.
Government
Audit trails that show who requested, who approved and when the pass was scanned.
DEPLOYMENT
Deployment and hosting inside the Kingdom
Three options, chosen to suit your data policy: your existing on-premise server, a private cloud server you own and manage, or a managed cloud server we host for you.
On-premise
Run it on your own servers on site when data has to stay inside the building.
Private cloud
Host on a cloud you own and manage, still inside Saudi Arabia if your policy requires it.
Managed cloud
We host and maintain it for you, with local installation, training and support.
Questions
Gate Pass Management System FAQs
Find quick answers about Gate Pass Management System, installation, hosting, and how it runs across your sites in Saudi Arabia.
Yes. Paths are built to your policy and can run sequentially, in parallel across departments, or conditionally by area, risk level or contractor type. Approvers, SLA timers and escalation rules are set by your admin and can be changed later without vendor involvement.
The pass stays open against the requester and appears on the outstanding items list until check-in is recorded at the gate. Reminders can be sent automatically, and the record holds who approved the movement and when it left.
By scanning the QR code on a tablet or handheld device, which displays the approved details, the authorized areas and the validity period. A self-service kiosk or face recognition can be added where you want checks to run without a guard.
Yes. Requests can come through a public form link, a dedicated portal account or a WhatsApp chatbot, and the choice can differ by requester type. External contractors rarely maintain a login, so adoption usually decides it.
Open APIs connect to HR, ERP and access control platforms, so employee records, approver lists and door permissions stay in step. Existing turnstiles, readers and cameras are reused rather than replaced.
Most of the effort sits in mapping your current approval paths and form fields, not in the software. A single site with one workflow is usually live in a few weeks. A multi-department industrial site with conditional permit routing takes longer, and Tadeed scopes it during the requirement study.
Yes. Request forms, approval screens, notifications and the security interface run in Arabic and English, and passes issue in either language.
Yes. All sites sit under one platform, with global administrators seeing activity across every location and local administrators managing only their own. Policies are set centrally and overridden per site.
Suite
More from the Entry2Exit platform
Map your approval path, then go live
Tadeed configures the forms and workflows with your team, installs the gate hardware, and supports it 24/7 after handover.
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