Parking for your tenancy
A short guide for the person who arranges parking on behalf of their organisation — what the system is, what you're able to do, which permit to use for whom, and how a permit gets verified and switched on. No prior knowledge assumed.
Section 1
What this system is
A short orientation before the how-to. In plain terms, this is how your tenancy's parking works.
Your tenancy has parking spaces
Your lease includes a set number of spaces in the building's car park. Those spaces belong to your tenancy — nobody else can sell or allocate them.
Permits tell the car park who's allowed
The car park recognises vehicles by their number plate. A permit links a person and their plate to your tenancy for a period of time. No permit, no access.
Access is managed at the gate
Cameras read every plate on the way in and out. A vehicle on a current permit is recognised and let through. Access isn't always blocked when you go beyond what your tenancy is entitled to — instead, that use is measured and charged. See the charges section for how that works.
Everything you do happens in one place: you sign in, issue a permit to a person and their vehicle, and the system takes care of the gate, the reminders and the paperwork.
Section 2
Your role as tenancy admin
You're the person in your organisation who arranges parking. Your access is deliberately limited to your own tenancy, so you can move quickly without any risk of affecting anyone else.
What you can do
- Issue permits for your own people and short-term visitors
- See every permit issued under your tenancy
- Add, change or remove the vehicle plate on a permit
- Cancel a permit when someone leaves or no longer needs it
- Keep your own list of staff who can issue permits
What sits with building management
- See or change any other tenancy's permits
- Change the parking rates or what you're charged
- Reverse or waive an overage or unauthorised-use charge — ask building management
- Change the car park's gates, cameras or opening hours
Spaces vs. permits — the one thing worth understanding
Your spaces are the physical bays you lease — say 6. Your permits are the named people allowed to use them — you might have 12 people sharing those 6 bays on a roster. That's completely normal and the system supports it. What matters is how many vehicles are actually on site at the same time: if more of your permitted vehicles are parked at once than you have bays, that shows up as an overage and is charged for that day. Issue permits freely, but make sure your people know the bays are shared.
Section 3
Choosing the right permit type
This is the only real decision you make. Ask one question: does this person have an end date?
Daily — short term, known end date
Use this when someone needs parking for a defined stretch of days and then stops.
Typical cases
- • A contractor on site for a fortnight
- • A staff member in a rental car while theirs is being repaired after an accident
- • A temp or someone covering leave
- • A visitor coming in for a few days running
How it behaves: Choose Daily, then enter the exact number of days — e.g. 13. The end date is calculated for you and the permit simply stops at the end of that last day. Nothing renews, nothing to remember.
Monthly — ongoing staff
Use this for your permanent people who park regularly with no end date in sight.
Typical cases
- • Full-time staff who drive in most days
- • A director or manager with an ongoing park
- • Anyone you'd otherwise be re-issuing a permit for every few weeks
How it behaves: Choose Monthly. It runs to the end of the current calendar month, then rolls over automatically each month until you cancel it. No re-issuing. Where a charge applies, you only pay for the part of the month that's left — but in many tenancies the spaces are already included in your office lease, so permits are zero-rated here and nothing is payable through this app.
Guardrails you may bump into
- • A daily permit has a maximum number of days. If someone needs longer than that, they're really a monthly user — use Monthly instead.
- • A monthly permit is always one calendar month at a time. You can't book six months up front; it renews itself instead.
- • Only the permit types enabled for your tenancy will appear. If you can't see the one you expect, contact building management.
Section 4
How to issue a permit, step by step
Start to finish this takes under a minute once you've done it a couple of times.
- 1
Say who's issuing it
Pick your name (or the staff member issuing on your behalf) from the list. This is just so the permit records who set it up — the holder sees your name in their text message, which makes them far more likely to trust the link.
- 2
Choose the product, the permit type, and how long
Pick your tenancy's parking product (if you only have one, it's already selected), then choose Daily or Monthly — Daily for a known end date, Monthly for ongoing staff. Then set the start and the duration: the number of days for a daily permit, or the single calendar month for a monthly one. The end date and time are worked out for you and shown in the validity window, always in the car park's local time.
- 3
Enter the holder, the vehicle, then review and create
Enter their name and — importantly — their mobile number, since the mobile is how the permit gets activated, so it must be the phone they actually carry (email is optional and just kept on file). Then type the plate exactly as it appears on the vehicle: this is what the cameras match against, so a typo here is the single most common cause of someone being treated as unauthorised and charged at the exit — read it back before you continue. The review screen then summarises everything (who, which vehicle, which dates, what it costs) and warns you if that plate already has a permit. Check it, then create.
Section 5
User and plate verification
Every permit is verified against a real person and a real phone before the plate goes live. This is what stops a mistyped plate or a wrong number quietly becoming someone else's gate access — and it's why the mobile number is required.
They get a text
As soon as you create the permit, the holder receives a text message from your organisation's name with a single link — e.g. "Hi Bob, Mary has set up your parking. Activate: …". Nothing for you to send separately.
They tap the link
The link opens a page showing their name, their vehicle and who set it up. They confirm it's them — and that's it. There's no code to type in: the link itself is unique to that text message, so tapping it proves it reached the right phone.
Their plate goes live and their phone is remembered
Confirming activates the plate at the car park and remembers that phone as theirs. From then on the gate simply works — no app to open, no code at the barrier. They can also use that page any time to see their permit and manage their vehicle.
When is a one-time code involved?
Not during activation — the text link does that job on its own. A one-time code only comes up later, if the holder signs in again on a different device(a new phone, or a laptop), or after a long time away when their phone is no longer remembered. In that case they enter their mobile number and receive a short code to prove it's still them. Day to day, most holders never see a code at all.
Watching it happen
On your permit list each permit shows where it's up to: Invited means the text has gone out and you're waiting on them; Activated means they've confirmed and the plate is live. If someone never got the text — wrong number, changed phone, deleted it — open the permit and resend the invite, or correct the mobile number first and then resend.
Section 6
After the permit is issued
Day-to-day upkeep. All of it happens from your permit list — find the person, open their permit, make the change.
Someone changes vehicle
Open the permit and update the plate. Don't create a second permit — that would take up another space's worth of access. The new plate works at the gate straight away.
A daily permit needs to run longer
If the contractor is staying on, issue a new daily permit for the extra days once the first one ends. If it's becoming ongoing, that's your cue to move them to a monthly permit instead.
Someone leaves
Cancel their permit. This is the important one — an uncancelled permit keeps their plate working at the gate and keeps counting against your tenancy.
A monthly permit you no longer need
Cancel it before the month rolls over. Monthly permits renew themselves, so cancelling is the only way to stop one.
Expiry reminders
Holders are reminded before a permit ends, so short-term people aren't caught out. You'll see the same expiry dates on your permit list.
Anything you can't do yourself — a charge you want reviewed, a rate question, more spaces, an extra person who needs admin access like yours — goes to building management.
Section 7
Capacity, overage and charges
Nothing here stops your people getting in — the car park doesn't turn vehicles away. What it does is measure how many of your vehicles are on site at once, and charge for anything beyond what your tenancy is entitled to. Understanding this keeps your parking bill predictable.
A permit is a share of a space, not a reserved bay
If your tenancy leases 6 bays, 6 of your permitted vehicles can be on site at once — first in, first served. You can hold more permits than bays; that's the normal shared-roster arrangement.
A bay frees up the moment a vehicle leaves
When one of your vehicles drives out, its space is released automatically. Nothing to do at your end.
Going over your bays isn't blocked — it's charged
If a 7th vehicle arrives while all 6 bays are occupied, it still gets in. The system records the extra vehicle and an overage charge applies for that day.
Overage is collected at the exit, or billed monthly
Depending on how your tenancy is set up, the overage is either paid by the driver at the exit gate, or accumulated and invoiced to your tenancy account at the end of the month.
Permitted, but over your bays
The plate is on one of your permits, but every bay you lease was already taken when it drove in. The vehicle is let in and a daily overage rate applies — commercially the same as using an extra space for the day. This is charged to your tenancy, not to the driver.
Not on a permit at all
No permit means the vehicle is treated as unauthorised, and the driver is charged personally at the exit for each day of use. This includes people who have left your organisation whose permit was never cancelled, and plates that were mistyped — the cameras can't tell the difference between that and a stranger.
The habit that avoids nearly every charge
- • Every vehicle that parks has a current permit with the correct plate.
- • Cancel permits the day someone leaves, so their plate stops working.
- • When someone changes car, update the plate on their existing permit rather than issuing a second one.
- • If your people regularly need more bays than you lease, ask building management about increasing your allocation — it's usually cheaper than repeated overage.
Section 8
Common questions and mistakes
I mistyped the plate — what happens?
The cameras won't recognise the vehicle, so it's treated as unauthorised and the driver is charged at the exit for the day. Open the permit and correct the plate as soon as you notice. If a charge has already been applied, contact building management.
The holder never got the text.
Check the mobile number on the permit first — a wrong digit is the usual cause. Correct it if needed, then resend the invite from the permit. The permit itself is unaffected while you sort this out.
I picked Monthly but they only need two weeks.
Cancel it and issue a daily permit for the exact days instead. Do it before the month rolls over so it doesn't renew.
Two of my people want to park at the same time but I only have one bay.
Both can hold permits, and neither will be turned away at the gate. But only one bay is yours, so if both park at the same time the second vehicle is an overage and that day is charged to your tenancy.
Someone's visiting for a single day.
A daily permit for one day is exactly right. Same process — it just stops at the end of that day.
Can I see permits from other tenancies in the building?
No. You only ever see your own tenancy's permits, and nobody else sees yours.