How to add and manage vehicles on the Back Office Dashboard?

The Visitor Manager in GuardsPro provides a centralized way to record and manage vehicles visiting a post site. Back-office users can add vehicle profiles directly from the Back Office Dashboard, while guards can add them from the Guard Mobile App.

Vehicle profiles added by guards are automatically available on the Back Office Dashboard, giving back-office users visibility into vehicle activity at the post site. This eliminates the need for manual logs and helps maintain accurate, accessible vehicle records for better site security and accountability.

📌 Prerequisites

Before adding or managing vehicles in the visitor manager, make sure:

• The Visitor Manager module is enabled for your company.

• You have permission to access the Visitor Manager module.

✅ This guide will walk you through the steps to add and manage vehicles on the Back Office Dashboard:

🧭 Step 1: Open Visitor Manager

• From the main menu, click on Visitor Manager → Vehicles.

• Select Add Vehicle.

📂 Step 2: Enter Vehicle Details

• On the next screen, fill in all mandatory fields marked with (*).

• Enter details such as year, make, model, color, license plate, VIN number, ownership, and description.

• You can also upload an image for better identification.

• From here, you can link a visitor to the vehicles added in the system, ensuring accurate association and record management. 

💾 Step 3: Save the Entry

• Once all details are entered, click Submit.

• The vehicle will immediately appear in the list, accessible to both admins and guards.

💾 Step 4: Manage Vehicle Profile

• Click on the three‑dot menu next to the vehicle entry. 

• From here, you will see two options that allow you to either edit the vehicle details or delete the entry as needed.

🚗 Step 5 : Managing Vehicle Entry

• Use the Search option to quickly locate a visitor record.

• Use the Action button to remove any unnecessary vehicle entry from the system. 

Right next to the filter, you’ll find the three‑dot menu. From here, you can:

• Import Visitors – Download the CSV file, add the vehicle details, and upload the completed file to import multiple vehicles at once.

• Export records as PDF or Excel

• Print or email visitor details

🎯That’s it! With these simple steps, you can add vehicles on the Back Office Dashboard quickly and efficiently. This ensures accurate records, better tracking, and stronger site security.

For any further questions, please feel free to contact our support team anytime.