New gate arms functional and ready for January rollout

GATE ACCESS

Visitor pass info sessions to be held in January; system goes active Jan. 17

by Ruth Osborn

Communications Director

The unveiling of the new RFID gate access system is just around the corner. GRF staff has distributed an estimated 7,000 RFID passes to date, and all systems are go for a Jan. 17 launch of the new gate entry system.

There are plenty of opportunities to get informed and trained in January. Residents are invited to participate in these events to get all their questions answered.

The GRF will host two informational events in January on the new gate access system. Topics include the operation of the new gates, RFID tags, the Proptia guest-management system and more.

People can attend the information events on Jan. 2 and 17 and then, the next day, head to Clubhouse 3 for a 30-minute, hands-on demonstration to learn the Proptia guest pass system.

Proptia is the access-management software that residents will use to manage their visitor lists when the new gate system launches on Jan. 17.

The schedule is as follows: Gate Access System Information Events

• Jan. 2 at 10 a.m. in Clubhouse 4.

• Jan. 17 at 10 a.m. in Clubhouse 4.

Proptia 30-Minute Training Session (Guest Pass System)

• Jan. 3, every 30 minutes from 10 a.m.-2 p.m. in the Learning Center in Clubhouse 3.

• Jan. 18, every 30 minutes from 10 a.m.-1 p.m. in the Learning Center in Clubhouse 3.

In January, residents will receive an emailed invitation with instructions on how to register and create accounts with Proptia. Do not attempt to directly register with Proptia; registration needs to occur through GRF.

As with any new system, there’s bound to be a few kinks. So here’s what you need to know to foster a smooth transition:

• Beginning Jan. 17, people will need a valid RFID tag or valid GRF ID to enter the community. New residents or residents with additional vehicles can get RFID tags at the Security Decal Office in Building 5 from 8 a.m.-4:30 p.m., Tuesday-Saturday (closed for lunch at noon).

• Lanes at the Main Gate will be reconfigured. Upon entering LW, the left lane will soon be designated as “RFID Only,” meaning only residents and GRF staff with RFID tags will enter via that lane. The right lane will be designated as “All Others.” Everyone without an RFID tag, including residents using their valid LW ID cards, will use that lane. Signage depicting the change will be installed soon, and lanes will be switched one week ahead of the project launch.

• Residents are encouraged to direct their guests to the North Gate for the first few weeks to divert possible traffic overload from the Main Gate. There may be initial delays associated with guest entry as permanent passes are scanned and printed, and the North Gate can better accommodate slower traffic flow.

• Expect delays at first. As residents and staff acclimate to the new system, there will be hiccups. RFID gate entry systems are designed to enhance the security by ensuring only authorized drivers have access. This may take time, especially at first. Processing vehicles through all gates will get faster as start-up problems are resolved.

• Extra Security staff will be deployed. More Security officers will be stationed at all gates to troubleshoot first-week problems.

• Drive cautiously through RFID lanes. Security officers will continue to monitor traffic at all gates. At the Main Gate, there will still be cross traffic, so drivers need to watch the Security officer directing drivers even after the barrier arm rises to allow access.

• Residents will always be able to call Security, 24/7, with the names of their visitors.

RFID stands for Radio Frequency Identification and is a method of wirelessly transmitting data using electromagnetic fields.

For vehicle entry, RFID readers are mounted near the gate and use electromagnetic fields to communicate with RFID tags placed on vehicles’ headlights. The reader emits a radio frequency that activates the tag and powers its integrated circuit. Once activated, the tag transmits its stored data back to the reader. This process happens extremely quickly, usually in less than one second.

The data transmitted by the RFID tag is used to verify that the person or vehicle attempting to gain entry is authorized to do so. If the data matches what is stored in the access control system, the gate will open and allow entry. If not, the gate will remain closed.

Everyone without an RFID tag, including residents using their valid LW ID cards, will use a separate "All Others" lane to enter the community.

The entrance to the Clubhouse 3 Learning Center, located at the east end of Clubhouse 3 near the Genealogy Library.

The interior of the Clubhouse 3 Learning Center is equipped with computers and a large screen for demonstrations.

Security Director Victor Rocha issues a mock guest pass.

Each gate is equipped with license plate readers.