What is a Visitor Pass?

Visitor Passes are a secure, convenient way to grant temporary access to your gated community for trusted guests, service providers, and vendors. They work through QR codes or PIN numbers that you can send via text or email — so your guests can enter through the vehicle gate or pedestrian entrance without waiting for you to buzz them in or without needing a shared gate code.

Security Best Practices

Only Share with Trusted People
Treat Visitor Passes like a physical gate remote or key fob — only share them with people you trust completely. Anyone with an active Visitor Pass can enter the community through the gate during the specified time period.

Perfect for:

• Friends and family members
• Regular service providers (landscapers, dog walkers, housekeepers, babysitters)
• Trusted contractors or maintenance workers

Never share with:

• Unknown delivery drivers (use a Delivery Pass instead)
• People you don't know personally
• Anyone you wouldn't give a gate code or physical key to

Set Smart Time Limits

Always limit your Visitor Pass duration to only what's needed. The shorter the access window, the more secure your community's gate and shared entrances remain.

Available options:

• One-time use — perfect for single visits
• Full-day access — great for contractors or move-in assistance
• Recurring access — ideal for regular service providers with set schedules
• Custom duration — tailored to your specific needs
• Business hours only — restricts gate entry to standard daytime hours

Use Specific Scheduling

For recurring service providers, set passes to only work during their actual service times so they can't enter the community gate outside those windows.

Example: Your landscaper comes every Monday and Friday from 2–5 PM? Set the pass to only work during those exact times. This way, they can't open the community gate at midnight on a Tuesday.

How to Use Visitor Passes Effectively

Send Passes Securely
Always send Visitor Passes directly from your ButterflyMX mobile app via text or email. Recipients will receive:

• A QR code for easy scanning at the community's vehicle or pedestrian intercom
• A backup PIN number
• Clear instructions on how to use the pass at the gate

Use Descriptive Names

When creating passes, use clear, descriptive names that help you remember what they're for:

• "Landscaper – Tuesdays & Thursdays"
• "Cleaning Service – Monthly"
• "Mom's Visit – Weekend"
• "Contractor – Week of June 15th"

Clean Up Regularly

Review your active Visitor Passes monthly and delete any that are no longer needed. This keeps your community's access list organized and secure. Note: since a Visitor Pass always mirrors your own current access, if your access to a gate or amenity is ever changed, any pass you've created updates automatically to match — it won't retain access you no longer have.

Common Use Cases

For Personal Visitors:

• Family visits — create passes for relatives staying for the weekend
• Friends coming over — one-time passes for dinner parties or gatherings
• Pet care — recurring passes for dog walkers or pet sitters
• Home services — passes for housekeepers, babysitters, or tutors

For Service Providers & Community Access:

• Maintenance work — temporary passes for contractors doing repairs
• Deliveries — one-time passes for furniture delivery or large packages at the gate
• Healthcare — passes for home nurses or physical therapists
• Emergency access — quick passes for urgent situations
• Amenity access — passes for guests using shared community amenities (pool, clubhouse, etc.), where applicable

Important Things to Remember

Security Reminders:

• All entries are logged — every time someone uses a Visitor Pass at the gate or intercom, a time- and date-stamped photo is taken for security
• You can revoke access anytime — delete passes immediately if they're no longer needed
• Passes expire — renew passes for ongoing services before they lapse

Technical Notes:

• Delivery Passes expire in 30 days if not used
• One-time passes become invalid after a single use
• Recurring passes work only during the scheduled times you set

Need Help?

If you're having trouble creating or managing Visitor Passes:

• Check the step-by-step guide for detailed instructions
• Contact your community's management/HOA team
• Reach out to ButterflyMX support through the app

Pro Tips for Success

• Test new passes by sending one to yourself first to confirm it works at the gate
• Share instructions with guests on how to use the QR code or PIN at the community entrance
• Plan ahead for recurring services by setting up passes in advance
• Communicate with neighbors or your HOA if you're expecting frequent visitors or contractors entering through shared gates

By following these best practices, you'll enjoy the convenience of Visitor Passes while keeping your gated community secure. When in doubt, err on the side of caution and use shorter access windows rather than longer ones.