How to Track Gate Code Usage for Delivery Drivers and Guests

By: Tim Bruxvoort

Articles

Property owners and managers can track visitor access by installing a smart gate intercom with activity logs. These systems provide real-time visibility into who is entering your property, when they arrive, and which method they used to gain access.

1. Monitor Entry with Digital Activity Logs

An activity log serves as a digital audit trail for your property. Every time a delivery driver or guest uses an access method, the system logs the event.

Detailed Tracking: The log records the specific name, PIN, or credential associated with the entry.
Instant Alerts: Many modern systems send real-time push notifications to your smartphone when a gate is activated.
Visual Verification: Top-tier video intercoms pair each log entry with live footage or recorded video playback, allowing you to visually confirm who entered.

2. Choose the Right Access Methods

To track individual users accurately, assign unique credentials rather than sharing a single code. The two most common tracking methods include:

QR Code Access (Best for Guests & Drivers)

You can generate and share unique QR codes via text or email.

How it works: The visitor holds the QR code up to the intercom’s camera, which instantly triggers the gate operator.
Why it’s secure: QR codes can be restricted by time, date, or number of uses, making them ideal for Amazon, FedEx, or one-time party guests.

Keypad PIN Codes (Best for Service Providers)

You can configure individual, multi-digit PIN codes for different authorized visitors (e.g., landscapers, dog walkers, or regular guests).

How it works: The visitor types their unique code directly into the physical keypad to trigger the door strike.
Why it’s secure: Because codes are unique to the individual, the activity log will explicitly state exactly whose code was used.

3. Set Custom Access Schedules

To prevent unauthorized entry outside of designated hours, you can apply specific time constraints to both PIN and QR codes:

Access Type	Description	Best Used For
Permanent	Works 24/7 and never expires until manually deleted.	Property residents or trusted family members.
Auto-Expiry	Valid only between a specific start and end time, deleting itself afterward.	One-time delivery windows or weekend guests.
Scheduled Access	Works only on recurring days and specific time windows (e.g., Mondays from 8 AM – 5 PM).	Weekly cleaning services, contractors, or mail carriers.

Activity Log Storage: Cloud vs. Local

Gate intercom systems store your access history in one of two ways:

Cloud-Based Storage: Logs are saved securely online. This requires a stable internet connection and often involves a monthly subscription fee, but it allows you to access and review your gate history remotely from anywhere via a smartphone app.
Local Storage: Logs are saved directly on the physical device, typically using an onboard MicroSD card. This option requires no internet or ongoing monthly fees, but for some systems you must be physically at the property or connected to the local network to view the data. For systems with an App, you can typically view the activity log via the app as long as there is an Internet or cellular connection to the system

About the Author: Tim Bruxvoort, a telecommunications veteran with over three decades of experience, is the President and Founder of IntercomsOnline.com, a Nashville-based specialty provider of commercial-grade communication systems. Leveraging his 22-year background at Nortel Networks, he established the e-commerce company in 2007 to offer expert-backed, high-performance intercom solutions for demanding industrial environments. Under his leadership, the company differentiates itself from typical online retailers by providing application-driven product selection, rich technical guidance, and free specialized support.