Declared devices

The declared devices register lists every laptop, memory stick, disk, camera or phone somebody has declared bringing on site, and shows what the barrier would say if each tried to leave right now. Open it from Gatehouse → Devices, or the Devices tab on Visitors. A site manager opens it whenever something is waiting on their signature.

If you don’t see this in your navigation, your administrator can switch the module on under Administration → Modules, or it may not be included in your plan.

The process runs in three steps: an employee declares a device, for themselves or for a visitor they are hosting; a manager decides whether it may enter and whether it may leave; and the guard scans its pass at the gate on the way in and out.

The header

Item	What it tells you
declared	Devices matching the current filters
inside the fence	Devices currently on site
GB of storage inside	The storage capacity of devices currently on site, summed over those that record a figure
waiting on a signature	Devices declared and not yet decided
Export	Downloads the list. Needs Export the device register
Print passes	Prints passes from the label studio for the devices on screen that have not been withdrawn or refused
The gate	Opens the gate screen
Declare a device	Opens the declaration form. Needs Declare a device, for yourself or for a visitor you are hosting

Search devices matches the description. Waiting on a signature shows only devices nobody has decided yet — the manager’s queue. A device only reaches it when its kind, or a gatehouse rule, asks for a signature; phones usually do not, which keeps the queue worth reading.

Columns

Column	What it shows
Pass	The pass reference, such as DEV-2026-00001 — printed on the pass and scanned at the gate
Device	Its description and serial number (or no serial recorded)
On the way out	What the barrier would say right now: May leave or Held at the gate, with the reason in a sentence underneath. Where a gatehouse rule rather than the kind of device decided a signature was needed, it names the rule (“by the rule “Anything over a terabyte”“)
Whose	The visitor or employee it belongs to, with their company
Where it is	inside, left and when, or never seen at a gate
Storage	Capacity in GB
Until	When its authorisation lapses
(actions)	Pass prints its pass; Decide records a decision; Withdraw takes the registration back

Hidden columns: Kind, Declared by, Decided by, Where (the site) and The note. On the way out is deliberately not the device’s decision status. It is worked out live by the same check the barrier runs, so a device “authorised until Friday” reads correctly on Saturday morning, rather than repeating what a manager decided last week. You can still filter the column by decision status:

Status	Means
Waiting on a signature	Declared, and nobody has decided yet
Authorised	A manager allowed it in, out, or both
Refused	A manager refused it
Withdrawn	Taken back, before or after a decision

Whether a device needs a signature at all is decided by its kind or by gatehouse rules — a rule might catch a camera on its storage size, or wave a phone through whatever its kind.

Declaring a device

Click Declare a device, or New → Device in the header from anywhere. Clicking a row opens the same form to edit it (needs Edit and withdraw device registrations).

What it is — the serial number is the only field that is proof rather than description; it is what the guard compares against the thing in front of them.

Field	What it means	Notes
Kind of device	Laptop, memory stick, external disk, camera, phone and so on	Required. From gatehouse settings. Decides whether a signature is needed and how long an authorisation lasts by default
Description	What it is	Required
Make, Model	Manufacturer and model
Serial number	A serial, service tag or IMEI — whatever is stamped on the device
Their asset tag	The sticker their own employer put on it
Storage (GB)	What the device holds	Left empty means nobody asked, which is not the same as a device with no storage. Gatehouse rules can act on it

Whose it is — a visit, for something a visitor is bringing; a person, for an employee’s own machine. One or the other, never both.

Field	What it means	Notes
Site	The site it is coming onto	Required
Visit	The visit it belongs to	Set where a visitor is bringing it. Leave empty for an employee’s own device
Employee carrying it	The employee bringing their own	Leave empty when it belongs to a visit

Why it is coming

Field	What it means
Why it is coming	The reason — what the manager reads when deciding
Registered at	When it was declared
Notes	Anything else

Deciding a device

Decide on a device waiting on a signature opens What may this device do?, showing whose it is, its serial number, kind, storage and the reason it is coming. It needs Authorise a device to enter or to leave the site, or refuse it.

Field	What it means	Notes
It may come in	Authorises entry	Ticked by default
It may go out again	Authorises exit	Ticked by default. Turn it off where a disk is to be checked before it leaves — the gate refuses it on the way out and the guard is told why
Until	When the authorisation lapses	Left empty, the kind of device decides — for example a laptop for a fortnight, a disk for a week. A kind with no period does not lapse
The note that travels with it	What the guard and the person who declared it are told	Required to refuse, because somebody is being told no

Authorise it records the decision. Refuse it refuses the device outright. Ticking neither direction is not offered as an authorisation — that is a refusal, and the dialog points you to Refuse it with a reason.

Withdrawing a registration

Withdraw opens Take this registration back and asks Why it is being withdrawn. The gate shows this reason if the pass is presented again. If the device is already inside the fence, withdrawing it means the gate refuses it on the way out. Calling off a visit withdraws its devices automatically.

The gate

Where a declared device is checked, scan by scan.

Gatehouse settings

The kinds of device, their authorisation periods, and the rules that decide which need a signature.

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The gate

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​The header

​Columns

​Declaring a device

​Deciding a device

​Withdrawing a registration

The gate

Gatehouse settings

The header

Columns

Declaring a device

Deciding a device

Withdrawing a registration