Register each visitor at reception, let the guard check them in and out on the Gate Entry screen, and issue a Student Leave / Exit Pass when a child leaves early. EDUBase's Front Desk module keeps the times and reports.
What does a school front desk need to record?
A school gate sees parents, vendors, officials and job candidates every day. Without a record, nobody can say who entered, whom they met or when they left. A paper register is slow to search and easy to lose.
EDUBase Front Desk & Visitor Management covers the whole chain: reception, the guard at the gate, meetings and early student exits. All four steps are kept in one place, so the principal can review them later.
- Who the visitor is and why they came
- Which person or office they were sent to
- When they entered and left
- Whether a meeting took place and what was decided
- Which students left early and who collected them
How do I register a visitor at reception?
Open Register Visitor and enter the visitor's name, the purpose of the visit, whom they wish to see and which office they are being sent to. The purposes and offices come from your own lists, which you set up once in Visitor Settings.
Keeping these lists tidy means every entry uses the same wording. That makes the later reports far more useful than free-text notes.
- Name of the visitor
- Purpose of the visit
- Whom they are meeting
- Office they are sent to
How does the guard check visitors in and out?
The security guard works from the Gate Entry screen. When a registered visitor arrives, the guard checks them in. When they leave, the guard checks them out, so the school has both times.
This also shows who is still inside the campus at any moment, which matters at closing time and during emergencies.
How do I book a meeting with the principal or a teacher?
Use Visitor Meetings to book a meeting with the principal or a teacher. After the meeting, record what was decided. A parent who returns a month later can then be dealt with using the earlier outcome in front of staff.
This avoids visitors waiting at the gate with no one knowing whether they were expected.
How do I issue a gate pass for a student leaving early?
Use Student Leave / Exit Pass to allow a child to leave mid-day. Note who collected the child and when. The time is logged, so the school can answer a parent's question about when their child left and with whom.
Make it a rule that the guard releases a child only against an issued exit pass.
- Issue the pass from the front desk after the class teacher or principal agrees
- Record the person who collected the child
- Let the guard check the pass before the child leaves
What reports show visitor traffic?
The Visitor Dashboard and Reports show how many visitors came, for what purpose and how long they stayed. Use them to spot busy hours, repeated visits and long waits.
Access to these screens can be limited by user privileges, so reception staff, guards and managers see only what they need.
Front Desk screens and what each one is used for
| Screen | Used by | What it records |
|---|---|---|
| Register Visitor | Reception | Name, purpose, whom to see, office sent to |
| Gate Entry | Security guard | Check-in and check-out of visitors |
| Visitor Meetings | Reception or office staff | Booked meeting with principal or teacher and the decision |
| Student Leave / Exit Pass | Front desk | Early exit of a child, who collected them and when |
| Visitor Dashboard and Reports | Principal or admin | Visitor numbers, purposes and length of stay |
| Visitor Settings | Administrator | Your own list of offices and purposes |
Related modules
- Front Desk & Visitor Management — Register visitors, check them in and out at the gate, book meetings, and issue student exit passes.
- Student Management & Admissions — Every student record, from first enquiry to leaving certificate, in one place.
- Users, Privileges & Activity Log — Give each staff member exactly the screens and actions they need, and see who changed what.
- School Setup & Multi-Campus — Campuses, classes, sections, sessions, academic year and reference lists, set once and reused everywhere.
- Student Attendance — Mark attendance from the class register, the Teacher App, a QR scan or a gate device, and tell parents instantly.