This screen answers one question about every person on your campus: who are they, who are they here to see, and why? Fill it in once and the gate does not ask again.
Search before you type
The box at the top of the form — Find an existing visitor — is the most useful control on the page. Type a CNIC, a mobile number or a name, and if that person has been to your school before you get their record back with a count of previous visits. Pick it and their details fill themselves in.
This matters more than it looks. If the desk types the same parent in again every fortnight, the school ends up with four different Adnan Razas and no way to answer "how often has this person been on our campus?" — which is the question that gets asked after something goes wrong. Matching is on CNIC first, then mobile: people change SIM cards, they do not change their CNIC.
What each field is for
- Meeting with / going to — the office, not the person. Your school's list of offices is editable; the report groups by whatever you pick here.
- Campus — the visit is filed against this campus, and the gate screen only shows its own campus's queue. A school with one campus never sees this question.
- Purpose — write it for somebody reading it in three months.
- Student / staff reference — optional but worth doing: it links the visit to the child or the member of staff it is really about.
Next procedure
What the desk does after saving:
- Send to gate check-in — the visitor appears on Gate Entry → Scheduled with a Check In button, and the guard types nothing.
- Register only — save the record and carry on.
- Schedule a meeting — books a slot with a member of staff. This option becomes available when the Meeting Scheduler screen is released.
The record saved is the same in every case, so nothing is lost by choosing one and changing your mind.
Flagged visitors
A visitor can be marked as flagged with a reason. The desk and the gate both see a red warning, but the system does not refuse them entry — turning somebody away at a school gate is a decision your staff make, not one software should make quietly.
A visitor the gate has already entered
When the guard records a walk-in on the Gate Entry screen, that person is already a record — do not type them in again. The top of this screen shows Already on campus today, with gate arrivals marked From gate. Continue that visit straight into Schedule meeting, or open its profile.
Re-typing the same person creates two records for one human being, and after that no history question can be answered about either of them.