GateCheck
Credential-gated contractor entry for the front desk or gatehouse. Before a contractor is on the property, the desk checks them against the documents on file — insurance, workers’ compensation, licensing — admits or refuses accordingly, and logs both. It is an entry log for documented vendors, deliberately not a guest book.
Available Every tier
What GateCheck does
The gate decision
Green: active vendor, current documents on file — check in. Amber: something expires within 30 days — admitted, with a prominent band. Red: expired, missing, suspended, or not in the registry — check-in blocked, call management. The decision comes from VendorCheck’s credential data, not the desk’s judgment.
Refusals are part of the record
The unregistered handyman who was turned away and redirected to management is logged too — the record shows not just who entered, but who was kept out and why.
Frozen, append-only entries
The access decision and the document snapshot are frozen at check-in — for every principal, managers included — and the log is append-only. What the desk saw that day is what the record says forever.
Time-boxed manager exceptions
The desk has no override. When a vendor must come through anyway, a manager grants a dated, time-boxed exception — and the exception is on the record with a name on it.
A reception role and desk shell
A dedicated reception role works a desk-shaped app — on a PC or a tablet — that reads a sanitized dates-only projection of vendor standing, never the vendor file, ratings or documents.
An anonymous visitor head count
A one-tap in/out tally by category answers “how many people came through today” — with no names, no units, no notes. The record cannot carry identity, by construction.
How it works
- A contractor arrives; the desk looks them up.
- The decision renders from the documents on file — admit, admit with an expiring-soon band, or check-in blocked with “call management.”
- Check-in freezes the decision and the document snapshot into the append-only log; refusals are logged the same way.
- When an exception is genuinely needed, a manager grants it — time-boxed, dated and on the record.
Connects to the rest of HelmHOA
HelmHOA modules share one data spine — nothing below is an export or a re-key. With GateCheck enabled:
- VendorCheck — the gate decision is VendorCheck’s credential engine — GateCheck requires it.
- Building Twin 3D — the desk picks visit destinations on a lean 3D viewer.
What Florida law says
The documentation classes the gate checks follow the Florida provisions governing contractor licensing — chapter 489 and § 455.228 — and workers’-compensation coverage under chapter 440: the documents an association has reason to require before a contractor works on its property. An association may widen the scope to other commercial providers by its own house rule.
Statutory references last reviewed 2026-08-01. Educational guides with full citations live in the Florida Law Hub.
Educational information only — not legal advice. This summarizes Florida law as of the date shown and may be out of date. It is not legal advice and does not create an attorney–client relationship. For advice about your association, consult a licensed Florida attorney or a licensed Community Association Manager.
Pricing
GateCheck is included in every HelmHOA tier. One flat price per association covers it — nothing is sold separately, and there are no per-seat fees.
Every free 30-day trial is full-package — you can try GateCheck with your own building’s data before any decision.
Good to know
- Every band and badge says “current documents on file” — HelmHOA reads the expiration dates the association’s team entered. It does not contact carriers or licensing boards, and it never claims more than the file supports.
- A contractor entry log, never a guest book: social guests, deliveries and individually-hired helpers are out of scope by design — and no medical category of any kind exists in the module.
- The visitor head count is anonymous by construction — counting is not screening, and the tally cannot carry a name.
- GateCheck requires VendorCheck — the gate decision is its credential engine, so there is nothing to check without it.